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User`s Manual - Quick-MD

1. Prnt Ropa erea e i a a aora E a a a E a Ae 47 REFERRING PAV a a sce a a aE a a aeae a a 49 sare ie Fre ne an a EO MAIE ENEE OE EEANN S EE E T OEE EROE E E ET EA NTE 49 EEO TE 98 ee eee eee eo eee me ee ere eee ree ree ne ere ery ere 50 Dobe Ra TOU TON Reeme emer een eee ene re eee oe eee ern ee re Teme eee rene ere eeer enn ree erent rer enim tre 51 Print Report Lis gag asad E seg uae ane antes ead eed adie etude E A dees 51 Enit Bc 1 3 E eaa a ae aaa a E eer 54 INSURANCE COMPANIE sis ei a sae seals ad ald aa r a a 55 BUSHINGS RECO ec acetal oats oat acca ol pees anus ded Maegan aa alan a 55 Edi ea utance Roucaio da achat nisi nas aladdin sade lace tiebes 56 Pee TSM eA FR cod ec ew aed tah aed acd as alaska Starnes ae NA Ad aa awe 58 PrN REPO ask erect a er lean Sack kan a ea cae eta ann eandeda aca 59 DO E D ecko a ca hc al ca as a nat a ee Rta i a ee eee aaa bade pabsindetabiaialas 61 PN Bt hk kc ak RU ed la aed estado ita 61 ECON eh ik a ha he a a sad a got a iced ea ees aoa een 61 D Lee Cig a hi atts de acct ell aaa 61 Pint ROPOU kc leah a ch Bg eat he de ck aaa aaa 61 Customizing Quick MD THE FROPFRTES NEN Seeemeeere rene errr rere merc erent eeere ret tte cere tent ar er rte ieerr cree er erre errr tt 63 Locion acct dees cet ec ches dire ake oh ce ctee as a tcecer ue lade ume crise ada metas ution aan unl dot aa nial neuron eeee aaa aneecera 67 aU WU eet iets gaa week Geeta la cael
2. CPT Cope Enter the CPT code for this new CPT record You can attach up to three Modifiers to your CPT codes by simply adding them to the end of the CPT code Note that there must be a dash between the cpt code and the modifier For example 71020 TC Quick MD picks up the modifiers by recognizing the dash Another example with two modifiers would be 12345 TC AA and you can add up to three modifiers to your CPT record 12345 TC AA XX Description Enter the description for this new CPT record Prace Or Service Choose the place of service where this new CPT record will be performed Quick MD User Manual Page 43 of 308 Norte The Pace oF Service Taste for more information see page 82 should include all places the provider performs services at Type oF Service Choose the type of service that this new CPT record relates to Note This Type oF Service for more information see page 83 should include all Types of services the providers offers Amount oF Charce Enter your normal and customary charge for this new CPT record Mepicare Attowaste Enter the amount Medicare will reimburse for this new CPT record Mepicare Write Orr Enter the difference between the amount of your charge and the total payments from Medicare and the patient for this CPT record Mencap Write Orr Enter the difference between the amount of your charge and the total payments from Medicaid and the patient for this CPT rec
3. Step One Print a Test Form If you are not using the Q Scheduler or the Multi View Scheduler you may print a test grid from within 1500 settings To learn how to print a test grid from the Q Scheduler for more information see page 115 if you are using Q Scheduler or page 129 if you are using the Multi View Scheduler Step Two Plug in your Coordinates You will now decide which fields print on your forms For each field that you want to print plug in the appropriate line and column numbers from your test grid Important If the left margin is off or information on your form needs to be shifted downward these adjustments are made in Printer Settines You will also set your font sizes here for more information see page 85 Laser INnKJET Appress LaBet SETTINGS Use 1 inch x 4 inch double column labels In order to line up your labels you will need to print a test grid that you can use to plot the coordinates To print a test grid go to the Patients Statement Coordinates in Properties Printed Forms Patient Statement settings Print Grid for more information see page 87 Once you have printed out the grid lay it over your labels and then plot the coordinates Quick MD User Manual Page 89 of 308 Set Coordinates For Laser Inkjet Address Labels Ed m Lo ia i hl a a k OTHER Form Setup The Other Form Setup allows you to configure your print to generate the workers Compensation forms DWC 69 and DWC 7
4. Date Enter in the date that you want to recap At a minimum this field must be filled in Prover This field allows you to choose a provider or leave blank for all Location This field allows you to choose a location or leave blank for all Operator This field allows you to choose an individual operator or leave blank for all When done lt Ox gt Sampce Day Payments REPORT DAILY PAYMENT RECAP FOR 06 25 2003 Pag 1 PAYMENT PATIENT CLM INV CHECK AMOUNT PATIENT CHECK 11 FUSILIER BRENT 3 1 132 20 00 PATIENT CHECK 9 FUSILIER BRYAN 2 1 432 40 00 PATIENT CHECK 9 FUSILIER BRYAN 1 1 30 00 TOTAL 3 90 00 GRAND TOTAL 90 00 Quick MD User Manual Page 243 of 308 Daity CHARGES This feature allows you to print or view an overall itemized daily activity report of charges entered into Quick MD The report generated contains the following fields Payment Patient Cram Invoice Check and Amount Date EE Provider z Location E Operator z Report Order Alphabetical C D 0K yf Cancel X Date Enter in the date that you want to recap At a minimum this field must be filled in Provider This field allows you to choose a provider or leave blank for all Location This field allows you to choose a location or leave blank for all Operator This field allows you to choose an in
5. Next Month Previous Month Functions Exit Quick MD User Manual Page 120 of 308 Next Monta Use this feature to make appointments for future months Previous Month Use this feature to view previous months appointments Functions Appointment Reports M E3 Search for Appointment Search For Patient Query Appointments Print Super Bills List APPOINTMENTS Use this feature to Print Appointments for a Day List ppointments for a Day lof x Provider JOHN SMITH z Ky Cancel X Date Enter the date of appointments you want to print Norte System will default to present date Prover Select the lt Down Arrow gt key to display Provider Name and select the appropriate provider Select lt Ox gt to List all Appointments on Screen Select lt Print Att gt to Print Appointment Report Norte You should have a Printed Report of all Appointments for the date you selected Select lt CLose gt to return to Appointment Reports Menu SEARCH For Appointments Use this feature to search for next available appointment time assuming all time slots not available for seeing patients have been blocked Quick MD User Manual Page 121 of 308 Search for Appoinment Time Start Search As Of What Date Start Search As Of What Time os 004 Latest Time Acceptable 09 15P OK yf Cancel X Start SearcH as oF Whar Date pick date t
6. 2 Search For Existing Appointment Of x p Name Keyl The name key will search on a partial name For example if BUSH was entered then the names BILL BUSH and LAURA WINBUSH would be found The Search will extend out the time according to the button selected below 20 Days 90 Days One Year 60 Days 180 Days Cancel X Search By Date Range From az To Date Search Date Range ID use the lt F1 gt key to browse your Patient Tables highlight the patient you want then hit the enter key to start your search or if the patient is not in your patient files you may search for his her appointment by Name The name search will search on a partial spelling of the name Nore The system will search much quicker by ID than a name or partial key Quick MD User Manual Page 110 of 308 30 pays Click this button to only search out 30 days from today s date Makes searching much Quicker 60 Days Click this button to only search out 60 days from today s date Makes searching much Quicker 90 Days Click this button to only search out 90 days from today s date Makes searching much Quicker 180 Days Click this button to only search out 180 days from today s date Makes searching much Quicker 1 Year Click this button to only search out 1 Year from today s date Makes searching much Quicker To SEARCH BY A DATE RANGE Becinninc Date enter the date you want Quick MD begin sea
7. Insurance ID NumBers If your practice bills as a clinic then this feature allows you to define clinic numbers for Medicare Medicaid or Blue Cross It is additionally used to identify the six major Insurance Plans that require Provider ID numbers This table tells Quick MD to pull the Insurance Plan ID numbers from the Insurance File for billing purposes on the HCFA1500 Insurance ID Numbers Steps 1 If your Providers are billing electronically to Medicare and Medicaid and use a clinic to bill all physician claims under enter the clinic number for Medicare and Medicaid 2 The other nine fields require the Insurance ID numbers of each insurance listed if applicable Quick MD User Manual Page 66 of 308 Location TABLE This feature allows you to define up to ten locations where your practice performs service i e satellite locations The selection is made when entering the patient demographics and during the charge entry process and is for reporting purposes only Location Table of x oxy MAIN OFFICE 02 RYAN SATALLITE 033 04 05 06 07 o8 09 Note This table is strictly for reporting purposes and is different from the PLace oF Service Taste The Ptace oF Service for more information see page 82 is utilized on the 1500 form and is defined by HCFA PayMENT TABLE This feature allows you to define up to twenty five description types for posting payments By posti
8. Batance If you selected Y to write off input the amount you want adjusted from claim total than press the enter button If you selected N to write off then the remaining balance will be billed to the selected pay source Note At Balance system will default to current ledger balance or will reflect the amount of the write off Note If you do not have time to finish a bulk EOB skip number 11 through 14 See steps To Save An Unfinished EOB Posting After all payments are inputted select the Report button to balance payment amount from EOB to Payment amount inputted to computer To confirm at Report Posting Information select the yes button System will display Ins Postne Report after payments on report and payments on EOB balance Select lt cLose gt to return to Payments and Adjustment screen Select the lt Post gt button to enable system to post all payment and adjustment transactions to each claim Select the lt CanceL gt button to return to Main Menu Quick MD User Manual Page 234 of 308 To Save an UnrinisHeD EOB Postine If you do not have enough time to finish inputting payments and adjustments from a bulk EOB then Select the lt Save gt button To confirm at Save Listing select the lt Yes gt button System will read Listing was Saved Select lt Ox gt Select the lt CanceL gt button to return to Main Menu Resuminc AN UnrinisHep EOB Postine Getting there At Main Menu
9. Select Payments At the drop down menu Select Insurance PAYMENTS In the section Common Posting Information At Ledger Date Input the date of the unfinished EOB Resp Cope Input Key Alphabet of unfinished EOB Cueck Numeer Input check number of unfinished EOB Press the lt enter gt button Select the lt Loap gt button To confirm At Load Listing select lt yes gt to bring all saved payment activity to screen You can now continue with Posting Payments and Adjustments Quick MD User Manual Page 235 of 308 INSURANCE Payments By INvoicE Getting There File Billing Recaps Tables Reports Ageing Reports Properties E Bill ANSI System Utilities How To Patient Insurance Payments By Claim Insurance Payments By Claim Patient Insurance Payments By Invoice UC Line Item Payment Posting F3 Key In Patient ID Will Delete Line Post Zero Payments Post Zero Adjustments Ledger Date Resp E Check Patient Information Pay 04 MEDICAID PAYMENT Le Le adj Insurance Information Pat ID Clm Inv Amt Billed Description Add Resp Payment Do WO Balance Prov fa 0 0 joo ooo po a o jooo f foso 790 C of of o fao foo So se e C of o f o po fao f Jooo foo 0 00 of o o nn o oo foo o o ioo looo o o o a a oe oe 2 Print Report In Landscape You will use this payment posting screen the majority of the time since it works w
10. System will automatically drop to Pat ID Input Patient ID number located on EOB If ID number is not present press lt F1 gt to search by name After Patient ID number has been selected press the enter button to move to Claim Note Under Patient and Claim Information Quick MD will input the Patient name and address along with the pay source P Ins primary insurance name S Ins secondary insurance name T Ins third party insurance for verification Craim Input the claim number that payment is being made or press the lt F1 gt key to go the patient s ledger Here you can review the claim being paid At this point you may also press the Shift lt F1 gt key to get to a fully functional ledger browse screen for more information see page 31 Once on the F1 browse screen you can pres the lt F1 gt key again to pull all of the invoice for the claims that is highlighted Norte While browsing the ledger you may post a note lt F3 gt Key to the claim or if there is a MediGap secondary you may post a billing note see commands at the bottom of the screen so Quick MD will not pick this claim up during secondary batch billing With the claim being highlighted hit the enter key to carry this claim over to the Quick Payment Posting Module App Resp Input the responsibility code for the pay source you want the balance to be transferred for billing Press the ENTER button Responsibility Code I Insurance S S
11. Use this feature to generate an ageing report by Financial Class Quick MD User Manual Page 264 of 308 Sampce Financiat Crass Aceinc Report FINANCIAL SUMMARY AGEING BASED ON DATE 06 24 2003 Page 1 t 1 MEDICARE Resp Current Over 30 Over 60 Over 90 Over 120 Total P Ins 725 00 750 00 1205 00 510 00 0 00 3190 00 S Ins 0 00 239 60 0 00 0 00 100 00 339 60 T Ins 0 00 0 00 0 00 0 00 0 00 0 00 Pat 3350 00 915 00 115 00 170 00 190 00 4360 00 4075 00 1904 60 1320 00 680 00 90 00 7889 60 2 MEDICAID Resp Current Over 30 Over 60 Over 90 Over 120 Total P Ins 0 00 0 00 0 00 230 00 0 00 230 00 S Ins 0 00 0 00 0 00 0 00 0 00 0 00 T Ins 0 00 0 00 0 00 0 00 0 00 0 00 Pat 500 00 200 00 0 00 0 00 0 00 700 00 500 00 200 00 0 00 230 00 0 00 930 00 t 3 BLUE CROSS Resp Current Over 30 Over 60 Over 90 Over 120 Total P Ins 0 00 0 00 0 00 0 00 0 00 0 00 S Ins 0 00 0 00 0 00 0 00 0 00 0 00 T Ins 0 00 0 00 0 00 0 00 0 00 0 00 Pat 0 00 0 00 0 00 0 00 200 00 200 00 0 00 0 00 0 00 0 00 200 00 200 00 t 4 AETNA Resp Current Over 30 Over 60 Over 90 Over 120 Total P Ins 120 00 0 00 0 00 0 00 0 00 120 00 S Ins 150 00 0 00 0 00 0 00 0 00 150 00 T Ins 0 00 0 00 0 00 0 00 0 00 0 00 Pat 300 00 0 00 0 00 0 00 0 00 300 00 570 00 0 00 0 00 0 00 0 00 570 00 GRAND TOTALS Resp Current Over 30 Over 60 Over 90 Over 120 Total P Ins 845 00 750 00 1330 00 740 00 0 00 3665 00 S Ins 150 00 239 60 0 00 0 00 100 00 489 60
12. Exit Quick MD User Manual Page 180 of 308 This feature exits the Patient Ledger Quick MD User Manual Page 181 of 308 BALANCES Patient LEpGER BALANCES This feature gives you the Ledger Totals for the Patient which includes the patient balances and insurance balances Aged Additionally you can see the Last Provider Seen Date of Last Visit and Last Referring Physician Seen 3 Ledger Totals For ID 9 BRYAN FUSILIER oj x Patient Balances JOHN JEAN ATTORNEY AT LAW Current Over 30 Days Over 60 Days Over 90 Days Over 120 Days Total Date Of Last Payment 20 00 Insurance Balances Prim ins AETHA Current Over 30 Days Over 60 Days Over 90 Days Over 120 Days Total Date Of Last Payment 40 00 Last Ref Phy Set Was Hot Set On Last Claim JOHNAWILSON Sasa Last Provider Seen JOHN A WILSON 6200 98 Date Of Last visit 1909 2003 Uhr i 1300 00 Total Charges 7870 00 Total Patient Payments i 170 00 Total Adj 1124 02 Total Primary Ins Payments e 1010 00 Total Secondary Ins Payments 85 00 Total Adj 7 Total Third Ins Payments 0 00 A Total Payments 1555 00 INFo CUSTOM INFORMATION SCREEN Use this feature to track any custom information you might wish to collect from your patients There is a Mate Custom INFORMATION Screen and a Femate Custom INrormation Screen each of which can be configured differently to handle different information to configure see pages
13. REPORTS RECALL REPORT The Patient recall date amp reason for recall will show up on the user defined recall report Should you decide to send them a letter Quick MD will automatically track the date you merged with Word Quick MD User Manual Page 185 of 308 Patient Recall Dates amp Reasons Note There is a Patient Recatt Report for more information see page 279 that will tell the user who is being recalled and why The table is user definable and located within Properties for more information see page 75 Quick MD User Manual Page 186 of 308 Usinc Un Apptiep CREDITS Quick MD allows you to accept and track and apply un applied credits from patient overpayments to accounts Any time a patient over pays you it will create a credit balance on the claim This credit balance will automatically become an un applied credit which will be available for posting against other charges or can be refunded back to the patient In order to use this feature you must configure Quick MD with a new CPT Code and two new adjustment codes Important Over payments from Insurance companies payments that carry the I S or A responsibility codes will remain regular credits only over payments that carry the P responsibility will become un applied credits Conricurinc Quick MD To HANDLE Un Apptiep Crepits To put pre payment credits in the ledger you must have a CPT record in the CPT codes table to handle them The Of
14. S Date of procedures taken from the service date on the first charge DATE Quick MD User Manual Page 199 of 308 Procedure CPT codes will be taken from up to the first 6 charges on claim CPT1 Procedure2 CPT2 Procedure3 CPT3 Procedure 4 CPT4 Procedured CPT5 Procedure6 CPT6 Diag all diagnosis s are taken for the diagnosis s listed on the first charge DIAG1 Diag2 DIAG2 Diag3 DIAG3 Diag4 DIAG4 Location taken from the facility set in the supplier form LOC Medicaid This will insert the patient Medicaid into the document CAID Home Phone This will insert the patient s home phone PATPHN FNAM If this code is found in the document Quick MD will ask you to pick a facility If the FNAM is found and the operator selects an entity then the following 4 codes Will be looked for in the document FADD This will insert the entities address FCSZ This will insert the entities city state zipcode FPHN This will insert the entities phone FFAX This will insert the entities fax Today TODAY Inserts today s date Patient Balance PAT Entire Balance ALL Insurance Balance INS Martial Status MSTAT Drivers License DRILIC Work Phone WRKPHN Cell Phone CELPHN Employer EMP Guardian Name GNAME Guardian DOB GDOB Guardian SS GSS Guardian Phone GPHN Primary Insured Name INAME Pr
15. Search Starting With Time This is the time that the system will start searching from Quick MD User Manual Page 140 of 308 Search Ending With Time This is the time where the system will stop searching Time Unit Duration The appointment must have at least the number of units listed available Search For Provider If a provider is selected here the system will search for an available appointment for this provider only Search For Provider Two If a provider is selected here the appointment system will allow the search to find open times for this provider also Note If provider two is set then both books must have the open time requested to be selected Quick MD User Manual Page 141 of 308 PATIENT SEARCH The Patient Search lets you search for an appointment for a specific patient Search For An Existing Appointment jo x Patient Acct __ E Last Mame Key First Mame Key You may do partial name searchs with the last and first name keys For example if GOOD was entered in the lastname key all patients that had GOOD located anywhere in their last name would be listed Such as GOODYEAR or GOODLY or YEARGOOD If an optional first name key is entered it will operate the same way but both the first and last name key must prove true to be selected 30 Days 60 Days g0 Days 180 Days 365 Days X Cancel Patient Acct lt F1 gt from this field will allow you to look up the patient for more in
16. in the medical folder When open this Scheduler operates on a separate tab on the tool bar which allows for access to it while working anywhere in Quick MD or any other program Settinc Up The setting for the appointment can be found by clicking on the properties button This will bring up the following screen Properties oO xi Time Intervals End Time Holidays To Block A i Reporting Options C 10 Minutes C 2PM EET Set Provider Names fo tedd 15 Minutes C 3PM Set Appointment Reasons ete C 4 Column Listing C 4PM fi 1 27 2003 Setup Super Bill Start Time G 5PM C 6AM Pe fi 4 28 2003 eal Ll G 7AM net Set AppointmentStatus Codes C 8AM fi 242412003 Set Color Descriptions C 9AM fi 2 25 2003 I Do Not Print Empty Times Other Defaults 12 31 2003 Rebuild File 7 Block Weekends TERET Reindex File Double Space Listings V Show Ledger Totals Purge File M Show Status fi 1 07 2003 7 V Show Office Messages Reset Lock Fields Refresh Every 15 aces if Unlock Waiting List Next Super Bill 403 IV Check For Future Bookings Apply Temp To Existing Days i Un Check To Set Templets V Carry Additional Slots To Block On a Cut and Paste IV Restore Additional Slots To Block To The Templet Vvhen Deleting Appointment Color To Use For Blocked Time Periods fo See Set Appointment Reasons For Color Export Path Filename C WAINMEDITPART TXT Number Of D
17. 0 f _Ele File Configurations Scan Directory c docsexchange out Working directory C winmed To install the electronic superbill reader you will need to install the program esupScan exe into the qmed directory along with the files elecsup dat elecsup ix and esupfig dat Like imedscan exe esupscan exe will need to be running at all times on your server You will need to find out what directory the EMR program is writing the electronic superbill files to You will put this directory in the Scan Directory field After you type in the scan directory press enter for the new scan directory to be saved Under the Configurations Menu you can Turn Logging on or off by clicking on the log button If logging is on all message information will be saved to a log file name esup log in the working directory The Scan Time option will let you change the scan time by milliseconds Set Import System will let you choose which EMR you are expecting electronic superbill messages from You can configure this program to write a log file to the Quick MD data directory by clicking on the log item under configurations This will put a check next to the item If the check is already there then the logging feature is on You can check the log by opening the file esup log LOADING ELECTRONIC SUPERBILLS From Quick MD go to System Utilities and then Electronic Super Bills Quick md User Manual Page 303 of 308 Jane 01 28 2009 4
18. 02 IMMUNIZATION 03 IMMUNIZATION 04 NEW TRACKING FEATURE 05 IMMUNIZATION 06 TRACKING EXAMPLE 07 IMMUNIZATION 08 EXAMPLE OF TRACKING 09 IMMUNIZATION 10 TRACKING EXAMPLE 11 SHOT 12 IMMUNIZATION 13 SHOT 14 IMMUNIZATION 15 SHOT 16 17 18 19 20 21 22 23 24 25 Quick MD User Manual Page 192 of 308 ELECTRONIC MEDICAL RECORDS Quick MD s Electronic Medical Records is broken down into three functional areas 1 Attaching Documents to a Patient s File for more information see page 196 2 Tracking Patient Phone Messages for more information see page 205 3 Tracking Patient Prescriptions for more information see page 208 Getting There Use the key combination lt Shift gt lt F1 gt while inside the Patient s Demographic Screen to bring up the Medical Records Interface Or if you are Adding a New Operative Transcription for more information see page 196 to a particular charge in the patients ledger highlight the charge you wish to attach the Transcription to and then hit lt Shift gt lt F1 gt Medical Records Interface Iof x Operative liranscnpiion Other Documents Add New Other Document Phone Messages Print All Phone Messages For A Day Drugs Prescribed List All Prescriptions For A Day Exit Quick MD User Manual Page 193 of 308 SETTING uP THE ELEcTRonic Mepicat Recorps INTERFACE Before you can use Quick MD s Elec
19. Insurance Payments By Invoice Patient Insurance Payments By Invoice UC Patient Insurance Payments By Claim Use the feature to post either Patient or Insurance Payments by Claim Used to post Payments to ONE patient at a time Allows you to quickly apply Un applied credits to a patients claims Insurance Payments By Claim Use the feature to post either Patient or Insurance Payments by Claim Used to post Payments to more than one patient at a time Insurance Payments By Invoice Use the feature to post either Patient or Insurance Payments by Invoice Used to post Payments to more than one patient at a time Patient Insurance Payments By Invoice UC Use the feature to post either Patient or Insurance Payments by Invoice Used to post Payments to more than one patient at a time If you are posting large EOB s this is the module you want to use This module also allows you to apply Un applied credits to patient s claims Quick MD User Manual Page 34 of 308 IMPLEMENTING QUICK MD FOR THE FIRST TIME There are three different and distinct ways to implement a new Practice Management System 1 The recommended way to convert from your existing system to Quick MD is to simply install Quick MD on your network and run parallel Meaning on a specified day all patients from that point forward are entered as they come in and billed out of the new system All patients prior to that specified date are billed out of the ol
20. Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Jane 101 28 2009 16 14 Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Jane 01 28 2009 16 14 Press Enter Key or Double Click To Select Press F10 Key To Delete Press Esc Key To Exit Press F2 To View This will bring up the electronic superbill browser From this screen F2 will generate a report telling you what information the EMR passed to Quick MD in the electronic superbill F10 will delete an item that you do not want You can load the electronic superbill into the charge entry screen by Double Clicking on the item that you want or by highlighting the item and pressing enter If Quick MD encounters errors while trying to load a electronic superbill it will generate an error report If no errors are encountered Quick MD will go directly to the charge entry screen and allow you to complete the charges ONLINE TUTORIALS Quick MD comes with a collection of tutorials that explain every screen of the system Tutorials can be accessed by clicking a help button or by picking the tutorial from the list on left hand side of the tutorial p
21. Mont paj Year C ale Home Phone a S S a Employer Emp Status jo EMPLOYED FULL TIME x Co Pay Policy Number Group Number Previous Next Cancel Finish If the patient is the insured the patient can click on the button labeled as Click if the subscriber is the same as the patient and the wizard will bring over the information from the Patient Information screen If the patient is not the insured then they will need to fill out the information After the Primary Insurance Information is entered the wizard will ask the user if they have a secondary insurance company Conie x Do you have a Secondary Insurance If the patient answers yes the wizard will display a screen identical to the Primary Insurance Information screen On the Secondary Insurance Information screen the patient can enter their secondary information Quick md User Manual Page 298 of 308 ALTERNATE BILLING INFORMATION After the patient has finished with their insurance information the system will ask them if they want the patient statement to go to a different address CL x Q Do you want the patient statement to go to a different mailing address If the patient answers yes the Alternate Billing Information screen will be displayed From here the patient can enter the name and address information that will appear on the patient s statement Alternate Billing Information Fr
22. Quick MD User Manual Page 291 of 308 Select the lt Ox gt button to process Note This process will delete ALL billing notes for the date and responsibility selected If you leave the ID field blank it will be ALL billing notes for the date and responsibility selected both hardcopy and electronically Be certain that this is the end result you are trying to accomplish GENERATE Contract LEDGER ENTRIES Generate Contract Ledger Entries O x Ledger Date Of Entries 01 23 2003 Jf OK X Cancel This feature is utilized when patients are set up on a payment plan for a balance owed First go to the patient s ledger and write off the amount that you are going to put under contract It is best to do this with an adjustment code reserved only for this purpose Using a unique adjustment code will allow you to do reporting based on this code Next set up the contract form under patient demographics The amount you adjusted goes under contract amount and the payment amount that you agree on goes under monthly charge field When the generate contract ledger entries function is run the agreed upon monthly payment is posted back to the patient s account and a report is generated showing all entries generated on a selected entry date This process should be run PRIOR to generating patient statements so that the monthly amount owed is generated and appear on the patient statement At the same time the date and amount of the con
23. SECONDARY INSURANCE Use this feature to print a batch of HCFA 1500 forms based on criteria you specify Getting there At Quick Med Main Menu Select BiLtine At drop down menu select one of the following Primary Insurance SECONDARY INSURANCE THIRD INSURANCE File Biling Recaps Tables Payments Reports Properties E Bil NSF E Bil ANSI System Utilities Patient Statements Primary Insurance Secondary Insurance Third Insurance Test Print 1500 Form Test Print Patient Statement Report Last Batch Printed Delete Billing Notes For Last Batch Printed Secondary Insurance claims are selected and printed exactly like Primary Insurance Claims for more information see page 219 THIRD NSURANCE Use this feature to print HCFA 1500 forms for your claims that have been reassigned to the third insurance A responsibilities Getting there At Quick Med Main Menu Select BiLtinc At drop down menu Select one of the following Primary Insurance SECONDARY INSURANCE THIRD INSURANCE File Biling Recaps Tables Payments Reports Properties E Bil NSF E Bil ANSI System Utilities Patient Statements Primary Insurance Secondary Insurance Third Insurance Test Print 1500 Form Test Print Patient Statement Report Last Batch Printed Delete Billing Notes For Last Batch Printed Quick MD User Manual Page 221 of 308 Third Insurance claims are selected and printed exactly l
24. SETTING Super Bit COORDINATES Set Super Bill Coordinates iol x La zE e zm e zE zm zN zE EN H zN N e i l This screen will allow you to setup the layout of your super bill for more information see page 115 Quick MD User Manual Page 129 of 308 SET STATUS CODES Set Appointment Status Codes l lol x 01 poyOIDNOT SHOW pgyCANCELLED WITH CHARGE pgi CANCELLED NO CHARGE osl oE onl na l 09 10 af OK x Cancel Quick MD we allow you to set up to 10 custom status codes The codes entered here will show up on the appointment information screen for more information see page 133 Quick MD User Manual Page 130 of 308 Set Cotor DESCRIPTION Color Descriptions loj x JEN PATIENTS Waroon Purple Teal Gray Silver Red ume Yellow Blue Fuchsia Aqua White This form allows you to set up a description for a color This way you can assign certain times to certain types of visit by using a specific color for that time When a color with a description is used the description is displayed if there is not any patient information for that block FILE MAINTENANCE UTILITES e Rebuild Allows you to rebuild the appointment files for more information see page 284 e Re index Allows you to re index the appointment files for more information see page 285 e Purge Files
25. T Ins 0 00 0 00 0 00 0 00 0 00 0 00 Pat 4650 00 1315 00 115 00 420 00 130 00 6370 00 GT 5645 00 2304 60 1445 00 1160 00 30 00 10524 60 Quick MD User Manual Page 265 of 308 Cottections Work REPORT Use this feature to generate a report containing all information required to effectively work you practice s collections The report generates all pertinent Patient Claim and Insurance Information necessary to work past due accounts without ever having to leave your chair to gather charts phone numbers etc etc Simply enter the date range of old accounts that you wish to work select your parameters you may even exclude financial class s And hit OK No more chasing charts Collections Work Report Quick MD User Manual Page 266 of 308 Sample Cottections Work Report Collections Work Repor t 06 24 2003 P age 1 ID 4 DI Prim Ins Sec Ins Third Ins Guarantor DI Responsibili LAKE C EBRA A TURN 2234 LA GRANGE ER H P 337 434 2030 HARLES LA 7060 DEBRA A TURNER H Phone 337 434 2030 Pol Pol Grp Pol Grp EBRA A TURN ty Of Clai R m At 23423409 Grp 5390934 This Time 1 Phone 337 469 5013 Clm Inv Resp Description W P 337 469 5013 EXT 1 DOB 10 20 1965 TE XE m Prim Diag Units SS 433 11 8066 Amount ID PO BOX 3131 36 TONYA NEW LYNN FUSI O
26. UPIN JOHN SMITH Other s 01 02 03 04 05 06 07 08 09 10 Ins ID If an individual insurance company issues a provider a pin number enter the id of the insurance company from the insurance tables in the INS Field and the pin number issued to the doctor in the ID field to have this number print on the 1500 form INS Class ID If you have the same insurance company in the master Insurance Tables multiple times with different addresses and ID s and want the provider s PIN to show up on all of their claims you assign this payer a four digit class in the main Insurance Tastes and insert the number in the Insurance Cass field ie BCBS for Blue Cross Put this classification in all of the like insurances in the main tables Then in the Proviper Tastes you define this class and the provider s PIN in the INS CLASS ID field Also if you have a single payer that issues a provider a pin then simply enter that company s id from the insurance table and his assigned number in the INS ID ID field It will now print on the 1500 form The Standard Scheduler also accesses this table for setting up books for scheduling patients lb FROM REFERING Physician TABLE Use this feature to set a default referring physician for this provider Quick MD User Manual Page 65 of 308 Nore The perf Medicare and perf Medicaid numbers are now deprecated
27. charges adjustments or payments for a day File Biling Recaps Tables Payments Reports Properties E Bill NSF E Bill ANSI System Utilities Daily Recap Daily Payments Daily Charges Daily Adjustments Each of these reports can be narrowed down by operator For more information see Recapping Transactions for a Day on page 242 Bittinc Quick REFERENCE for detailed information about Billing in Quick MD see page 216 How Quick MD Bits Quick MD will go through all patient ledgers and look for claims with balances owed for the chosen responsibility code If there is no red billing note on the claim and the claim has a balance owed then it will be picked up for billing Whenever an insurance company or the patient is billed Quick MD will place a notation entry in the patient s ledger saying who was billed when they were billed and the amount of the bill These billing notations also have their own invoice numbers A primary insurance billing notation will have an invoice number of 1000 a secondary insurance billing notation will have an invoice number of 1001 a third insurance billing notation will have an invoice number of 1002 and a patient billing notation will have an invoice number of 1003 Do Quick MD User Manual Page 32 of 308 not delete these invoices Quick MD uses them to determine if the responsible parties listed on the claim have been billed Quick MD will consider the claim paid w
28. e An adjustment total per provider was added to the line item quick payment posting module 02 16 2005 e A promise to pay module was added to the contract button in the patient s demographics screen It will all you set up up to 24 expected payments If it is setup when the operator enters a payment with the P responsibility code in the patient s ledger or from the patient quick payment module The system will ask the operator if it is a promise to pay payment If the answer is yes it will post the payment in the ledger and also into the promise to pay module There are two reports for the P T P module One will list past due payments and one will list all P T P contracts and there statuses With the P T P module the entire contract receivable is still in the patient s ledger not in the P T P module The P T P module just tracks expected payments and lets you know if the payments are not received 02 23 2005 e Anew report option was added to the patient s ledger print menu Query Patients Ledger This report has five options to query with 1 List only payments 2 List Payments and charges 3 List payments charges and adjustments 4 List only Charges 5 List only notes 02 25 2005 e Electronic filing buttons were added to all the ansi electronic filing modules 03 04 2005 e Anew check box was added to browser defaults in properties Put service date in left Column of ledger browse screen If checked and the line is a charg
29. have expired during a time period that you specify Sampce Manacep Care Expirations Report RECEIVED REF PHY EXPIRATIONS FROM 10 01 2003 TO 06 08 2005 FOR JOHN SMITH Page Number z Pat ID Patient Name Valid Dates Visits Days Remain P O Number Referring Phy Primary Insurance 217 10 28 2003 04 28 2004 99 0 1797995 HARRIS MCILWAIN MD Remaining Vists 99 218 10 28 2003 05 28 2004 99 0 144758 JOEL MATTISON MD Remaining Vists 99 221 10 30 2003 04 30 2004 99 0 1797995 HARRIS MCILWAIN MD Remaining Vists 99 226 10 30 2003 04 30 2004 99 0 1948195 VINCENT K FARRIER Remaining Vists 99 227 10 29 2003 04 29 2004 99 0 1797995 HARRIS MCILWAIN MD Remaining Vists 99 229 10 31 2003 04 30 2004 99 0 1940828 REF PHY NOT SET Remaining Vists 99 Quick MD User Manual Page 276 of 308 FinanciaL Summary For Providers Provider Financial Summary Piel x From Date M To Date a a Provider Report By What Date Ledger Date C From Service Date OK Sf Cancel X E Use this feature to generate a Financial Report for a selected date range showing the total charges number of charges payments received credit and debit adjustments receivable amount and the overall collection percentage for each Provider or for all providers if the provider field is left blank Valuable information that is so easy to run the Docs will even run it themselves Sample Financial Summary F
30. portion of the balance off put a Y in the WRITE OFF field and enter the amount in the WRITE OFF AMOUNT The current responsibility is displayed at the far right in the CURRENT RESP field If you wish to reassign the balance to a different responsibility simply enter the code in RE AS FIELD After payment posting is complete select the lt Post Pavment gt button this allows Quick MD to post the transactions to the Patient s account If you want to delete a transaction and not post payment select the lt CanceL gt button After Post Payment is complete select the lt CanceL gt button to return to Main Menu Quick MD User Manual Page 232 of 308 Quick Insurance Payment Postinc Monue By Cram Getting there File Biling Recaps Tables Payments Reports Properties E Bill NSF E Bil ANSI System Utilities Patient Insurance Payments By Claim Insurance Payments By Claim Insurance Payments By Invoice Patient Insurance Payments By Invoice UC loj x COMMON POSTING INFORMATION Ledger Date 0570772002 Resp Code F Check Number Pay el z Adj a z PATIENT AND CLAIM INFORMATION Name PIs Addi Sraa Add2 tne Claim oe Claim Balance Current Resp PatIDH CLM Add Resp Payment Do Write Off Balance E g Ea i E TE ell a E E T e ee ee ee io ee e Emn a 62ClClS Emn a _ pm a a a Emn ee o EF E e e You should be in t
31. s charge You can easily access all the codes you ve tracked from within the Patients Demographic Screen For more information see page 192 Description Used only if you are tracking this CPT Code This allows you to put your own description into the CPT tracking table If you leave this blank the normal CPT Code description will be used Fee SCHEDULE This button allows you to link this CPT record with up to 25 fee schedules These fee schedules can then be linked to insurance companies and it is possible to do automatic write offs upon charge entry If you want Quick MD to automatically put the adjustment in the ledger at the same time of entering the charges then turn the feature do automatic write offs when entering charges on in MISC Defaults as well as define to the system the ID s for your adjustment codes These are also listed at the top in MISC Defaults for more information see page 91 Quick MD User Manual Page 44 of 308 To set up a fee schedule pull in the id of the insurance company enter your normal and customary charge subtract the negotiated fee from your normal charge and enter that number into the write off field See note below Note This is typically used when an insurance company reimburses on a schedule that is not related to the Medicare fee schedule If the fee schedule is a percentage of Medicare allowable this fee schedule will be set in that insurance record Note Medicare allowable
32. to display Appointment Schedule Note The system is looking for the first time slot that has nothing booked in it or is Not blocked with the red color So in order to use this function all non available times have to be blocked in red i e must block out all lunch hours REFERRING PuysiciAN REPORT Use this feature to run a report on referring physicians and the patients they referred to you by a date range The referring physician has to be set in the scheduler for this report to work This report may be run for an individual Provider or leave blank for all Quick MD will run the report listing the Providers alphabetically with the patients they referred under their name Referring Physcians Report M Ea Date From ME Date To Ref Phy Leave Blank For All Jf OK X Cancel APPOINTMENT Aupit REPORT Use this feature to run a report that shows whether patients who visited your office on a certain date have charges in their ledger for that date of service Nore This feature can only determine whether charges were entered if the patient is pulled into the scheduler by ID If the patient was new and you just entered their name on the scheduler with no ID Quick MD User Manual Page 112 of 308 the report will tell you whether or not they showed up so that you can check the ledgers to determine if charges were entered Quick MD User Manual Page 113 of 308 APPOINTMENT SETTINGS Use this feature t
33. was added to the ANSI E Billing menu When you click on this it will bring up the open file dialog The dialog will open in The folder that is set in Properties Elect Remit Settings Path You should set this path the same as your communications software download path If a file is selected the Contents of that file will be placed in the DOP for viewing or printing NOTE This Works only on asci text files such as the edit report and reject report returned by Medicare E Mail address and work phone number was added to the statement screen of the patient file The e mail address is also exported in the Appointment system export Report For more information see page 156 A Pin can be placed in block 24K for any company Check the 24K block in the Ins Record For more information see page 55 Make sure the PIN is set in the provider s tables in the extra numbers Column or the class column For more information see page 65 A license number for facilities can be printed in block 32 by making sure the Record is marked as a facility and the number is placed in the licenses data Field For more information see page 49 You can now file BCBC BMS claims in a separate batch with the BCBS electronic Filing module Louisiana Only To do this you must set the ID of the BMS company in the BC Electronic settings in properties After the number is set a file only BMS claims Check box will appear on the electronic filing screen If
34. 00 Fee Schedule Cancel Medicare Write Off 2 00 Medicaid Write off 2 0 Check To Make In Active Champus Write Off 0 00 Sex H Standard Units 0 00 GL Code M Require Referring Phy On Medicare Claims Link Codes al 2 3 4 Quick MD User Manual Page 46 of 308 Make any corrections you wish and select lt Ox gt Delete CPT Code Record iolxl Office Code CPT Number Description Complete Search Browse Cancel Enter one of the four pieces of information above and click lt Browse gt Choose a CPT code record and hit lt Enter gt or double click on the record 9 DELETE CPT CODE 86580 TB ID SKIN TEST we No This screen confirms deletion of the record If you are sure you want to delete this record choose lt Yes gt Otherwise choose lt No gt Nore Once deleted a record cannot be recovered You would have to reenter the CPT code through the ADD function Important DO NOT DELETE A RECORD IF IT HAS BEEN USED IN A PATIENT FILE THE DELETE FUNCTION IS PRIMARILY USED DURING INITIAL SETUP OF THE TABLES Print Report Quick MD User Manual Page 47 of 308 Print CPT Codes Listing Select Print Order Report Enter or range of codes and lt Ox gt DATA OUTPUT PROCESSOR Pate Paue Top End Download Print screen Printan Printers close CPT CODES LISTING 01 23 2003 Page 1 Off c CPT DESCRIPTION 86
35. 05 06 07 08 09 10 hao 0 il NN O O S S S A S A NN O O O O S O A im MTL Un Applied Credit 30 00 Save Cancel Payments a 20 00 In this case you would enter the charges as normal and then accept any payments against these charges If the patient gives you a payment that is more than the total of payments applied against each charge you will pull in the CPT record of CREDIT on the last line and put the balance of the payment into the Payment field When you lt Save gt this charge it will create an over payment account for you and place a Note on the current claim that shows you that an over payment was taken on this claim Note If you wish a portion of this payment over payment to be applied to this charge then enter that amount in the payment field of that charge and then enter the amount that goes into unapplied credits in the payment field of the Credit entry Apptyinc Un Appticep Crepits Applying a Patients Un Applied Credits can be done in several different ways APPLYING Un AppLicp CREDITS DURING CHARGE ENTRY Once the charge entry screen is filled out you can apply Un Applied credits to these charges by hitting the Payments button at the bottom of the screen For more information on using the Payments screen see page 168 APPLYING Un AppLicD CREDITS USING THE PAYMENT Postinc MobuLes In any of the Payment Posting Modules you can apply Un Applied credits
36. 1122 W OAK 123 MAIN ST 3214 BOSTON 3905 FLOWER DR 123 MAIN ST 234 W FLOUNDER 1502 WYATT DRIVE Nore Pressing the lt F1 gt key while a patient s name is highlighted displays detailed patient information Also lt F2 gt will print a mailing label and lt F3 gt will print a mailing label with the social security date of birth phone number and the patient s id Quick MD User Manual Page 212 of 308 More Patient Information 234 FUSILIER BRYAN FUSILIER PO BOX 3131 LAFAYETTE LA 70502 337 667 8919 337 332 4215 435 19 5706 09 01 1956 JOHN C SMITH AETNA ACADIAN HEALTH CARE ALLIA ACADIANA HEALTHCARE ALLIC ABB YETCO GRAY INC EMP BN To exit Patient Fites Browser select the lt Esc gt button Fast CHARGE ENTRY This feature allows the user to enter directly into the Charce Entry Screen to create a new claim in a patient s ledger without having to go through the patient s demographic screen Getting there At Quick Med Main Menu Select the Fite button At drop down menu Select Fast Charce Entry Fast Charge Entry At LookUp Patient File Enter the information you have available on the desired patient then select the LookUp button to search This will take you directly to the charge entry screen for this patient For more information on how to use the Cuarce Entry Screen See page 163 Quick MD User Man
37. 2 8 42 GRAND TOTAL 8 42 Quick MD User Manual Page 245 of 308 Recap Summary For a Time PERIOD 3 Recap Summary For A Time Period Iof x From Date Of Lo To Date Of EZAR Provider Location Jf OK X Cancel Use this feature to recap daily summaries for a specified date range Sampce Recap Summary FOR Time Periop REPORT Recap Summary From 01 01 2000 To 06 25 2003 Page 1 Date Pat Chrgs Ins Chrgs Tot Chrgs Payments Credit Adj Debit Adj 12 01 2000 700 00 562 50 1262 50 145 00 0 00 0 00 12 05 2000 0 00 0 00 0 00 0 00 20 00 0 00 12 14 2000 0 00 0 00 0 00 335 00 142 50 0 00 12 28 2000 0 00 0 00 0 00 20 00 0 00 0 00 01 17 2003 100 00 0 00 100 00 40 00 0 00 0 00 01 24 2003 200 00 0 00 200 00 0 00 0 00 0 00 02 02 2003 0 00 583 00 583 00 70 00 0 00 0 00 06 25 2003 0 00 210 00 210 00 90 00 8 42 0 00 1000 00 1355 50 2355 50 700 00 170 92 0 00 Quick MD User Manual Page 246 of 308 ANALYZING YOUR INFORMATION IN QUICK MD THE REPORTS MENU The reports menu is your window into your data Here you can find meaningful answers to the questions presented to you in the course of running your practice Query Patient Fite Use the powerful Query to see any data in any format you choose about your patients There are actually hundreds if not thousands of possible reports that can be generated in seconds Patient File Query Of x SELECT BY DATA FIELDS EQUAL TO Order m E cty ad gt F
38. 208 of 308 To ADD a New Prescription Simply hit the lt F2 gt key Prescription Record Date EREET Time 1 33 39 PM G A o X cancel Provider JOHN SMITH ad Print With DEA Pharmacy SSS Print Without DEA Phone Operator JILL SMITH Ak bruges OOOO O N Sig Sig T Inactive Drug Prescribed Sig z o oo Tl Inactive Drug Prescribed ee I Inactive Drug Prescribed a I Inactive Comment pType Of Prescription Initials f New Refill eply REPLY NUMBER ONBOL C C 2 C 2 Cc Cc Cc Cc The date time operator and provider the one listed in the patient file will come across as defaults although all providers in the practice are an option Prover Select the Provider who is prescribing this drug Pharmacy In the yellow field the lt F1 gt key allows you to browse your Insurance Faciuities TaBLes and bring in the proper Pharmacy The lt F10 gt key allows the operator to add to these tables on the fly Prone Enter the Patients Phone Number Druc Prescrisep Enter the drugs prescribed You can enter up to four drugs per prescription You can setup the drugs you prescribe in the Tables menu and easily bring them into the prescription by hitting F1 in the yellow field for more information see page 61 Reritts Enter the number of refills Dispense Enter the number to dispense Unit Type Enter the unit type These are custom values that can be set
39. 9 FUSILIER BRYAN 3372120724 06 17 2003 600 00 897 10 545 00 155 00 90 00 2107 10 22 FUSILIER BRYAN 03 28 2003 0 00 0 00 605 00 0 00 0 00 605 00 27 FUSILIER BRYAN 500 00 200 00 0 00 0 00 0 00 700 00 28 FUSILIER BRYAN 500 00 200 00 0 00 0 00 0 00 700 00 29 FUSILIER BRYAN 500 00 200 00 0 00 0 00 0 00 700 00 32 FUSILIER BRYAN3333334343 500 00 100 00 0 00 0 00 0 00 600 00 36 FUSILIER TONYA 2394877987 06 24 2003 350 00 0 00 0 00 0 00 0 00 350 00 5645 00 2304 60 1445 00 1160 00 30 00 10524 60 53 64 21 90 amp 13 73 11 02 0 29 Quick MD User Manual Page 257 of 308 Aainc Report DETAILED Ageing Report Detailed O x Printing Order Current Date MZEZ OOO S C driS Alpha Order Provider C ID Number Order gestion Age By Date O Financial Class gt Ledger Date Sart Coded C Service From Date M Include Ledger Entries After Current Date All Balances C Only Over 30 Days C Only Over 60 Days Exclude Financial Classes C Only Over 90 Days C Only Over 120 Days OK f Cancel X T Include Zero Balance Patients Use this feature to generate a detailed account ageing report that includes balances separate for patient responsible primary secondary and third insurances The report will include the Patient s NAME PAY SOURCE PRIMARY SECONDARY THIRD INSURANCE NAME and the ouTSTANDING BALANCE Showing the AGEING status Quick MD User Manual P
40. Allows you to remove old information from the appointment system Once this information is gone there is no way for the system to access it unless you restore from a backup You should only purge old appointments if you are sure that you will no longer need this information e Reset Lock Fields You may need to run this utility if you are getting locking errors while trying to book appointments The appointment files may get stuck in a locked state due to system failures such as lose of power e Unlock Waiting List You may need to run this utility if you are getting locking errors while working in the waiting list Quick MD User Manual Page 131 of 308 USING THE SCHEDULER iox March 2005 2 Sun hbn Tue Wed Thu Fri Sat Reports Waiting List Next Available E Mail Templet Patient Search Jump To pao BROWN Tom WHITE x JANE DOE x On w fied Mar 09 2005 0 Wied Mar 09 2005 3 _Whwed Maro9 2005 1 Wed Mar 09 2005 4 Wiwed Mar 09 2005 1 Jos 008 _ Bk2 Bk3 J fo3 15A JANE DOE m Bk2 Bk3 J Bk2 Bk3 MARY SMITH Jos 45A Bk2 Bk3 ERT BLOCKED M o Bk3 TREN BLOCKED o a Sr a Jog 304 PIAA Bk3 f Lo c KED Each book is set to a provider that comes from a particular group for more information see page 127 The w button above each book will put the appointment system in Week Mope Week Mope will allow you to see the whole week for a single doctor To return to Group Mope you need to pick a gro
41. Appointment Defaults Orrice DEMOGRAPHICS Orrice Data Use this feature to set up the practice location information that will be printed on all billing forms Quick MD User Manual Page 63 of 308 Office Information 710 W PRIEN LAKE ROAD P O BOX 2054 LAKE CHARLES BRYAN FUSILIER 337 310 4202 Seconp Orrice Avoress This feature is optional This field gives you the option to have this address used on the Insurance forms and or for the Patient Statements in place of the primary address Use THis Appress For Ins Forms Checking this box forces Quick MD to use the Seconp Orrice Appress on all insurance forms Use THis Appress For Patient State Checking this box forces Quick MD to use the Seconp Office Apress on all patient statements Quick MD User Manual Page 64 of 308 PRoviDER TABLE Use this feature to add up to twenty six Providers with their individual provider ID numbers The data supplied in the Provider Table is used for billing purposes Provider Table F Name BOHN L Name svat Niddle 1 a OK 0 0x 2054 Do Not Put Dash In Tax IDH City JHE CHARLES State Ju Zip 70602 2054 Credentials Jao Ssa 45323 4235 Tax ID r61289704 Champus r61289704 ke 1234567890ABCDE RR Care 074506402 Caid 1375198 BC BS ase476so70 Hospital DME al Pert Medicare Pert Medicaid peas 878847211 Taxonomy Code NPI ID From Master Ref Phy Table 0
42. Company Exclude A Company _ Exclude A Company Exclude A Company __ Print Order Run Selection OKs C Alpha patient last name Print The Forms i C Patient Account Number C Only Print Billing Report Cancel X Primary Ins ID Number Do Not Print Forms Arter Date OF Any claims with a ledger date of service after this date will not be printed Proviper Use the down arrow key to select the appropriate Provider To process all claims for multiple Providers leave field blank Location Use the down arrow key to select the appropriate location To process all claims for multiple Locations leave field blank Print For One Company On y Use this feature to print forms for only one Insurance Company when Insurance ID is selected Quick MD User Manual Page 220 of 308 Exctupe A Company Use this feature to select up to five Insurance Companies Any claims with the Insurance listed in these fields will not be printed Print OroeRr Use this feature to select the order forms are to be printed To make a selection click the circle to insert a mark ID order prints by Insurance Company ID order Run SELECTION Print THE Forms Use this feature to send the claims directly to the printer Onty Print Bune Report Use this feature to run a pre billing report of claims to be billed Select the lt Ox gt button to process Select the Cancer button to exit without processing
43. Down Loap gt Saves the output of the Data Processor to a text or pdf file Select a path to where you want the file to go and select a name that you wish to call it If you change the Save as type to pdf the report will be exported in an Adobe pdf version 4 and above format lt Print ScrEEN gt Sends all the information visible on the screen to the printer lt Print ALL gt Sends the entire report to the printer lt Printers gt Select and configure the printer you will be sending the report to lt C ose gt Exits the Data Processor Output Screen Note If the report is too wide to be fully displayed in the window placing your cursor on the double dotted line and clicking then using your END and HOME key will allow you to move the processor window back and forth Quick MD User Manual Page 161 of 308 LEDGER THE LEDGER The lt Lepcer gt button accesses the heart of the Quick MD billing system It is where all Patient Claims Charges Payments and Adjustments are created and maintained First Name Last Name Middle Name Generation Title ID m rooney su mE Coe 123 MAIN ST accress feta HOUSTON Seren x EA7001 reyey02 01 1950 Beng sex Stop CH 13 230 4982 13 873 9827 i F m H Phn KKA VAIA C 13 8 ext Cell Phn kai E Deceased 02 TERRELL MICHEL z Meg 19 73 2918 EIE l Medical Record 023984 fesse MEDICARE Provider teste MAIN OFFICE X Employer THE GREAT TRACTOR COMPANY Sort Co
44. Electronic BCBS settings is the additional clia number The additional clia number is activated by placing a note on a lab charge that contains the text CLIA2 e Ability to create templates in Microsoft Word For more information see page 193 e Checking Put Primary Diagnosis on Ledger Browse under Properties File Browser Setting well set the first diagnosis in diagnosis column of the ledger browser screen instead of the pointers to the diagnosis table e Added a place for the cell phone number on the patient s demographics screen e Added horizontal scroll bar and font size option to the data output processor e Changes were made to the prescriptions module A second Sig line was added A unit of measurement field was added next to the dispense number You can set what you need Pills Pack Tube etc This is a user defined table of 6 positions that can be set in Properties Misc Defaults Medical Record Settings Also the patients DOB will print on the prescriptions just to the right of the account number and a check box to mark the prescription inactive was added e Added new insertion commands For more information see page 199 e Added the ability to print address labels by diagnosis code e Now you can include the line item diagnosis and provider on the Itemized by Date Range Report e PDF export for all reports For more information see page 160 Quick MD User Manual Page 11 of 308 A EMR button was added
45. For responsibilities is 26 CHARGES amp PAYMENTS FROM 07 01 2011 T0 07 15 2011 Page 1 FOR JANE DOE COMPANY NAME INVOICED SCOLLECTED 1 WALMART 1435 00 550 00 1435 00 550 00 Quick MD User Manual Page 271 of 308 AveRAGE REIMBURSEMENT REPORT This report allows you to see each insurance company s reimbursement rate by unit for each procedure billed in a certain date range For this report to be of any value to the office the office must be posting their payments by invoice Average Reimbursement Report l lol x Charges Billed From EE Charges Billed To Provider Location For Companies 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 AAA A OK X Cancel NOTE This report writes to a CS file for import into a spreadsheet program You must be doing line item payment posting for this report to be accurate To run the report enter a date range the Provider and location are optional and setup the insurance companies that you want information about When the report is ran Quick MD will ask you for a filename The file and location that you pick is where the data will be written To view this information in a spread sheet such as excel you will need to open the file that you just saved from within the spread sheet application Sampce REIMBURSEMENT REPORT AVERAGE REIMBURS
46. Here is where you can setup your practice s top 20 reasons that patients visit your office These reasons are used during the booking process Quick MD will automatically block out pre set amount of times and automatically turn the appointment a color that you select These commands are on the top of this screen Set ProvipeR Names This is where the set up is done for providers rooms equipment to be scheduled Set Super Bit Data Quick MD is designed to fill out your super bill with any or all of the information found on this screen Quick MD User Manual Page 115 of 308 Set Super Bill Coordinates Ioj x Line Line Column Date Of Appointment CO Diagnosis Code 1 In Table Time Of Appointment 2 Diagnosis Code 2 In Table Reason For Appointment 3 Diagnosis Code 3 In Table Patient Name Diagnosis Code 4 In Table Patient Street Address Medical Record Number Patient City State Zip Current Insurance Balance Patient Phone Number PreCert Provider Patient il See Referring Phy Primary Insurance Social Security Secondary Insurance Prim Ins Copay Third Insurance Sec Ins Copay Patient Date Of Birth Third Ins Copay TAT Super Bill Number Last Charge In Ledger Te GULL Gin Current Patient Balance Session Dates TEE Date Of Last Payment OK f Print Grid Cancel x Step One Print a Test Form Load your printer with your pre printed Super Bills and then click lt Print Grip gt This will print th
47. J Compare Ins Payments To Expected Amount I Include Amount Paid On The Insurance Form M Include Minus Adjustments In Amount Paid J Exclude Patient Payments From Amount Paid MV Exclude Amount Paid To Medicare Default Cursor Position On Supply Form Open Monitor Resolution C Date Of lllness A PHA i f Ok C Referring Phy C 800 X 600 Prior Auth C 1024 X 768 Electronic Filing Modules To Use ID Of Your Facility In The Facility Table _88 Vv Enable Ansi Clearing House Electronic Filing M Always Set Your Facility No Matter The Ins Co MV Enable Ansi Blue Cross Electronic Filing a aes M Verify Use Of New Patient Codes MV Enable Ansi Medicare Electronic Filing f F M Enable Ansi Medicaid Electronic Filing M Warn If CPT Code Is Not Listed In Tracking Table J File DME Claims For Medicare And Medicaid Patient Statement Options J File Claims For Mobile Xray Put Diacnosis Cope on Receipt Use this feature to put the diagnosis codes on your patient receipts Put Provider Name IN BLOCK 33 OF INSURANCE Form If you bill as a clinic and your specialty requires you to also put the provider name in block 33 check this box Go To Company ID on Statement Winpow Open Use this feature to change the cursor default from Patient Name to Insurance Company ID field Enasce Patient Recordo Locke Use this feature to enable record locking on Quick MD Consult your local Quick MD repr
48. M Allow Entry Into Quick Payment Postings M Allow Entry Into Batch Billing M Allow Entry Into Daily Recaps M Allow Operator To Interface With Word M Allow To Create Operative Transcriptions M Allow To Edit Operative Transcriptions M Allow To Create Other Reports M Allow To Edit Other Reports M Allow To Create Prescriptions M Allow To Edit Prescriptions Modem Com Port Bo M Allow To Print Prescriptions M Allow Entry Into Patient Contract And Promise To Pay Modules Ok Enter Name of the person assigned to ID number Enter Passworp this will be their private password to log on Quick Med Click the box to put a check mark by each feature of Quick MD that this person will be allowed to access If this user is going to be send claims electronic from within Quick MD You will need to set up the com port that windows assigned to the modem on the computer that this user will use to send claims Set the Group Code The group code allows you to group user together so that you can send email to all of the users that belong to this group at the same time Select the lt Ox gt button to save The user can only access Quick MD features that have been assigned to them O PON OON Quick MD User Manual Page 288 of 308 Enit Zip Cope Recorp Edit Zipcode Record Use this feature to make changes to existing Zip Code Records New Zip Code Records can be added from the patient demographics screen from the city field Cann
49. OFFICE EPSDTQ4H IN EmGan N copay IN Comment Modi eregao Ok Note The number in parenthesis behind the field descriptions corresponds to the block number of these fields on the HCFA 1500 form Be sure that the Responsibility Code is correct For example if the first entity to be billed is the primary insurance then the responsibility code needs to be I If you only wanted to bill the patient for this charge then put a P in the field If Insurance information has been entered for this patient and you are entering Charges New Claim Quick MD will automatically assign I for Primary Insurance responsibility to the claim If no insurance is setup then the P responsibility will be assigned If you are entering charges using Enter Charges Patient Claim then the P responsibility will be applied to this claim regardless if the patient has insurance Note To speed up data entry isolate the fields on this form that your practice regularly deals with Configure Quick MD s cursor to only jump to these fields when moving through the form with the Enter key for more information see page 80 Lepcer Date If entering from the Fast CHARGE ENTRY SCREEN this will default to current date but it can be changed This is the Ledger Date and will be used for recap reporting From ann To Dates lf left blank will use the ledger date as the date of service but the user can enter in the appropriate dates of service if
50. One at the bottom labeled Med Records will start the medical records interface The other 15 are at the end Of each line and will start the medical records interface with the information carried From that line to the create other document Five new commands were added to the templates as listed below MEDSERV This will pop up a box for the user to enter up to 70 characters to be inserted into the document FROMDATE amp TODATE This will insert the from and to date from the line on the managed care form REFNUM This will insert the precert number from the line DIAGS This will pop up a box where the user can enter two diagnoses in and they along with their description will be inserted into the document 12 21 2004 e Anew check box was added for each line in the managed care form This row of check boxes is labeled IB This stands for Inbound This is for clients that are using the managed care module for tracking inbound and outbound referrals So the referrals that are inbound can be checked and the outbound will be left unchecked 12 21 2004 e A diagnosis reference table was added to the charge entry screen 01 05 2005 Quick MD User Manual Page 13 of 308 e Accident Time was added to the supplier info screen This must be set for Medicare Claims if auto or other accident is set at Y 01 05 2005 e The payment posting modules will now get the check number from the download of the Ansi 835 module Both the Line item and
51. Page Down gt buttons to view the rest of the list Important Plot all of the coordinates on the 1500 form PATIENT STATEMENT SETTINGS Use this feature to line up Quick MD to print out on your pre printed patient statements Note Quick MD also comes with a standard patient statement It does not print on top of pre printed forms If you would like to use the standard statement check the box labeled Print Using Standard Patient Statement under Properties Miscellaneous Defaults Other Defaults You do not need to setup this section of properties if you are using the standard patient statements for more information see page 98 Set Patient Statement Coordinates Description Of Data Line 1 Columni Line2 Column 2 Date of statement Patient account number Statement page number Patient name Patient address 1 Patient address 2 Patient City State Zip Regarding Patient Name Date of entry slo el 21 s CVs Pal af al S s al Nm MN N w0 s e es e s e e 1 S S Fel e e R S S EERREEEERE Description of entry Page Up Page Down Print Grid Save Step One Print a Test Form Load your printer with your pre printed patient statements and then click lt Print Grio gt This will print the test grid out on your Patient Statements for more information on using the Test Grid see page 86 Quick MD User Manual Page 87 of 308 Step Two Plug in your Coordinates You will now decide which fields print
52. Payment 0 00 Remaining Pay 85 00 Adjust Code menic ARE Post Zero Adjusts PatID Clm Inv Description Charge Paymnts FAdismnts FPayment Adjust GUC Pay Re As Balance 1875 00 100 00 fono s 1719 10 100 00 0 i D D D D D U If you want to post 0 dollar payments and or adjustments click the appropriate box s Pat ID enter the patient id If you don t know it you may hit the lt F1 gt and browse the patient file Highlight the desired name and hit lt Enter gt At this point if you are only looking for P patient responsible claims you hit the lt F3 gt key and Quick MD will bring over only patient responsible balances into the module starting with oldest claims first If you are posting insurance payments at the claim number field enter the claim number you wish to post a payment to then hit the lt F1 gt key to go straight to that claim in the ledger If you don t know the claim number you may hit the lt F1 gt key to go browse the ledger Quick MD User Manual Page 239 of 308 11 07 2002 C I 1 SINGLE ALLERGY INJECTION l 41 07 2002 P P 1 PATIENT CHECK I 10 00 123 1141172002 A P 1 UNAPPLIED PYMT TO ACCT l 10 00 41 07 2002 C P 2 PATIENT OVERPAYMENT lI 0 00 l 2 PATIENT CHECK I 30 00123 1170772002 P P Highlight Row And Press Enter To Carry Claim And Invoice Number Press Fi To Carry All Charges For Claim To Payment Posting Pres
53. Q Schedule It will also scroll the Data Output Processor Screen For more information see page 106 and 160 VERSION 3 5 Appointment system templates for each provider for each day was added You must have the new file APTEMP DAT for this to work Make sure Quick MD User Manual Page 22 of 308 this file is put on your system and check the Use Appointment Templates box in the Misc Defaults screen in properties For more information see page 119 e There are new check boxes in Misc Defaults that will stop the provider Tax Id and Government Provider Ins numbers from printing on receipts and itemized statements For more information see page 91 e Acheck box has been added in Misc Defaults that will stop Invoices priced at 0 00 or less from billing billed in all Ins billing For more information see page 91 Version 3 4 e CPT Codes fee schedule expanded to 25 companies For more information see page 44 e When posting payments in ledgers you can now set ask about write offs For more information see page 91 e Four more colors were added to appointment system s time slots For more information see page 105 e Cut amp Paste appointments with a double click on patient s name For more information see page 108 e Fixed dollar patient co percent billing was added For more information see page 183 e Anew blocked bills report was added For more information see page 281 e Asecond Medicare company ID can be defi
54. Records Information To V Activate Third Party Integration With Medical Records Software Software To Integrate With C Medamation C MediNotes MedNotes Medical Voice Products C SOAPware IMED IP Address 127 0 0 1 Port 2225_ Path And File Name To Export Lab Information To Activate Lab Export Lab To Integrate With Quest Diagnostic C Lab MD s OK Go to properties Miscellaneous Defaults and third party integration Check the box labeled Activate Third Party Integration with Medical Records Software Select IMED under Software to Integrate with Get the IP address and port number from the EMR vendor If the EMR s HL7 server is running on the same machine as imedscan exe you can use the loop back address 127 0 0 1 The port number is always going to be dependent on the EMR company 5 Place imedscan exe in the startup directory of windows You only want imedscan exe to run on the server It should not be running on any client machines If you want to run imedscan exe as a service see the instructions below 1 2 3 4 The program imedscan exe must be running on the server Runninc IMED scan AS A SERVICE If no one logs into your server when it boots you may want to setup imedscan as a service This will allow imed scan to start at startup without a user having to login WARNING Editing the registry in windows can be dangerous If you don t feel comfortable editing the registry or workin
55. SS enie sa deaa 6700 00 TOTAL CHARGE RECORDS 33 TOTAL UNITS OF SERVICE 37 00 RECHILVAB HEN eno se Ee aa ets 3 Seoeyts 3929 60 AVERAGE CHARGE PER UNIT 181 08 PATIENT CHECK 425 00 MEDICAID PAYMENT 155 00 580 00 PATIENT WRITEOFF 2000 00 MEDICAID WRITE OFF 57 40 COMMERCIAL WRITE OFF 185 00 2190 40 Quick MD User Manual Page 252 of 308 Mai Merce SELECT BY City Financial R Provider Locatia Sort Code Sex Primary Ins Created az Created To a Secondary Ins L DOB After DOB Before _ _ _ oct E DATA TO MERGE M Patient Name Responsible Party Name l Patient First Name l Responsible Party First Name M Patient ID Mailing Street Address M Mailing City State Zipcode M Today s Date Put Sort Code Notation In Patient s Ledger l Date Of Last Payment M Ledger Balance M Patient Balance F Insurance Balance U E OK yf Cancel X File is comma delimited and quoted with LF CR after each entry Data will be in the order that is listed on the screen Use this feature to mail merge information with Word or Word Perfect documents It is used primarily however to generate canned collection letters on delinquent accounts Note Before you can use the Mail Merge function a path and file name must be set up This maintenance is performed in Miscettaneous Derautts for more information see page 91 To Generate Collection Letter 1 When accoun
56. Step 2 Select Repeat Bittinc Run PRE BILLING RUN FOR ALL PROVIDERS 05 08 2002 Units Charge 6 RYAN SANDRA L Clain 2 KIND Primary Provider JOHN A WILSON 1 789 0 ABDOMINAL PAIN O4f2z z002 04 22 2002 39225 OFFICE VISIT NEW ERROR Illegal Patient Medicare Number 2 SMITH JOHN Claim 3 KIND Primary Diagnosis Provider JOHN A WILSON 1 039 2 ABDOMINAL ACTINOMYCOTIC INFECTION 2 441 3 ABDOMINAL ANEURYSM RUPTURED 3 789 32 ABDOMINAL OR PELVIC SWELLING MASS OR start Ae 2G audo Ge Oc Bic Hatches 1247 PM When the repeat run is selected only claims with errors will show up on the report Select Print Att to print all pages to correct errors NOTE f claim information that is needed to correct an error is unavailable and you would like to go ahead and send the run anyway then select Remove claim from Run Input Patient ID and Claim located on Pre Billing Run Sheet Select lt Ox gt After all errors have been corrected select Repeat Bittinc Run System should read No Errors Found Batch Ready for Transmission If errors still exist take necessary steps to correct and repeat Repeat Bine Run Once all errors are corrected you are ready to do the Live Run Important DO NOT RUN INITIAL BILLING RUN AGAIN If initial billing run picks up a claim that you do not want to transmit for whatever reason go to Remove Claim From Run button This feature removes this claim f
57. This feature allows you to define up to ten Place Of Service POS descriptions with the appropriate Service Code The data supplied in the Place of Service Table is set as a default in the CPT Records to distinguish the place where services are rendered for that code These POS codes are set by HCFA and must appear on the 1500 form DOCTORS OFFICE Quick MD User Manual Page 82 of 308 Type oF SERVICE TABLE This feature allows you to define up to ten Type Or Service descriptions with the appropriate Type Code Type Of Service Table iof x Description Code ayMEDICAR ooo o o fey CONSULTATIONS fs og KRAY oo o AB anANESTHESIA ooo oo o of om D Nore The data supplied in the Type of Service Table is used in the CPT Records to distinguish the Type of service being performed These codes are set by HCFA and must appear on the 1500 form They are set in this master table and then assigned to each CPT record thereby defaulting to the proper TOS during the charge entry Quick MD User Manual Page 83 of 308 MobpiFiers TABLE CPT Codes Modifier Table Iof x oen a o2 RIGHT i Ss ee A A Se Se A a A e St e of aeS Oe A a O a Jf Ok X Cancel This feature allows you to set up 25 modifiers and their descriptions This table will be accessed during the charge entry process The modifier fields on the Other Charge Information Screen are yellow fi
58. Use this feature to hide all Claims with a zero balance from being displayed when the current ledger is open Norte Whether this feature is turned on or off you can still toggle the display of zero balance claims while in the ledger by hitting lt Snirr gt lt F4 gt for more information see page 172 Put Service Date In Left Column Of Ledger Browse Use this feature if you want the ledger browse to contain the date of service in the left column instead of the ledger date Quick MD User Manual Page 76 of 308 Patient Dunninc Notices Over 30 Days YOUR ACCOUNT IS OVER 30 DAYS PLEASE REMIT PAYMENT rOver 60 Days Your ACCOUNT IS STILL UNPAID PLEASE REMIT PAYMENT Over 90 Days youR ACCOUNT IS 3 MONTHS OVERDUE AND IS STILL UNPAID PLEASE CALL US TO MAKE ARRANGEMENTS iF UNPAID WE WILL TURN YOUR ACCOUNT OVER TO AN AGENCY rOver 120 Days Your ACCOUNT IS NOW IN DELINQUENT STATUS WE ARE ASSIGNING YOUR ACCOUNT TO A COLLECTION AGENCY PLEASE CALL US TO DISCUSS TODAY This feature allows you to print dunning messages on your Patient Statement for accounts over 30 pays over 60 DAYS OVER 90 pays and over 120 pays The system will automatically decide which notice to put on the patients statement depending on the amount of time the account is past due Note The data supplied in Patient Dunning Notices will be printed on Patient Statements for notification of past due accounts and wil
59. a Ni batnlaneriekednecianads 98 Taan a OO Pe emeenene Rr ee erate Deere reer ree tterern rer ne rer rete Meret here rere rere rreT ren meter trees eee errer errr Ts 99 Table Data Panis ico tie esii thal acu eluar ade a a ai 99 Eio mon all Le Meee er reece rie eee ne Viren ner en ene cere etree genre re etree ree er nr Ere Tre reer e create rire rer etree ett 100 Electronic Medicare Medicaid Blue Cross and Clearing House SettingS nnnnsnnnsssssssssnsnnnnnnnnnnnnnnrrrenennnrnnee 100 Elcctonic Remittance Settings ia ie nce ana ar hat aai hha ia Dac ae aa aaa 103 SCHEDULING APFOINTMENTS IN COU A esc ies seco ets i ieenaieis sec cundd ek Saa aaa aE aaae 105 Peete Ree GNM shat E AE Stal honed ts NEE A E E R A E A NAA A A T E ibe R 105 Uad Te e U El aaa ce ia aaah ac ileal is 106 EAE Ea E E i i ii ide hc tec tS en a ded te Sci EA AE 107 ped FUR PA eg NUN ac ec et el aa em a ho coat na tationaanae 112 Apponimnen ES UT ROPO eee ee ee ne eee en tee ere meme ee re Tae Ere eee Tre eer ere a Terre eee 112 Apponmen SeN eee eer eee ne eee ere ere ere mentee mtr n eee etre rere rte rn teeta ere ere Yee tr tree er erry mcrre Te ern errr rrr re ete 114 TUB ave Onen Re E18 Mee Peete ee eer erie tr ar ee eer O 115 SE PENO NINE eee nse ee T tr eee Ce ren eS ee ree erin renee ernie S teen er errr mare 115 Quick MD User Manual Page 3 of 308 STUN R418 S18 0101 8 Re ReRrn Petey Ee eee ee oe RROe TT en
60. a table set up by each office for reporting purposes Norte The Financiat Crass Taste for more information see page 69 can store up to 25 financial classes Typically each office will set up the Government Agencies the larger Insurance Agencies in their area and group the balance of Insurances under Private or Commercial Insurances Self Pay Workers Comp and Attorney s if applicable would also be included This table is for reporting purposes ONLY Prover Use the down arrow key to select the appropriate Provider treating Patient Norte The Proviver Tase for more information see page 65 can store up to 26 Providers Also one may be defaulted Properties Patient Patient defaults IF YOU ALWAYS WANT THE CHARGES FOR ALL PATIENTS TO SHOW UP UNDER THE PROVIDER SET ON THE DEMOGRAPHIC SCREEN REGARDLESS OF THE PROVIDER SELECTED DURING THE CHARGE ENTRY GO TO Properties Options Misc Defaults and check the box Use Provider listed in Patient File If this box is unchecked then the Provider selected during the charge entry process will be used on the 1500 form Location Use the down arrow key to select the location Patient receives treatment Norte The Location Taste for more information see page 66 can track up to 10 satellite locations Emptoyer Enter the name of the Patient s place of employment You can also use the F1 key to pull over an additional employer or use the F10 to add an employer to the table Emp Status Use the
61. above the current 30 60 90 day line So be sure to take this into consideration when defining to the system the maximum number of entries above The number inserted above in Line 2 should stop above the lines the Statement Messages are plotted on so they will not overwrite each other Important If the left margin is off or information on your form needs to be shifted downward these adjustments are made in Printer Settines You will also set your font sizes here for more information see page 85 Super Bit SETTINGS For the standard scheduler only If you are using the ENHaNceD ScHebuter or the Mutti View ScHeputer these coordinates are entered in the settings of that application For more information see page 115 Quick MD User Manual Page 88 of 308 Set Super Bill Coordinates Ioj x Line Column Line a Third Insurance o Patient Date Of Birth _ 0 Super Bill o B Current Balance 5 Date Of Last Payment Date Of Appointment al BEGEGEGKEE Time Of Appointment peN oO lle Reason For Appointment fa _ oO Patient Name Patient Street Address Patient City State Zip oOo Diagnosis Code 1 In Table Patient Phone Number Provider Patient Will See Primary Insurance Diagnosis Code 2 In Table Diagnosis Code 3 In Table Diagnosis Code 4 In Table SESE SERB 44 Medical Record Number OK Sf cancel x Secondary Insurance
62. al License al Hospital s Da 0 Make corrections to record and lt Ox gt Quick MD User Manual Page 50 of 308 Delete Referring Record Browse Referring Physicians Facilities Ta Pi E3 Last Name Browse Cancel Enter last name and lt Browse gt Browse Referring Physicians Facilities Table Press Fl To See More F2 jo x ID LAST HAME FIRST HAME 258 DASYLVA IMARK 641 DAVE MD RAJESH 112 DAVIS GEORGE 226 DAVIS DO GEORGE 186 DAVIS MD GEORGE 340 DE LUCIA III MD EUG 31 DE WEESE MD WILLIAM 554 DEAN MD KIMBERLY A 15 DELAROSA MD PEDRO 118 DELGADO MD JOHH I 207 DELUCIA EUGEHE R DO 362 DESAI MD HEMANT R 780 DESAL M D SANJIV Choose record and hit lt Enter gt or double click on record 9 DELETE RECORD FOR DOUGLAS ABADCO This screen confirms deletion of the record If you are sure you want to delete this record choose lt Yes gt Otherwise choose lt No gt Note Once deleted a record cannot be recovered You would have to reenter the referring physician through the ADD function Warnine DO NOT DELETE A RECORD IF IT HAS EVER BEEN USED IN A PATIENT FILE THE DELETE FUNCTION IS PRIMARILY USED DURING INITIAL SETUP OF THE TABLES Print Report Quick MD User Manual Page 51 of 308 PRINT REFERRING PHYSICIAN ES Select Print Order and lt Ox gt DATA OUTPUT PROCESSOR REFERRING PHYSICIANS LISTING 650 ABADCO DOUG
63. be working in any other application as Quick MD doesn t have to open to use the scheduler It is the recommended Scheduler because of its accessibility from outside of the program and its powerful features We did leave our original Scheduler in there because in some instances it is the best choice for the job Specifically if your practice dictates that you see two separate provider books open at the same time Quick MD also comes with a Multi View appointment scheduler It allows you to be able to view more than one provider s book at a time for more information see page 124 Usinc Q ScHEDULE Getting there The Q Schedule is a separate but integrated application that is started from its own icon Set an icon to newaps exe in the medical folder When open this Scheduler operates on a separate tab on the tool bar which allows for access to it while working anywhere in Quick MD or any other program Settinc Up In the upper left hand corner all providers that have been set up in the scheduler are shown Providers are added to the scheduler by accessing the Settines for more information see page 114 button and then the Set Prover Names button Both first name and last name must be set Note Once a new provider has been added the scheduler must be closed and restarted to have the change take effect Usinc TEMPLATES This feature will save a layout of blocked or colored time in the schedule To create a template use t
64. be used to sort patients who are smokers and nonsmokers You will also use sort codes to assist in your collection process Set up three codes called Collection Letter 1 Collection Letter 2 and Collection Letter 3 For more information on Generating Collection Letters see Mai Merce on page 253 Note Sort Codes are also utilized when doing reoccurring billing For more information see page 292 PATIENTS Patient DEFAULTS Use this feature to set up the default fields on the Patient s DEmocraPHics Screen This saves time when setting up new patients in the system When adding patients that fall outside of these defaults you can simply overwrite the default values with that of the patient you are entering C ty Enter the default city name State Enter the default State Zip Enter the default zip code Quick MD User Manual Page 72 of 308 Derauct Area Cope Enter the default Area code DerauLt Sex Enter the default sex Derautt Proviper Enter the number of default provider from the provider tables Derautt Financia Cass Enter the default financial class Accept Assicnment Applies to Medicare only Use this feature to always accept the Medicare assignment Sicnature ts On Fite Check if you want the Sicnature on Fite to default to Yes Loop Patient Fite Creation Option When checked the Lookup Patient Fite for more information see page 211 with always open after you exit a pati
65. best to have this option disabled If it is enabled then the system will refresh while you are creating an appointment effectively erasing your current template Also if you are assigning a templet using the lt F11 gt then you will need to book an appointment to keep it from getting automatically refreshed with the default templet Carry Additional Slots To Block On a Cut and Paste If this option is checked cut and paste will carry all of the slots associated with the current appointment Restore Additional Slots to Block to the Template When Deleting Appointment If this option is checked the book will be restored to the template settings when an appointment is deleted Color To Use For Blocked Time Periods This is the color that the system will use when blocking appointments you can get the color code by checking Set Appointment Reasons for more information see page 128 Export Path Filename This is the file that is written to when you run the Third Party Export for more information see page 139 Number of Days To Search This is the maximum number of days that the system will search when checking for future bookings Default Group This is the group that will be displayed whenever the appointment system is first started Default Status Code This is the status code that will be used by default whenever a new appointment is created for more information see page 130 Reporting Options These two options affect
66. certain color led Search ror Newt Avatgble Apponttent Coleen C 71520 Account E SUSAN Z ROBERTS 95 HAZELNUT LN Home Phone 225 271 8557 ALLENTOWN ME 81345 Work Phone Provider JOHN SMITH Cell Phone Employer DOB 02 11 1963 Age 46 Yr Primary Ins BLUE CROSS BLUE SHIELD OF LOUISIANA Office Messages THIS 1S A MESSAGE earch Starting With Date 11 03 2009 Soap li saree es earch Ending With Date 11 15 2010 earch Starting With Time 07 00A v earch Ending With Time 0445P Search For Provider JOHN DOE ad v Search For Provider If provider 2 is set then both books must have the open time equested to be selected 4 Skip Book 2 For This Search v Skip Book 3 For This Search J OK X Cancel Account If the account number is set a appointment will be created for this patient if a empty time slot is found Color to Search For Only empty appointments that are set to the color that you choose will be accepted Search Starting With Date This is the date that the system will start searching from Search Ending With Date This is the date that the system will search too Search Starting With Time This is the time that the system will start searching from Search Ending With Time This is the time where the system will stop searching Search For Provider If a provider is selected here the system will search for an available appointment for this provider only
67. digit code Select the lt Ox gt button then select the lt Enter gt button to edit a canned note Select the lt Ox gt button to save changes Quick MD User Manual Page 290 of 308 ReassiGn Sort Cope J Reassign Sort Code Original Sort Code z New Sort Gadad z Leave New Sort Code Blank To Set Sort Code To Nothing In Patient File Payment Date e If A Date Is Entered Then Any Patients That Have a Payment On Or After The Date Will Not Be Changed OK f Cancel x This feature allows you to change existing sort codes in patient files to another predefined sort code You would normally use this feature to move patients in the collection letter process from one collection letter to the next one Derete Bittinc Note J Delete Billing Notes _ O x For Date Of a For Company This may be left blank Type Of Note To Delete Primary Insurance Secondary Insurance Third Insurance C Patient Statements OK Cancel X This feature allows you to delete multiple billing notes Steps For Date OF enter the billing date you want the billing notes deleted for Quick MD will delete all billing notes with the selected responsibility code for that date For Company Can be narrowed down to one company lt F1 gt will allow you to browse the insurance table Type oF Note To Detete Click the circle to mark the type of billing notes you want system to delete
68. either comes to a zero balance or is written off Each invoice or line item charge carries a responsibility code that was assigned during the Charce Entry process This defines to Quick MD who is currently responsible for that balance Remember that it is only the charges on a claim that determine responsibilities You can have payments and adjustments from various sources other than the responsible party you are only looking at the responsibility codes of the charges to determine who the responsible party is Once the payer for this original responsibility has paid and you wish to re assign the balance to either secondary third insurance or the patient simply place the additional responsibility code to any one of the invoices charges within a claim and the whole claim is then reassigned All other charges in the claim will inherit the new responsibility In other words you only have to change the responsibility of one of the charges invoices within a claim to tell the system to bill the next responsible party for the remaining claim balance Should the payer pay one or more of the invoices charges but deny one or more of the invoices charges and you wish to reassign the ones paid to the next payer and to re bill the ones denied to the same responsible party it will be necessary to start a new claim with the ones to be re billed This will allow the responsibility to remain the same on the new claim and allow you to reassign the
69. has to be set in the CPT records for this to work It is also possible to tell the system to use a particular fee schedule that is already setup in the insurance record for that payer See Insurances in Main Tables ID Company Name Bill Write Off Expected AE TNA I 410 45 90 0K 0 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 0 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 0 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 0 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 0 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 0 00 0 00 0 00 0 00 0 00 0 00 0 00 lo Allows for the input of the insurance record that this fee schedule will be tied to As always this yellow field allows you to browse the Insurance Table by hitting lt F1 gt and then pulling in the proper selection Company Name this field will automatically be filled when the insurance company ID is entered But Enter the normal and customary charge amount for this CPT record Write Orr Enter the difference between the normal and customary charge and the fee schedule this is the write off amount It is possible to do automatic write offs upon charge entry if so desired Turn the feature do automatic write offs when entering charges on in MISC Defaults as well as define to the system the ID s for your adjustment codes These are also listed at the top in MIS
70. have to remember to check either of the boxes If the standard statement default is checked here when you print a patient statement form within the patient s ledger the standard statement will be used The standard statement looks at only two properties in Quick MD 1 the number of lines on the page in patient statement settings 2 the font size for statements in printer settings 03 28 2005 for more information see page 216 e You can now print a single address label from the patient s referring physician s and insurance s browse screens This print job is designed to use either Sieko or Dymo label printers for more information see page 212 e Three new insertion commands where added to the medical records module SPAT will insert a dollar sign and the patient s current balance ALL will insert a dollar sign and the entire balance of the ledger SINS will insert a dollar sign and the Ins Balance 05 11 05 for more information see page 199 e Anew check box was added to the master insurance record screen This Is A Medigap Company Check this box if this is a medigap company that medicare will cross the claims over to 05 17 05 for more information see page 55 e Two new check boxes were added to Properties Electronic Remittance Settings Both of these check boxes apply to the claim amp line item quick payment posting module 1 Auto reassign secondaries If this is checked when the electronic remittance is do
71. in Appointment Derautts for more information see page 79 If you are scheduling an appointment for a patient who is not in your system already then skip the ID field and enter his name and phone number and the reason for the visit and click lt OK gt Quick MD User Manual Page 118 of 308 VeriFY Cope Use this feature to track whether the patient has been Verified for their appointment or not Select the appropriate code Not Verified Verified No Answer 1 No Answer 2 No Answer 3 Query Cope Select the appropriate code After appointment date to track all patients who either showed up for their appointments or did not show up for their appointments Click in the desired time slot and hit the lt F1 gt key to set the query code e Showed Patient kept appointment e Did Not Show Patient did not keep appointment e Cancelled Patient cancelled appointment Comments Enter the reason for the visit in the comments field Select lt Ox gt and Patient name will appear in selected time area Quick MD allows users to change blocks with different colors to denote whatever the office desires The commands that allow you to do this are listed across the top bar Examp e Some offices denote surgery with green color post op with yellow etc Also some offices will change the color of the appointment to silver to indicate that the patient has checked in and is waiting to be seen Movinc APPOINTMENTS Quick MD allows users t
72. less then the above date will be filed using this company After all fields of entry have been completed select the Save button to allow Quick MD to save Insurance Subscriber Information to the Patient s account SECONDARY INSURANCE Use this feature to setup the patient s secondary insurance information Aside from the effective date this information is setup exactly like the Primary The effective date will appear on all quick payment posting modules When re assigning claims to Secondary or Third from the payment posting modules it is the operators responsibility to check these dates before re assigning When working inside the patient s ledger where the operator cannot see the effective date the system will check them for you when you re assign a claim If a date of service on the claims is before the effective date a warning message will appear SECONDARY INSURANCE SUBSCRIBER INFORMATION Ins ID 31 BLUE CROSS BLUE SHIELD SECONDARY Effective Date aa Sex M Patient s Relationship PATIENT IS INSURED Last Name First Name Middle Name Puen om S Address EMAN ee lis save cy CTY OO OO LA ip f77777 7777 EulllRatient Info Phone 225 456 4565 sS 523 44 3223 DOB 202 995 EUDE Employ stl y Copay po Move To Hist Employer PO Cancel Policy al Group l Historical Secondary Insurance Companies Note When Quick MD sees that Medicaid is secondary to a private insurance the group number
73. on the HCFA 1500 form From the yellow Prior AutHorization field hit the lt F1 gt key to access the Manacep Care Monue You may then double click on the authorization number that applies to this charge and Quick MD will automatically populate both the authorization number block 23 on the 1500 form field and the referring physician if set The ID of the Referring Physician block 17 and 17a on the 1500 form and ID of Facility where services are rendered Block 32 on the 1500 form are entered here The lt F1 gt key allows the user to browse the table and make the appropriate selection The lt F10 gt key allows the user to add records on the fly Should this information be the same as the last claim hit the duplicate key Quick MD is designed to allow the user the flexibility of the cursor starting in either the Date of Illness field if you do a lot of workers comp or in the ID of Referring Physician for those offices who don t deal with workers comp very often This cursor default is in Properties Misc Derautts Go DirEcTLY To REFERRING Physician ON SUPPLY OPEN Note Miscettaneous Derautts allows the user to turn on off Go Directly to Referring Phy On Supplier Form Open for more information see page 91 If this option is turned on the prompt will start at the Referring Physician field and will skip over all of the information above it This however does not preclude you from entering data in the fields you skipped ov
74. ones paid to the new responsibility This is currently done by going to the ledger for this patient When the ledger opens up it opens to the last claim Make a note of the last claim number Highlight the claim you wish to re bill leaving the responsibility the same and hit F4 to edit When the edit screen pops up simply go to the Claim field and assign it the next available claim number Change the Invoice number to Invoice number one Do this for all invoices that you wish to remain at this responsibility code Keep in mind they will all carry the same Claim number but each one will receive the next available Invoice number Additionally the system will ask for a responsibility code when posting a payment The responsibility code that applies to the payer making the payment should be entered at this time Remember it is only charges not payments or adjustments that determine the responsibility of the claim as a whole FOR LOUISIANA KIDMED USERS ONLY For clients in La that wish to file their claims direct to Kid Med you will first have to make application with them and secure a submitter ID You will then go to Properties Electronic filing Electronic Ochsner Kidmed Settings and setup the submitter id and the file name You will need to create a directory on either your server drive or the local hard drive of the machine transmitting the claims called ebill Put the following in the field labeled Path to communications directory under
75. page 63 File Biling Recaps Tables Payments Reports Ageing Reports Properties E Bill NSF E Bill ANSI System Utilities Patient Insurance Payments By Claim Insurance Payments By Claim Insurance Payments By Invoice Patient Insurance Payments By Invoice UC 5 The payment screen will be populated with all of the information from the remittance file Quick MD User Manual Page 230 of 308 ENTERING PAYMENTS IN QUICK MD THE PAYMENTS MENU Patient INSURANCE PAYMENTS POSTING Use the feature to post either Patient or Insurance Payments by Claim Getting there Fie Biling Recaps Tables Payments Reports Properties E Bil NSF E Bil ANSI System Utilities Patient Insurance Payments By Claim Insurance Payments By Claim Insurance Payments By Invoice Patient Insurance Payments By Invoice UC At Main Menu select Payments At Drop Down Menu select Patient INsuRANcE Payments By Cram Patient Insurance Payments Posting ID 251 Payment s 00 Date osn 4 2005 Resp F JaRYAN FUSILIER chl fo BOX 3131 MEDICARE LAFAYETTE LA 70502 Pay fot PATIENT CHECK Adi 16 COURTESY DISCOUNT CLM BALANCE PAYMENT UC PAY WO WO AMT RE AS CUR RESP PROVIDER 25 00 I N fisooo f fie oH wiLson T a ee a Cancel X Post Payment Get All Balances AmtLertg 000 TOTALS gt fi7s 00 2500 foo fis0 00 Note This module will pull in Patient responsible claim
76. s record as a whole There are two distinct ways to create and attach these document types to your patient s files Using Templates You can create an unlimited number of templates for use in Quick MD A template is simply a text or word document file that you create in advance that allows you to set up pre formatted documents These templates can be configured to automatically bring over all of the pertinent patient information from the database Iuportant The Templates must be placed in the same folder as your patient documents documents ie c meddocs and they must be TXT or DOC documents All Templates are named using the following convention Each of your templates will start with the name OHEAD followed by a description and ending with TXT or DOC For example OHEAD _follow_up doc is a valid template name In addition to the custom text that you add you can use the following insertion commands to bring specific patient information into the templates form the database Insertion Commands Document name will be placed by Quick MD first line column 1 with the following Insertion commands available for use within the template document The insertion commands may be used as many times as the operator chooses document name calculated by system on add new document button press Name NAME Patient s Address ADD Patient s City State and ZIP CSZ Acct ACCT DOB DOB AGE AGE SS SS Sex
77. s set for claims that don t have a red billing note on them Repeat steps 1 through 5 above E Bitt Reports To read the response report that you received from the company that you have billed you will need to go to Read E Bill Reports This will bring up the ebill folder From here you simply double click on the file that you want to open and the system will display the correct report A TA1 report tells you that the file was transferred to the company correctly A 997 report will show you if errors occurred in the format of the file If any errors come back in the 997 report you will need to resend the entire batch after the errors has been corrected Once the claims have been accepted by the insurance company they will run their own set of edits The file that they send back to you will contain the number of claims excepted and rejected An 835 file is your electronic remittance file reporting and automatic posting can be preformed on this file Quick MD User Manual Page 227 of 308 ELECTRONIC REMITTANCE ANSI 835 Quick MD will automatically load electronic remittance files directly into the line item payment module This will drastically reduce the amount of time that it takes an office to input payments 835 Ansi Remitance loj x Adjustment Options Calculate Adjustments 4s Amount Billed Amount Paid Use Adjustment Listed In Remitance File f Put Zero Dollars In Adjustment Report EO x Cancel Calculate Ap
78. see page 72 must be populated with a listing of reporting codes selected by the user STOP BOOKING This feature will keep this patient from being booked in the appointment system PRINT Use this feature to print a copy of the patient demographics to be placed in your charts Clicking the lt Print gt button brings up the Data Output Processor Data Output Processor The Data Output Processor is a window that you will see over and over again in Quick MD so it is important to become familiar with how it operates All reports and print jobs in the system are first sent to the Data Output Processor where the information can be viewed downloaded or sent to a printer Quick MD User Manual Page 160 of 308 DATA OUTPUT PROCESSOR _ x PgD PgUp Top E Download Print Screen Print All Printers PATIENT INFORMATION BRYAN FUSILIER PO BOX 3131 LAFAYETTE LA 70502 Sex M D0B 09 01 1956 SS 435 19 8706 DL Home Phone 337 667 8919 Work Phone 337 332 4215 Employer A T WELLING PROVIDER JOHN C SMITH PRIMARY INSURANCE INFORMATION lt PcDn gt Scrolls the Data Processor Output display forward to the next page of information lt PcUp gt Scrolls the Data Processor Output display backwards to the previous page of information lt Top gt Scrolls the Data Processor Output display backwards to the top of the report lt Enp gt Scrolls the Data Processor Output display forwards to the end of the report lt
79. source P Ins primary insurance name S Ins secondary insurance name T Ins third party insurance for verification Craim Input the claim number that payment is being made or press the lt F1 gt key to go the patient s ledger Here you can review the claim being paid At this point you may also press the Shift lt F1 gt key to get to a fully functional ledger browse screen for more information see page 31 Norte While browsing the ledger you may post a note lt F3 gt Key to the claim or if there is a MediGap secondary you may post a billing note see commands at the bottom of the screen so Quick MD will not pick this claim up during secondary batch billing With the claim being highlighted hit the enter key to carry this claim over to the Quick Payment Posting Module App Resp Input the responsibility code for the pay source you want the balance to be transferred for billing Press the enter button Responsibility Code I Insurance S Secondary A Third P Patient Responsibility Payment Input the total payment amount To view the Charge List press lt F2 gt Nore Charge List can only be accessed through the Payment box Note Pressing lt F1 gt in this field will pop up a calculator that can be used to add numbers When lt Ox gt is clicked the numbers added will be inserted into that payment field Do Write Orr Input Y if you are making an adjustment Input N if no adjustments are to be made
80. system and which operators deleted them The report generated contains the following fields Date DeLetep Operator Patient lo Name Type Lepcer Date Service Date Description oF Entry Amount CLam Invoice AND PROVIDER Quick MD User Manual Page 293 of 308 Deleted Ledger Records R Ea From Date ME To Date a Jf OK X Cancel From Date Select a starting date range To Date Select an ending date range Select lt OK gt to run the report CHECK FoR ORPHANED LEDGERS Use this feature to run a report on ledgers that do not have a patient file attached to them If an orphaned ledger is found then create a patient file with the ID listed in the report After the patient file is added the ledger will be attached to it Quick MD User Manual Page 294 of 308 INTRA OFFICE EMAIL Intra Office Email is available to all users of Quick MD if they are logged into Quick MD with their own ID number and password Quick MD will automatically notify the operator of an incoming email as they move around in the system if this feature is turned on in Properties Miscellaneous Defaults Auto Check Email The email button is available to send new emails from the front screen of Quick MD the front screen of the Scheduler and from the Electronic Medical Records Phone Messages New Message screen Version 4 3 C Copyright Michel amp Pratt Consulting Inc 1998 2002 lol x File Biling Recaps Tables Payments Reports Prope
81. that task is completed go through the same procedure above choosing the sort code of CoLLECTION LETTER 2 Quick MD User Manual Page 253 of 308 Note The 3 collection letter process is a common procedure used However Quick MD does not restrict you to using 3 You can do less than three or more than 3 The process above would be repeated for the number of collection letters you are using When the patient pays remember to go un set the sort code so they will not be picked up in the next run Quick MD User Manual Page 254 of 308 Print LABELS Print Address Labels You may print labels out of Quick MD with either your tractor feed printer using single column labels or with your laser inkjet print using 2 column 1 inch by 4 inch labels The lines to skip between labels for the tractor feed are defined in Properties Printed Forms Add Laser Ink settings lines to skip for labels as is the set up for the Laser labels Quick MD User Manual Page 255 of 308 Aceinc Report BRIEF Use this feature to generate a brief account s receivable aging report that will include the PATIENT S NAME PHONE NUMBER DATE OF LAST PAYMENTS and any OUTSTANDING BALANCE for Patient and or Insurance balances You have the ability to exclude any financial class from this report Ageing Report Brief _ O x Printing Order Current Date MEZEI OO C driS Alpha Order Provider C ID Number Order eaan A
82. the List Appointments for a Day report for more information see page 137 Standard Prints a single column view of the appointment system 4 Column Listing Prints a four column view of the appointment system Do Not Print Empty Times If this option is set empty appointment times will not show up on the List Appointments for a Day report for more information see page 137 Double Space Listing If this option is set there will be extra space between each appointment on the List Appointments for a Day report for more information see page 137 Show Status IF THis OPTION IS SET THE STATUS FOR THE APPOINTMENT WILL PRINT ON THE List APPOINTMENTS FOR A Day REPORT Quick MD User Manual Page 125 of 308 Set ProvipeR Names The appointment system allows you to book appointments for up to thirty providers Set Provider Names First Hame Last Hame Ob OHH DOE O21 mirik A 1E EES BRONH O4F Ton WHITE O5 JaNeE DOE Ob susan GREEN Of 08 05 10 11 12 13 14 15 16 17 15 15 20 24 22 23 24 25 26 27 28 29 30 Quick MD User Manual Page 126 of 308 SETTING UP GROUPS GROUP HUMBER OME GROUP NUMBER Tia SROUP NUMBER THREE 5 is lio fo io Bog oO oO E g g g g E g a g a eo po o eo E eo eo eo 1 0 eo eo Ro i This allows you to set up groups of providers Each provider in this group will be displayed in a book on the main scre
83. the bottom of the ledger with the insurance and patient balances for this patient lt F8 gt Supp y Brings up the Supplier Screen to view the supplier information for this claim lt F9 gt Prints Allows you to print an Individual HCFA form for this claim Also allows you to print a patient statement and a itemized claim to be used as a patient receipt lt F10 gt Derete deletes the highlighted entry lt F11 gt Exc upe Used to exclude a charge from being included when re billing a claim lt Suirt gt lt F3 gt Convert Norte Used to convert a red billing note to a regular note so that the claim can be re billed while retaining an audit trail of previous activity lt Suirt gt lt F2 gt Browse 1 Cram Used to filter the ledger to display only the desired claim lt Suirt gt lt F4 gt Toccie Zero Cams Used to hide all claims with a zero balance lt Suirt gt lt F5 gt Ony P Cams Used to show only patient responsible claims DELETING PATIENTS Getting there From Quick MD s front screen click the lt File gt menu then select lt Delete Patient File gt REcAPPING TRANSACTIONS Quick REFERENCE Day Recaps for detailed information about Recapping Transactions see page 242 All daily totals are reported via the lt Recaps gt menu located on Quick MD s front screen You can select a Daily Recap which reports all charges adjustments and payments for a day in one report or run reports on just
84. the patient must have visited in that date range to be included in the merge The date of visit is determined by the from date if set or the ledger date if the from date is not set on the charge e The age data field in the patient demographics screen has been changed to show the age in months if the patient is less than 2 years old e The Daily Recap Report now has a check box Recap All Providers Separately If this box is checked it will print a recap for each provider that has any ledger entries for the day being run They will appear in the data output processor one after another e A Sort Code selection drop down was added to the List Blocked Bills e You can know run the Daily Recap Report and have it group the reports by the provide If you go to Daily Recap Reports and check the box labeled Recap All Providers Separately you will get a separate report for each provider e NDC information was added to the charge records To use this feature your should first enter the drugs your office administers into the drug table in TABLES You will need to know the NDC number for each drug and the type of units it is issued in International Units Milliliter Gram or Unit So before entering drugs you will need to edit your settings We recommend setting IU for International Units Mill for Milliliter Gram for Gram and U for unit After the drug table is set up you can then attach a drug when you are entering charges On the oher charge in
85. to 10 separate office locations Will default to what is set in CPT Records EPSDT Applies to the EPSDT field on the HCFA form EMG Applies to the EMG field on the HCFA form COB Applies to the Coordination of Benefits field on the HCFA form Mencap Prior Autu If your Medicaid intermediary wants the prior authorization number to be placed in block 24k on the 1500 form enter number here If they want it in block 23 then set it in the Supplier form in Pre authorization field Comment Use this feature to enter a comment that will appear in the patients ledger in the Com Check Field If you have the feature in Prorerties Misc Derautts A ways put Service Date ON LEDGER SCREEN turned on then it puts the from date of service in the comment field if it is different than the ledger date Note To force Quick MD to use a historical Primary Insurance company when generating a claim insert followed by the insurance Id in the comment field for the historical insurance company you wish to use The available historical insurance companies for that patient if any will be listed to the right of the comment field See picture above This feature will overrule the auto decide insurance function which is found in Properties Miscettaneous Derautts for more information see page 91 Moorriers You can either type in the modifier to be used or hit lt F1 gt to browse the table A Cpt code may have the modifier pre attached w
86. to determine if the responsible parties listed on the claim have been billed Quick MD will consider the claim paid when there is a zero balance on the claim All claims must reach a zero balance at some time whether by payment or write off so post all payments and adjustments to the claim they are intended to pay or adjust THE BILLING MENU Paper Finc PATIENT STATEMENTS Use this feature to generate patient statements based on the criteria you specify Getting there From Main Menu Select BiLtinc At drop down menu Select Patient STATEMENTS File Biling Recaps Tables Payments Reports Properties E Bill NSF E Bil ANSI System Utilities Patient Statements Primary Insurance Secondary Insurance Third Insurance Re Bill Insurance Report Last Batch Printed Delete Billing Notes For Last Batch Printed Quick MD User Manual Page 216 of 308 THe Barch Bitt Patient STATEMENT SCREEN ioxi Starting na Ending ID jo Starting Alpha a Ending Alpha a Ok Balance Forward Cut Off Date Due Date _ __ Cancel 3 Printing Order J Send Statements Electronically D C Alphabetical ZipCode Print Standard Statement Provider fo E Sort Code H Ignore Balances Less Than 7 Do Not Print Statement To Patients That Have Been Billed Since ___ Global Mess 1 Global Mess 24 Global Mess 34 Startine ID enter the account number you want the statements to begin processi
87. to give the office reporting by financial classifications 03 MEDICARE PATENT ay MEDICAID PATIENT olee cross o AETNA 07 ETATE EMPL GROUP BENE LA na UNTED HEALTHCARE ay CIGNA 10 AMERICAN FE CARE menes oo 12 EMPLOYEE BENEFIT SERVICES a BEECHSTREET SCS ii ili i i il id i id id TLL LL LLL Description Enter the names of your major payment sources ie Self Pay Medicare Medicaid Blue Cross 5 or 6 Major Insurance companies Commercial Private Insurance Attorney s Worker Comp etc You can define up to twenty five pay classifications Color This feature allows you to define a color code for each financial class These colors will be visible in the Patient Fies Browser for more information see page 212 so that you can visibly see the Patients Financial Class when browsing for them Important When setting up the program for the first time you will want to try in as much as it is possible to have the entries in the Payment Table The Adjustment Table and the Financial Class tables correspond to each other For example if Patient Check is setup in field one of the payment table then you would want the number one position in the adjustment table to be a patient write off and in the Financial class table the first one would be self pay The reason being that the desired selection may be brought in by simply entering the number of the desired selection and hitting the enter key For example if BCBS is nu
88. to the patient demographics and current ledger screens Clicking on this button will start then Medical Records interface and of course you can still start this interface by pressing shift F1 On the drug browse screen you now have the ability to press the F1 key and see all information on that record There are now two print all buttons in the data output processor One will print all and close the DOP the other will print all and leave the DOP open A new check box was put in Properties Misc Defaults Strictly enforce ledger date range If this box is checked QM will not let the operator exit the ledger date fields of new payments charges and adjustments until the ledger date is set within the range specified in Properties Misc Defaults When editing any ledger entries if the ledger date is not within the set range the ledger date data field will be grayed out and not operable Two new definable super bill data fields were added to the super bill in the Multi View scheduler The 2 note fields can be placed on the super bill To set the coordinates go to Properties Super bill setup in the Multi View scheduler The ability to run the Query Charges Report for a range of NUMERICAL CPT codes was added The fields for the code ranges on the report are for the CPT code and not the CPT office code The field for a single CPT code was for the CPT office code but has been changed to use the actual CPT code The Insurance Claims Billed Report wa
89. you check the box then Only BMS claims will be picked up Also the name of the company in the insurance Master file MUST BE BMSSIG Version 4 5 e CPT codes tracking was added There is a check box in the master CPT record to enable tracking for each CPT code desired If this box is checked in the master record when this code is entered in the patient s ledger it will also make a record of it in the patient s CPT tracking record The description will be the description set in the master CPT record Tracking Description If this is not set then the CPT description will be used For more information see page 43 e Anew button has been added to the Patient Demographic Screen that allows you to view and print your tracked CPT codes For more information see page 192 e Diagnosis description was expanded to 80 chars in the master table but in the patients diagnosis tables it will carry in only 40 chars Also an inactive check box was added to the master diagnosis file When checked it will warn the operator For more information see page 39 Quick MD User Manual Page 16 of 308 e Amessage code was added to the master CPT code record and will display on the charge entry screen if it is set The message code is a pointer to a message in the canned notes file For more information see page 43 e Anexpected reimbursement was added to the fee schedule in the CPT codes If the expected is set and the flag that turns on the check
90. you keep track of the number of sessions or a session date range that is valid for this patient If you are using a date range you can have the system warn that the date range is about to expire by setting a date in the warn date field If you have a fixed number of session available you can have the system tell you when you are almost out of session by setting a number in the warn at session fields These warning will be displayed when you are entering charges CONTRACT Contract PAYMENT INFORMATION This feature is utilized when patients are set up on a payment plan for a balance owed The patient agrees to a certain monthly payment Note The entire balance owed is adjusted off of the account utilizing a write off to contract adjustment code Abgsustment Cone Taste for more information see page 68 Contract Information Ledger Charge Generation Contract Information Contract Amount 0 00 Amount Generated 0 00 Monthly Charge 0 00 Date Of Last Generation Contract Amount the amount owed by the patient Monty Charce the amount the patient agreed to make on a monthly basis Amount Generate Quick MD will accumulate the amount billed at the end of each month Date or Last Generation Quick MD will download the last date and the total amount generated Quick MD User Manual Page 184 of 308 Promise To Pay Contract Promise To Pay Pi o x Contract Amt o oo Term Of Contract fo Auto Set
91. you may tell the system to exclude up to 5 companies Note If you are sending claims to Gateway EDI then your Claims Path and File Name will be C ebill claims txt Quick MD User Manual Page 102 of 308 Evectronic REMITTANCE SETTINGS Electronic Remitance Settings oO x C AEBIL Remittance Files Path Adjustment Code COURTESY DISCOUNT Payment Code BCBS PAYMENT z M Set Writeoff Default To Y OKs Calculate Write Offs For BC BS NSF Module M Always Set Adjustments To Zero Claim Status Codes M Work By Line Item Auto Reassign To Secondary M Auto Put Secondary Billing Notes For Medigap From Quick Pay Posting Added Responsibility Code Defautt This Electronic Medicare Remittance Settings contains the data needed for electronic remittance advice from Medicare Remittance Fite Path This is the path on your computer where your remittance files are stored ApsustmenT Cope Enter the code from the Apsustment Tague for more information see page 68 for Medicare adjustments Payment Cope Enter the code from the Payment Taste for more information see page 67 for Medicare payments Set Write orF Derautt To Y Turning this option on will default the write off field in the payment posting module to Y when processing Medicare Electronic Remittances Calculate Write Offs For BC BS NSF Module Check this box if you want the system to automatically calculate the Blue Cross Blue Shi
92. 0 00 6 SANDRA RYAN PATIENT CHECK 12 01 2000 1 20 00 7 DAVID RYAN PATIENT CHECK 12 01 2000 1 20 00 2 JOHN SMITH MEDICAID PAYMENT 12 14 2000 1 80 00 3 MIKE SMITH AETNA PAYMENT 12 14 2000 1 75 00 5 SEAN DEVERON PATIENT CHECK 12 14 2000 T 60 00 6 SANDRA RYAN AETNA PAYMENT 12 14 2000 1 60 00 7 DAVID RYAN AETNA PAYMENT 12 14 2000 1 60 00 2 JOHN SMITH CIGNA PAYMENT 12 28 2000 1 20 00 8 JACOB ALDER PATIENT CHECK 01 17 2003 2 20 00 8 JACOB ALDER PATIENT CHECK 01 17 2003 1 20 00 9 BRYAN FUSILIER MEDICARE PAYMENT 02 12 2003 1 75 00 9 BRYAN FUSILIER BLUE CROSS PAYMENT 02 12 2003 1 20 00 8 JACOB ALDER PATIENT CHECK 02 19 2003 1 580 00 8 JACOB ALDER PATIENT CHECK 02 19 2003 2 420 00 8 JACOB ALDER PATIENT CHECK 02 19 2003 3 25 00 9 BRYAN FUSILIER PATIENT CHECK 02 19 2003 8 200 00 9 BRYAN FUSILIER PATIENT CHECK 02 19 2003 2 80 00 9 BRYAN FUSILIER PATIENT CHECK 02 19 2003 4 100 00 9 BRYAN FUSILIER PATIENT CHECK 02 19 2003 5 95 00 9 BRYAN FUSILIER PATIENT CHECK 02 19 2003 10 400 00 15 KIRK SMITH PATIENT CHECK 03 11 2003 1 20 00 5 SEAN DEVERON PATIENT CHECK 03 17 2003 2 20 00 22 BRYAN FUSILIER PATIENT CHECK 03 28 2003 2 20 00 9 BRYAN FUSILIER PATIENT CHECK 04 03 2003 pA 20 00 9 BRYAN FUSILIER PATIENT CHECK 04 09 2003 11 45 00 9 BRYAN FUSILIER MEDICAID PAYMENT 05 13 2003 23 75 00 31 KEITH KRAMER MEDICAID PAYMENT 05 19 2003 I 80 00 9 BRYAN FUSILIER PATIENT CHECK 06 17 2003 2 20 00 9 BRYAN FUSILIER PATIENT CHECK 06 17 2003 14 100 00 9 BRYAN FUSILIER PATIENT CHECK 06 1
93. 0 CREDIT 02 19 2003 9 8 1 TRANSFER OUT 100 00 CREDIT 02 19 2003 9 10 1 TRANSFER OUT 25 00 CREDIT 02 19 2003 9 10 1 TRANSFER OUT 100 00 CREDIT 02 19 2003 9 10 1 TRANSFER OUT 30 00 CREDIT 02 19 2003 9 10 1 TRANSFER OUT 25 00 CREDIT 03 14 2003 9 10 1 TRANSFER OUT 30 00 CREDIT 460 00 Quick MD User Manual Page 279 of 308 Patient RecaLL REPORT Patient Recall Report Use this feature to generate a report of the PaTiENT s NAME RECALL DATE and the REASON FOR RECALL You may select report only or you may opt to send out letters by merging with a word processor Quick MD will put the date of the merge in each patients recall table on the demographic screen Quick MD User Manual Page 280 of 308 List BLockep BiLLs List Blocked Billing Use this feature to generate a report of all patients that have had their billing blocked Blocking is accomplished by putting the appropriate responsibility code in the Block Bill box at the bottom right of the Patients demographic screen Sampce List Brocken Bitts Report Blocked Billing For All Responsibilities Page 1 ID Patient Name Blocked Bill Responsible s Name 5 SEAN DEVERON Patient Other SEAN DEVERON 11 BRENT FUSILIER Primary Insurance AETNA 11 BRENT FUSILIER Secondary Insurance BLUE CROSS Quick MD User Manual Page 281 of 308 List Late Promise To Pay PAYMENTS List Late Promise To Pay Payments jo x 031 42005 Today Is ff OK
94. 0 of 308 Enterinc New Patients Getting there From Quick MD s front screen click the lt File gt menu then select lt Add New Patient File gt Or from the icon Quick MD front screen click the Once the Patient Demographic screen appears you can begin to enter the patient s information Remember that the lt Enter gt key allows you to move from field to field Once the lt Save gt button has been clicked the Primary Insurance Button will become activated so you can move right on to setting up the patients insurance Looxine Up Patients Getting there From Quick MD s front screen click the lt File gt menu then select lt Lookup Patient gt Or from the Quick MD front screen click the a icom Once the Patient Browse Screen appears you can search by ID SS Medical Record Last Name or first name You can also search by a partial first name by entering as many characters of the name as you know into the Medical Records field ENTERING CHARGES for detailed information on Entering Charges see page 163 Charges are either entered as each patient leaves the office checking out patients or are done in batches at a later time Either way they are done in the same way via the Charge Entry Screen Getting There In any Patient Demographic Screen click on the lt Ledger gt button and then click either lt Enter Charges New Claim gt lt Enter Charges Patient Claim gt or lt Enter Charges Last Cla
95. 10 00 123 20 00 123 40 00 20 00 1234 20 00 1234 100 00 20 00 22 00 40 00 20 00 40 00 20 00 234 20 00 123 Alternating font colors and background shadings distinguish all Claims in the Ledger from one another Each Ledger Entry contains several columns each of which are named by the column headings Lepcer Date Date Entry was made in the Ledger T Type of Entry Quick MD will put a C for a charge A for an adjustment P for a payment or an N fora note Resp Shows the user the responsibility of this Entry I for Primary Insurance S for Secondary Insurance A for Third Insurance and P for Patient Responsibility Norte These codes are how Quick MD knows who to bill a claim to When a claim is billed Quick MD will put a red billing note directly under the claim that was billed It will show the user the claim number billed and assign a responsibility number as follows 1000 for Primary Insurance 1001 for Secondary Insurance 1002 for Third Insurance and 1003 for Patient Responsibility Note When the user tells Quick MD to bill whether on paper or electronically Quick MD runs through each ledger and looks at each claim that fits the responsibility code selected to bill I Primary S Secondary A Third Insurance or P Patient Responsibility that does not have a red billing note except patient statements all patients with a balance will be re billed regardless of a bil
96. 3 You will first need to download the pdf version of these forms from the DWC website Quick MD can fill out part 1 General Information of the preprinted form Texas WorkKer s Compensation Work Status REPORT Quick MD User Manual Page 90 of 308 The concept for lining up this form is the same as lining up your 1500 or patient statement forms You may want to review this information before proceeding First you generate a grid on top of the DWC73 form Next you adjust your dithers until the rows fall correctly in part 1 of the form If changes have been made to the dithers then you will need to generate a new grid Once the dithers are in place type in the correct row and column for each data filed Texas Worker s Compensation Menica Evatuation REPORT Texas Worker s Compensation Report Of Medical Evaluation DWC FORM 69 oj x Data Fields Plotting Dithers Line Column Line rad Font Size 10 Workers Comp Insurance Carrier 1 2 s 01 7 f FD 2 We o g g Oo g Employer s Address 3 oh oh g Employer s City State Zip 3 m pay 10 Injured Employee s Name 4 7 ES E Date Of injury 5 s B s Line Number Range 0 thru 65 Social Security Number 6 Ea EJ Column Number Range 0 thru 125 Employee s Phone Number 7 2 36 Degree Range 1 thru 4 Employee s Address 8 boll Eiss Font Size Range 8 thru 12 Employee s City State Zip 8 kat EJ Left Margin Range 0 thru 200 Certifying Doctor s Name 9 7 Cer
97. 3 150 00 ALDER JACOB 02 19 2003 02 19 2003 8 ALDER JACOB 4 125 00 ALDER JACOB 03 11 2003 02 19 2003 8 ALDER JACOB 5 125 00 ALDER JACOB 03 11 2003 02 19 2003 8 ALDER JACOB 6 125 00 BLUE CROSS 04 17 2003 02 19 2003 8 ALDER JACOB 7 100 00 ALDER JACOB 05 19 2003 02 19 2003 8 ALDER JACOB 8 100 00 ALDER JACOB 05 22 2003 02 19 2003 8 ALDER JACOB 9 100 00 ALDER JACOB 06 11 2003 02 19 2003 8 ALDER JACOB 10 100 00 ALDER JACOB 06 11 2003 02 19 2003 8 ALDER JACOB LI 100 00 ALDER JACOB 06 17 2003 02 19 2003 8 ALDER JACOB 12 100 00 ALDER JACOB 06 17 2003 02 19 2003 8 ALDER JACOB 13 100 00 ALDER JACOB 06 24 2003 02 19 2003 14 BRIDGES JEFF 1 125 00 BLUE CROSS 03 17 2003 33 DAVIS JOHNNY 3 100 00 DAVIS JOHNNY 06 11 2003 33 DAVIS JOHNNY 4 150 00 CIGNA 06 11 2003 33 DAVIS JOHNNY 5 100 00 DAVIS JOHNNY 06 17 2003 33 DAVIS JOHNNY 6 100 00 DAVIS JOHNNY 06 17 2003 33 DAVIS JOHNNY 7 100 00 DAVIS JOHNNY 06 24 2003 5 DEVERON SEAN 2 105 00 MEDICAID 03 17 2003 03 17 2003 5 DEVERON SEAN 3 125 00 MEDICAID 03 17 2003 03 17 2003 17 FRUGE CINDY T 25 00 FRUGE CINDY 03 21 2003 1955 00 TOTAL CLAIMS WITH BALANCE OWED gt 20 Quick MD User Manual Page 275 of 308 Manacepb Care ExpirRATIONS lox Expirations From The Date or M Expirations To The Date Of aa J Print In Landscape Jf OK X Cancel Use this feature to generate a report that shows all of the authorizations listed in the patients managed care module that
98. 580 86580 TB ID SKIN TEST TOS MEDICAL SERVICE Pos DOCTORS OFFICE LINK CODES Care W 0 0 00 Care Allow 0 00 Caid W 0 0 00 Champus W 0 90471 90471 VACCINE ADMINISTRATION ONLY TOS MEDICAL SERVICE Pos DOCTORS OFFICE GL Code LINK CODES Care W 0 0 00 Care Allow 0 00 Caid W 0 0 00 Champus W 0 90472 90472 IMMUNIZ ADMIN EACH ADDITIONAL TOS MEDICAL SERVICE Pos DOCTORS OFFICE GL Code LINK CODES Care W 0 0 00 Care Allow 0 00 Caid W 0 0 00 Champus W 0 90659 90659 FLU VACCINE TOS MEDICAL SERVICE Pos DOCTORS OFFICE GL Code LINK CODES 90471 Care W O0 0 00 Care Allow 0 00 Caid W 0 0 00 Champus W 0 From the Data Output Processor you can either download or print the report Quick MD User Manual Page 48 of 308 REFERRING PHYSICIANS This table maintains all of the referring physicians that your practice deals with Use this feature to add edit and delete your referring physician records Note This table is used for both referring physicians the facility where the service is rendered and pharmacies Adding Referring Record l ermm a ae ES a ee F Name Enter physician s first name L Name Enter physician s last name Mpe Enter physician s middle initial Appress Enter physician s address on both lines if needed City Enter physician s city Note zip code records do not work in this a
99. 7 2003 19 30 00 36 TONYA FUSILIER PATIENT CHECK 06 24 2003 5 200 00 TYPE OF PAYMENT COUNT TOTAL PATIENT CHECK 24 MEDICAID PAYMENT 3 235 00 MEDICARE PAYMENT 1 75 00 BLUE CROSS PAYMENT 1 20 00 3 L 2620 00 AETNA PAYMENT CIGNA PAYMENT Quick MD User Manual Page 249 of 308 Query ADJUSTMENTS QUERY ADJUSTMENTS 5 x From Date Ea To Date __ AF O Y Braiden Location Insurance Company T Include Audit Trail OK Cancel X Use this feature to generate a report on adjustments that were used during the time frame specified At Adj Type make a selection from the Apsustment Taste for more information see page 68 The report generated contains the following fields Ib Patient Name Type oF ApsustmeNT Date Ciaim Invoice Check and Amount Sampce Query ApsusTMENTS REPORT DAILY ADJUSTMENT RECAP FOR 06 25 2003 Page 1 ADJUSTMENT PATIENT CLM INV CHECK AMOUNT PATIENT WRITEOFF 9 FUSILIER BRYAN 1 1 3 42 PATIENT WRITEOFF 9 FUSILIER BRYAN 1 1 5 00 TOTAL 2 8 42 GRAND TOTAL 8 42 Quick MD User Manual Page 250 of 308 Query CHARGES Use this feature to generate a report on Charge codes or Diagnosis codes that are set in the Cpt Cope Taste for more information see page 43 and have been used to generate charges The report generated contains the following fie
100. 73 and 73 This information may be printed out and attached to the chart for the Doctors review co Co Percent amp DepuctiBLe This feature of the medical system allows you to bill the patient at the same time as the insurance company for the percentage or a set dollar amount of the bill that the insurance company is not going to pay Quick MD User Manual Page 182 of 308 Co Percent amp Deductible Co Percent Ml Deductible 2 00 As of _ _ ___ Session Information Beginning Date EZZ Ending Date EE Number Of Sessions o Warn Date NDE A ae Warn At Session o Warn At Session o Ok Warn At Session o TO IMPLEMENT THIS FEATURE BASED ON A PERCENTAGE Set the patients co percent amount in the patient s financial information record For example if the patient s co percent amount is 20 then enter the number 20 in this data field This MUST be done first When entering an insurance claim that you wish to bill the patient for the co percent place the I and P responsibilities on all of the charges for the claim Post a co percentage billing note to the claim This is done the same way as posting a regular note but this note s Description must start with a percent sign You may enter anything you wish after the percent sign The location of the note within the claim does not matter EXAMPLE CO PERCENTAGE Patient BILLING As long as this note is attached to the claim the pat
101. A A N E A EEE EE L A AAN O A A ITE 216 Popor LaS Eain EIN Oa E S aad ataniade Daten 222 Delete Biling Notes For Last Batch Pipted ssscnecaucsecniar a a a 222 INE RED PU Ebe tront F ak el T 223 E Billing Medicare Medicaid Louisiana Blue Cross Blue Shield and OCNSNel cccccsssssseceeesssssseeeeeesssssssesesersesnes 223 alisteitcela em ce ldlhle Bale tiie E epee een eee re en ener ere een reer reer meer ert errr reer erg anette ert T nrerr ern rane ere reer ere tems 227 EBUR IS ala cerces eee Bacon ean ote te x deaet E dat tae ada oa 227 ENTERING PAYMENT S IN GQUICK ME icc sscicceats sinc aaaaiasaichieuinianeahiatanneencid aaa atianai ial aalmaedoiaas baidaeegntanwenanadyadebiaies 231 THE PAYMENTS MENU iitasccscssiconeastntis ususeunickann dee paiecucuminascuanrecaaieidiecuudendad inteasainded seukaeayiuchintacadaiad iavanadeniabionaienssings 231 Palleritiiguran e Paymems Posting orisiirisii aiaa a aiea Aaa a a aA AAAA 231 Quick insurance Payment Posting Modile By Clam iasscccsiscevccstupeieeascnactaccssaweutupecudabsadepesadeawedadpecudaniaanpadanansbines 233 TO zave an Uniinished EOB POSTO aaa aaia aai 235 Resuming an Untnished EOB POSTING ocina a 235 Quick MD User Manual Page 5 of 308 Wono Fe eae E O a 236 Patient Insurance Payments By Invoice Uc Unapplied Credits nnssssssssssssnssssennnnnsssnnnnnnsssnnnnnnnnantnnnnsnnennnennne 238 BECAPING TRANSACTIONS FOR A DAY I
102. ASKED QUESTIONS section Use this section to learn how to perform specific tasks that you might be having trouble understanding how to perform Sincerely The Quick MD team Quick MD User Manual Page 8 of 308 RECENT ADDITIONS TO QUICK MD This section of the Manual describes the latest features of Quick MD as new versions are released Reading through the list of features is a great way to get an overview of the many intricacies of the program As new versions of the program are released you will want to check this section of the Manual to see what new features are added and how to use them Version 5 0 e You can now print the Texas Workers Compensation forms DWC 69 and DWC 73 See Page 147 e A check box was added to the Insurance Employer record that you check if the record Represents an employer On the browse screen the Ins Companies will be blue and The Employers will be green See page 55 e The patient s DOB was added to the phone messages print out e A Complete day view was added to the Multi View Scheduler Click on the D button to switch to a full day view Your monitor must be set in at least 1024 X 768 to use this feature You can do all tasks on the day screen that can be done on the front screen except change the calander day you must go back to the front screen to change the date e The Hi Resolution Multi View Scheduler now ready for use It will allow you to see 8 more time slots per page on the main scree
103. BILLING REFERED TO NURSE EMERGENCY ROOM Prescription Repty Taste Use this feature to define up to 10 of the most common replies your practice uses when answering patient calls regarding prescriptions Prone Messaces Repty Taste Use this feature to define up to 20 of the most common replies your practice uses when answering patient calls Quick MD User Manual Page 195 of 308 ATTACHING DOCUMENTS TO PATIENT S FILE Quick MD can attach any document created in Microsoft Word 97 or later to your patient s files This includes scanned documents and images The key is that all of your patient s documents must be stored in a single directory that Quick MD has access to and that you carefully utilize the Naming Convention for more information see page 201 There are two distinct types of documents that you can attach to your patient s files OPERATIVE TRANSCRIPTIONS Operative Transcriptions are documents that are attached to specific claims in the Patient s Ledger These documents are mainly used to create a SOAP note that summarizes one particular visit and details the assessments that led to the generation of that particular claim Iuportant You can use Templates to customize your Operative Transcriptions for more information see page 199 Note Even if you are using an outside transcription service you may still attach the transcription to the claim through the Naming Conve
104. BRYAN ee Address Po BOX 3131 Address fo City LAFAYETTE State LA Zip 7oso1 __ Home Phone 337 212 0724 Work Phone 0 __ _ Ext E Mail Kaead See SELF Social Security 529 1 5 7188 D 0 B 057 9 1970 Jf OK X Cancel Pull Patient Info Pull Company Info Note If the patient is the guarantor of the account or the bill goes to the address on the demographic screen then you do not need to re enter their information here This is only filled out when the patient statement goes somewhere besides the address on the demographic screen Norte To send the statement to a company or an attorney that is set up in the system hit F1 in the yellow field or hit F10 and add them pull them in by ID and then hit the button Putt ID This feature will pull in the appropriate billing address A prime example of this is in an injury case The statement would go to an attorney instead of the patient or insured If this occurs on a regular basis you can add that attorney information in the insurance table and then access it this way instead of typing the same information every time This would also apply to billing Companies biacnos s Patient Diacnoses TABLE The patient s diagnosis table is used to store this patients last 25 diagnosis This screen is normally populated over time while performing the Charce Entry Process but you are free to populate it or review it at anytime This table is not only available from the patient s
105. C Defaults Note This is typically used when an insurance company reimburses on a schedule that is not related to the Medicare fee schedule If the fee schedule is tied to a percentage of Medicare allowable this fee schedule will be set in the insurance record note Medicare allowable will have to be set in each CPT record It is also possible to tell the system to use a particular fee schedule that is already setup in the insurance record for that payer See Insurances in Main Tables Quick MD User Manual Page 45 of 308 Exrecteo Enter your negotiated price that you are expecting the insurance company to reimburse you Quick MD will warn you at the time you are posting payments if the amount is different from your negotiated price Note In order for this to work you must check Compare Ins Payments to Expected Amount in lt Properties gt lt Misc Defaults gt lt Other Defaults gt For more information see page 98 When done click lt OK gt to save Edit CPT Code Record lolx Office Code CPT Number Description Complete Sareh Enter one of the four pieces of information above and click lt Browse gt Choose CPT code record and hit lt Enter gt or double click on a record Office Code EE CPT Code E80 Description BIO SKINTEST O O O O O O O O OOOO O Place Of Seice DOCTORS OFFICE i Type Of Service MEDICAL SERVICE M Amount Of Charge fso T Medicare Allowable 0
106. C information on the patient charge entry screen when the operator enters the CPT code If the NDC information is set the NDC Info Button will say NDC Info Set if it is not set the button will Read NDC Info e A checkbox Include Primary Insurance was added to the charges daily recap If checked it will include the name of the primary Ins Company under each charge if it is set in the patient s file e In the Multi View and the Hi Resolution scheduler a Search By Color button was Added It will search for the next available appointment based on the color that is set on the time slot e The patient s cell phone number ill not print on the demographics print out Quick MD User Manual Page 9 of 308 Version 4 9 e On the patient s insurance screens if the relationship is set at self and an insurance company ID is set the system will display a warning if the first and last name of the subscriber does not match the first and last name of the patient e Anew report was added to Query Patient Ledger in the F9 Ledger Prints Menu This report will list all claims itemized that have a non zero balance The dates on the ledger Query screen are ignored if set for this report e All Daily Recap Reports now have the check box Recap All Providers Separately and work the same as the Daily Recap Report described below e A visit date from and visit to date was added to the Mail Merge If these two dates are filled in
107. CKED LOCKED LOCKED LOCKED LOCKED LOCKED LOCKED LOCKED 15A 30A 45A 00A 15A 30A 45A 00A 15A 30A 45A 00A 15A 30A 45A 11 11 11 feed e ey eged feed feed egee feed feed feed fed fe fe fd g fe 2 je je je A a a gt A A A m m m io Oo o ies w OCKED OCKED OCKED OCKED i Clicking on the Day button above each column of the appointment system allows you to get a complete day view for that doctor on a single screen This screen works like the regular appointment screen and from here you can perform the following actions Double Click Double clicking on a appointment slot will let you book an appointment Each doctor has three books for each appointment time F2 Pressing lt F2 gt while your cursor is in an appointment cell that has an appointment will bring up a screen with the information about the appointment without locking the day for other users F3 Allows you to quickly block or unblock a empty appointment cell under the cursor F8 Will print out a single Super bill for the appointment under the cursor F9 Allows you to block a group of time by setting the block from and block to times F11 Brings up a menu were you can pick a template from any weekday and apply it to the current day Quick MD User Manual Page 145 of 308 Next AVAILABLE BY COLOR This feature allows you to search for the next available appointment time that is defined to a
108. Class Provider z Sort z Bal More Thans Bal Less Transl New Patients Entered From New Patients Entered To a Primins Sec Ins Third Ins Pat Source z Diag fo DOB Before ES DOB After bf Birthday z Guarantor SELECT DATA TO APPEAR ON REPORT Have Not Visited Since a IV Patient ID P Patient Provider I Third Ins I Last Payment Amt IV Patient Name P Patient S S Number Ledger Balance I Date Of Last Payment Patient Address Patient Fin Class I Total Charges Medical Record Number I Patient Home Phone T Sort Code I Total Payments I Patient York Phone I Primary Ins P Total Adjust I Date Of Birth Secondary Ins I Total Adjust REPORT HEADING _ OK f cancel X Use this feature to select the criteria that you wish to report on You may select the order of the report e 1 sort by ID e 2 Sort Alphabetically e 3 Sort by zip code Simply define to Quick MD what information you would like reporting on and then click in the boxes of the information you want to appear on the report give the report a name and then click on lt Ox gt The report will come to the screen giving the user the option of printing the whole report by selecting the Print All button or paging down to the end the user can print only the totals by using the Print Screen button Quick MD User Manual Page 247 of 308 Query PAYMENTS Use this feature to generate a report history
109. DRIVE AUSTIN TX 7875 83 WALMART 1123 MAIN CITY ST 777777777 7O WAUSAU INSURANCE COMPANY IP O BOX 8013 WAUSAU WI 544028013 71 WEB TPA IP O BOX 539508 GRAMD RAOROE TX 750 72 WESTLAKE GROUP MANAGEMENT SVCS IP O BOX 1413 DUNCAN OK 735341413 Insurance Companies Blue Employers Green Select record and hit lt Enter gt or double click on record Note Employers will be listed in green on the Browse screen Quick MD User Manual Page 57 of 308 P O BOX 98501 BATON ROUGE 70884 9501 504 927 3390 QB la N BREE S B Make corrections to the record and click lt Ox gt Delete Insurance Record J Browse Insurance File ooo me ESTE Enter last name or Ib and lt Browse gt Quick MD User Manual Page 58 of 308 Insurance Company Browser Press F1 Key To See More Information Inactive Record TDH Company Name 157 AAPG MAJOR MEDICAL 103 AARP 441 AARP 1025 AARP 851 AARP CLAIM UNIT 343 AARP HEALTH CLAIM DIVISIO 20721ABB VETCO GRAY INC EMP BN 12231 ACADIAN HEALTH CARE ALLIANCE 12351ACADIAN HEALTH CARE ALLIA 1884 ACADIAN HEALTH CARE ALLIA 5i 6 ACADIAN HEALTHCARE ALLIAN 1238 ACADIAN HEALTHCARE ALLIAN 1320 ACADIANA HEALTHCARE ALLIC 12071ACCESS CARE BC BS 1656 ACCOUNTABLE HLTH PLANS 1810 ACI 1802 ACORDIA BENEFIT SERVICES 5351ACORDIA BENEFITS OF S IN S998 ACORDIA INSURANCE COMPANY 498 ACORDIA NATIONAL Choose record and hit lt Enter gt or double click
110. E COMPANY Ageing Report For A Insurance Company M x Today s Date Company ID Provider bd Location Report Orde Age By Date O D Ledger Date Alphabetical C Service Date From OK Cancel X 0 Use this feature to generate an aged account s receivable report for the selected Insurance Company with the Patient s NAME CLAIM NUMBER and any OUTSTANDING BALANCE Sample Aceinc Report For one Insurance Company AGEING REPORT FOR AETNA AS OF 06 24 2003 Page 1 ID Patient Name Clm Current Over 30 Over 60 Over 90 Over 120 9 FUSILIER BRYAN 11 0 00 0 00 0 00 30 00 0 00 9 FUSILIER BRYAN 12 0 00 0 00 0 00 125 00 0 00 9 FUSILIER BRYAN 16 0 00 0 00 100 00 0 00 0 00 9 FUSILIER BRYAN 17 0 00 0 00 125 00 0 00 0 00 9 FUSILIER BRYAN 18 0 00 0 00 125 00 0 00 0 00 9 FUSILIER BRYAN 19 0 00 0 00 125 00 0 00 0 00 9 FUSILIER BRYAN 21 0 00 125 00 0 00 0 00 0 00 9 FUSILIER BRYAN 22 0 00 125 00 0 00 0 00 0 00 9 FUSILIER BRYAN 26 0 00 250 00 0 00 0 00 0 00 9 FUSILIER BRYAN 27 0 00 100 00 0 00 0 00 0 00 9 FUSILIER BRYAN 29 125 00 0 00 0 00 0 00 0 00 GRAND TOTAL 1355 00 125 00 600 00 475 00 155 00 0 00 Quick MD User Manual Page 260 of 308 Acinc Report ALL Insurance Companies Age Report For All Insurance Companies Iof x Today s Date uj 2 i Provider z ea Age By Date Of Ledger Date C From Da
111. ECAP Quick MD uses the ledger date for all reports and NOT the dates of service The dates of service are used for reference and on the 1500 form How Do PERFORM RECAPS FOR ONLY THE WORK I DiD Quick MD allows users to perform summary or detailed recaps by operator For this concept to work properly it is crucial that each operator has their own login into Quick MD It is also important that each user verify the Operator name on the main screen This insures that they are working at a terminal that logged in using their ID number Can CHANGE THE Font Size on my Reports Yes font size changes are performed via the Printer Settings Menu located under the Properties Menu for more information see page 85 Quick md User Manual Page 307 of 308 Why do my HCFA forms Patient Statements or SuperBills not line up from top to bottom If your HCFA forms Patient Statements or SuperBills are not lining up from top to bottom or certain fields are appearing to high or too low you can fix this by adjusting the dithers found under Printer Settings located in the Properties menu for more information see page 85 How do I clear a file lock If you get a locking error for a certain patient then go to the file menu then reset patient file lock On the reset patient file lock form enter the ID of the patient that is locked then click O K If you are getting locking errors in the appointment system then go to the properties or settings se
112. EDULER ONLY Click this box on if to utilize the appointment template feature in the appointment schedule This feature allows templates to be saved and copied in future periods Put 0 00 Invoices on Ins Forms Click this box on if you want to put charge items priced at 0 00 on the insurance form when billing Auto Decipe Ins Co to Use Click this box on if you want Quick MD to automatically decide which one of up to four primary and or up to 4 secondary insurances assigned to this patient should be used based on the date of service of the claim REcALCULATE Cost on Charce Enit Click this box on if you want Quick MD to automatically recalculate the cost of the CPT Code when you edit the charge by hitting F4 in the ledger Quick MD User Manual Page 95 of 308 Mepicat Recorps SEttINGs Use this feature to setup your medical records Interface NOTE In order to use the Electronic Medical Records Interface each user will have to have Word 97 or later installed on their local hard drive d Medical Records Interface Settings Of x Path To Medical Records Folder PScrit Units Of Measurement c mEDDOCSI box Example C DOCUMENT Must End With A Back Slash fube IV Activate Interface With MS Word D o PScript Reply Table Phone Messages Reply Table FePcy NuMeeR one feuestons answer SOs SSS ewoo o ewoo eoo Sf fenrreauestenvocuvents SSS o ronner o omron oom PatH To Menica Recorps Fotper Set th
113. EMENT REPORT FROM 07 12 2005 THRU 07 12 2005 CPT CODE NOBLE DRILLING MEDICAID U O S DONE 99243 90 00 160 00 30 00 The layout will always be the CPT code in the first column followed by a column for each insurance company then the total number of units for that procedure Quick MD User Manual Page 272 of 308 INSURANCE CLaims Not BILLED Use this feature to generate a report on the list of Patients and their Insurance claims that have not been billed This report looks at the claims according to the parameters you select that do not have a red billing note on them Provider z Location z Insurance Co C List Only Primary C List Only Secondary C List Only Third List All OKA Cancel X EE es The report generated contains the following fields Ib Patient Name Insurance Kno primary secondary third INSURANCE Cope Insurance Company Sample Insurance Craims Not Bittep Report INSURANCE CLAIMS NOT BILLED AS OF 06 24 2003 Page 1 ID PATIENT NAME INS KIND ICODE INSURANCE COMPANY DATE CLM BALANCE 9 FUSILIER BRYAN Secondary 6 CIGNA 02 12 2003 il 100 00 9 FUSILIER BRYAN Secondary 6 CIGNA 02 12 2003 3 125 00 9 FUSILIER BRYAN Secondary 6 CIGNA 02 19 2003 4 100 00 9 F
114. H NODES 0 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 H jH LLL LILI LILI LI CILICLICIGCIGCIGCIGCIGIGIG Quick MD User Manual Page 164 of 308 If this table has the desired entries in it already then select the appropriate code or codes you can select up to four codes at once by clicking on the number at the left hand side of the screen this will turn them green that corresponds to the diagnosis codes that you wish to apply to this charge Clicking lt Ok gt will then fill in your diagnosis pointers for you Or you may hit the escape key and simply type the appropriate number s in the pointer field If the diagnosis code you need isn t there you can add it to this table by hitting the lt F1 gt key and browsing the master diagnosis table or by simply typing in the ICD9 number If the one you need is not in the master table then you may add it on the fly by hitting the F10 key you can customize which field your cursor defaults to in Browser Defaults in Properties For more information see page 76 Once your diagnosis codes are entered into the Patient s table you can select them by clicking on the number at the left hand side of the screen that corresponds to the diagnosis codes that you wish to apply to this charge Clicking lt Ox gt will then fill in your diagnosis pointers for you in the charge entry screen Or you may h
115. HE PAYMENT SCREEN HIT OK To save Once all charges are entered on the claim you select the Save button This will bring up the SuPPLIER INFORMATION For IF THIS IS AN INSURANCE RESPONSIBLE CLAIM if you wish for this screen to be displayed on P patient responsible claims also check the box in Properties Misc Defaults Always pop supplier form for more information see page 91 Step Five Enter SUPPLIER INFORMATION NEEDED To Compete THE HCFA Quick MD User Manual Page 169 of 308 Supplier Other Information Form The supplier form is the balance of the information that applies to this claim as a whole HCFA 1500 SUPPLIER INFORMATION FORM FOR CLAIM 1 Date Of Illness or Accident 1 4 raza First Date Of Same Sim llness 15 aa Date Last Seen 19 _ _ Time Of Accident i Employment Related iN 1 0a IN Auto Accident YiN C1 Ob IN State Of Accident 10b v Other Accidenttymjc10e N Peer TE Sta Na Unable To Work From 16 JER e To a OK S Hospitalized From 18 at ot 2 taza Duplicate Lab Work Outside Y N 20 IN Lab Charges 20 0 00 Prior Authorization 23 Accept Assignment Y N 27 r D Of Referring Phy Practice 17 o ID Of Facility Service Was Done 32 Y Block 10d Block 19 NOT SET NOT SET Narrative 1 Narrative 2 Narrative 3 Note The number in parenthesis behind the field descriptions corresponds to the block number of these fields
116. HEN ENTERING CHARGES Click this box on if you want Quick MD to automatically write off the amount defined in the Medicare Write Off Medicaid Write Off or the Fee Schedules contained within each CPT record These CPT records are maintained in the Cpt Taste for more information see page 43 You must also define to the system the Medicare Medicaid BCBS and Other Insurance Write Off in the adjustment tables This is done at the top left of the Misc Default screen see above Note For this option to work the write off fields above must contain the correct data Note You will also need to define the proper Payment and Apsustment codes for more information see pages 67 and 68 Muctipcy Units WHEN Enterinc Cuarces Click this box on if you want Quick MD to calculate the total charge by multiplying the Amount of Charge in the CPT record times the number of units entered when keying charges The number of units is found in the Other Charge Information Screen This screen is turned on or off in the Cpt Entry Options for more information see page 80 Norte For this option to work the Amount of Charge in the CPT record must contain an amount Quick MD will not multiply the number of units if the amount is entered directly in the charge screen Print Two Cuarces Per Line on 1500 Form Click this box on if you want to print two charges per line on the 1500 form INcLupE Amount Pam on 1500 Form Click this box on if you want Quick MD to includ
117. HSaoarvcn 2 E0 E New Frame Left ET New Frame Right E New Frame Above E New Frame Below 2 64 a e A a E Quick MD N e Practice Management System Regarding Patient ANTHONY I LEE Account Number 000001 Patient Demographics Age 55 DOB 04 25 1950 SS 123 32 1444 Sex MALE The following procedures were done at INORTHSIDE HOSPITAL on 03 15 2006 00997 ABDOM SURGERY The diagnosis was 789 04 ABDOM PAIN L LOWER QUAD Draw G AutoShapes N NOORMA Z A S3 SOQ Page 1 Sec 1 1 1 A46 inia Clag REC iek ET PR U a Reviewing Operative Transcription s To review Operative Transcriptions attached to a charge go to the patient s ledger and highlight the claim that you wish to review the document for Then hit lt Shift gt lt F1 gt to activate the Medical Records interface Click lt Operative Transcriptions gt Only the transcription that applies to this claim will appear in the selection box Highlight the File Name and hit the Open button to bring the Operative Transcription to the screen Quick MD User Manual Page 198 of 308 ee 8 Look in medics dAl al al POOOOdBCOOOO File name Files of type Op Reports Documents Cancel 4 OTHER DOCUMENTS If you can create a document or scan it into Microsoft Word you can attach it to the patient s file using this feature Other Documents are not attached to specific a Patient Claim but are attached to the Patient
118. IER 3 1 99225 Diagnosis 100 8 JACOB ALDER 3 1 99225 Diagnosis 789 0 PAY 02 19 2003 JACOB ALDER 9 BRYAN FUSILIER 7 1 99225 Diagnosis 100 ADJ 02 19 2003 BRYAN FUSILIER ADJ 02 19 2003 BRYAN FUSILIER 9 BRYAN FUSILIER 5 1 99225 Diagnosis 100 PAY 02 19 2003 BRYAN FUSILIER ADJ 02 19 2003 BRYAN FUSILIER 8 JACOB ALDER 4 1 99225 Diagnosis 789 0 8 JACOB ALDER 5 1 99225 Diagnosis 789 0 15 KIRK SMITH 1 1 99225 Diagnosis 100 15 KIRK SMITH 1 2 99225 Diagnosis 100 PAY 03 11 2003 KIRK SMITH 9 BRYAN FUSILIER 11 1 99225 Diagnosis 100 PAY 04 03 2003 BRYAN FUSILIER PAY 04 09 2003 CIGNA ADJ 03 14 2003 BRYAN FUSILIER QUERY TOTALS OFFICE OFFICE T amp amp PATIENT CHE OFFICE T TRANSF amp TRANS F OFFICE amp PATIENT CH TRANS F OFFICE Y OFFICE OFFICE T OFFICE amp amp amp amp PATI T INT CHE OFFICE VISIT N PATIENT PATIENT TRANS F 1 00 02 12 2003 1 00 02 19 2003 1 00 02 19 2003 1 00 02 19 2003 1 00 03 11 1 00 03 11 1 00 03 11 1 00 03 11 2003 2003 2003 2003 1 00 03 14 2003 TOTAL CHARGE
119. In other words you may have a patient that you will use one method on and another patient that you will use another method on You can even mix methods within one patient s ledger 1 Reassignment Method This method adds or changes the responsibility codes during the process of collecting payment on a claim For example we have entered a claim for a patient that has primary and secondary insurance and he will be responsible for what is not paid by the insurance companies When we first enter his claim we place only the I primary responsibilities on the charges The primary insurance is then billed When the payment from the primary is posted we then add the S secondary responsibility to the charges on this claim The secondary insurance company will now be billed When the payment for the secondary insurance is posted we then add the P patient responsibility to the charges and the patient will now be billed for the balance on the claim By using the reassignment method of billing responsible parties with the lower precedence do not receive bills until the responsible parties with the higher precedence have paid 2 Method By using this method you will add all responsible parties responsibility code to the charges when you first enter the charges Quick MD will now bill all the responsible parties for the entire bill 3 Co percent method This feature of the medical system allows you to bill the patient at the same time as the insu
120. LAS 455 HEYMANN BLVD LAFAYETTE LA 70503 M C UPin F43132 Caid Hosp ID 703 ABDEL RAHMAN HOSSAM 151 HILL STREET EUNICE LA 70535 M C UPin H36286 Caid Hosp ID 480 ABSHIRE STEPHEN 201 ST PATRICK LAFAYETTE LA 70506 M C UPin B61285 Caid Hosp ID 118 ACCARDO REBECCA MD 18034 WEST MAIN STREET FRANKLIN LA 70538 M C UPin B89503 Caid Hosp ID From the Data Output Processor you can either download or print the report Downtoapinc Reports To TEXT FiLes All reports can be saved to text files for use with an external program Simply choose the folder where you want the file placed and then give it a name Quick MD User Manual Page 52 of 308 Save Report File amp Local Disk C od gt Compaq O Download cpqapp HELPBLDR 2 CPODRY 1386 cpqs O Program Files cygwin E qmeddemo 2 Documents and Settings seua2k a E Ma Quick MD User Manual Page 53 of 308 Print LABELS Choose yes here and you will get a list of mailing labels for all of the referring Physicians and facilities in your database DATA OUTPUT PROCESSOR Pabn Pour Tow Ena Downioad Frintsereen Priman Printers cise JOHN DOE G DOE 123 MAIN ST 123 MAIN ST CITY ST 77777 7777 CITY ST 77777 7777 MAX DOE JANE DOE 123 MAIN ST 123 MAIN ST CITY ST 77777 7777 CITY ST 77777 7777 MARY DOE ST 123 MAIN 77777 7777 CITY ST 77777 7777 Quick MD User Manual P
121. LSIE WARD 947 32 0 00 ACTIVE 947 32 14 CLAIRE PARKER 1200 00 0 00 ACTIVE 1200 00 15 JAMES SPIKES 1200 00 0 00 ACTIVE 1200 00 16 JODY SEAUX 2400 24 0 00 ACTIVE 2400 24 B23 12621 37 Note Zero balance contracts will show up on the report if they are still active You can set them to inactive on the promise to pay form for more information see page 184 Quick MD User Manual Page 283 of 308 ADVANCED FEATURES OF QUICK MD THE SYSTEM UTILITIES MENU Data Fies Resuitp Rebuild Data File O x History Ledger File Diagnosis File Appointment File Zip Codes File Canned Notes File Insurance File Referring Physcian File CPT Codes File Current Ledger File Supply File 1500 Primary Insurance History File Secondary Insurance History File Phone Messages File Prescriptions File E Mail File Custom Information File Deleted Ledger File Managed Care File Exit WARNING All terminals except this one must be out of the system before starting any rebuild You also must have at least the size of the data file being rebuilt free on the drive Make SURE you have a good backup before starting It is STRONGLY recommended that you RE BOOT your computer before starting a rebuild If a system ISAM error message occurs due to some type of corruption in a file this feature allows you to rebuild that data file by selecting the file that was made reference to in the error message Choose the file y
122. Manual Page 99 of 308 J Optional Data Paths To Table Files Path Tons File 8 Path To OtherTables 8 KY This feature allows you to select optional data paths to table files This option is rarely used but would be utilized if tables were used that were not located within the Quick MD directories Evectronic FILING Etectronic Mepicare Mepicaip BLue Cross ann CLEARING House SETTINGS ELECTRONIC MEDICARE SETTINGS Path To Communication Directory C EBILL Name Of EMC Response File RESPONSE EMC Submitter ID L0834 Password TRAITS Biller Specialty Code fo cel Type Of Claim F or BF Type Of Run TEST or PROD TEST Next Batch Number 4 Quick MD User Manual Page 100 of 308 JELECTRONIC BCBS SETTINGS iol x Path To Communication Directory Name Of EMC Response File RESPONSE BLX Submitter pg 285418320 Password COMPUTER Biller Specialty Code fo cup tst lt CstisS Type Of Claim F or BF Type Of Run TEST or PROD MEST Next Batch Number _10 File For Insurance Class BCBS OK y J LOUISIANA ELECTRONIC MEDICAID SETTINGS Path To Communications Directory CA 4502529 Submitter inal Ok Contact Person KATHY Quick MD User Manual Page 101 of 308 Clearing House Settings Claims will go to THIN in Texas and Proxy Med everywhere else Claims Path And File Name MEEA SSE Edit Report Path And File Name C EBILL Submitt
123. N 0 00 17210 0 00 0 00 100 00 272 10 34 JOHNSON AMBER 120 00 0 00 0 00 0 00 0 00 120 00 31 KRAMER KEITH 0 00 150 00 0 00 0 00 0 00 150 00 420 00 322 10 0 00 0 00 100 00 842 10 Quick MD User Manual Page 261 of 308 COMPANY 2 MEDICAID Acct Patient Name Current Over 30 Over 60 Over 90 Over 120 Total 5 DEVERON SEAN 0 00 0 00 0 00 230 00 0 00 230 00 0 00 0 00 0 00 230 00 0 00 230 00 Quick MD User Manual Page 262 of 308 Aceinc Report By Cram Insurance Ageing Report By Claim Use this feature to generate an ageing report by claim type provider and location for a certain date range If you wanted to see an ageing report of all of your secondary claims within in a certain date range you would check the box labeled Secondary Claims choose your date range and then click OK Sampte Aceinc Report By Cram Office GOODFELLOW CLINIC INSURANCE AGEING REPORT BY CLAIM FROM 01 01 2005 TO 06 08 2005 Page 2 Acct Patient Name Clm Responsible Party At This Time Current Over 30 Over 60 Over 90 Over 120 10 WHITE LISA R 1 0 0 00 0 00 0 00 1350 00 0 00 Primary Co Date of Claim 02 16 2005 10 WHITE LISA R 2 0 0 00 0 00 0 00 500 00 0 00 Primary Co Date of Claim 02 16 2005 636 00 0 00 1175 00 4800 20 1000 00 GRAND TOTAL 7611 20 Quick MD User Manual Page 263 of 308 FinanciaL Class Aceinc Summary Report Financial Class Ageing Summary Report M E3
124. N QUICK MD oo ciss shaun ntenssdianeineiabaaasann hela daluladnstedaandauinipiasaduaai in sabaannncdaaallas 242 THE RECAPS MENU ai 242 Campie Daly Charges Repol crnca 244 Baik ACUSE cia aai 245 ANALYZING YOUR INFORMA TION N OUICK MEO esnias oaiae anida 247 THE REPORTS MENU sith acct TG ca eed a a 247 Cuen PS UN eae Stabe aad a adenine Nhs acs need dsacees 250 Sampe Cheat PI it ens PEDO aaa iadedee ata 250 Cuen Ci cd ae eet fe Dae ie ee ame gee Malate eal a S nanaedadaiees 251 SPA ER T EE o A E E E EAE EENE A EAEE A N OR ETAT NE EANET AEE 252 PEST MLA Le Tc ua 253 Print LODS ses icant ads tacos vieattacs ai Maaaaiedy asda tle saaueeesasbaadtincde Nusa eb Ae amatial sO Sacua ee iendancatmasarnd le seedmieeeatads 255 Ageing Report for one insurance Company inscciscteei stead einai doin manaa aAa aaa aaa eld airbases alll 260 Sample Ageing Report For one Insurance Company sssssssnessssrenssnnsnnesnennnnnenntinnnnennennannenntnnnnneantntnnnnanaaaannnnna 260 Aging Report All Insurance Companies aesinirisinirristininininnnan i aaiae aia aAA Aa 261 Sample Ageing Report For All Insurance COMPANIES cccccsssccecsesesseeeeeeeccesseeeeeesseeseeeeeesseseeeeeeseeeesseeeeseeeess 261 Agomo Repor By Ca ct tts era saa ic i ee aud aad dante AA adi taedas 263 Sample Ageing Report By Glain y aca th add rao a car ada baad a 263 Fina cial Class Ageing Summary REGO viiccieccinic
125. N THE CLIENTS Create a new Short Cut that points to book exe in the shared qmed folder on the server Note You can only use the Q Schedule or the Multi View Scheduler not both so you will need to decide which one fits your needs Once you have decide on the one that you want make sure that all of the client s short cuts point to the correct executable Settinc up Mosie X Ray 1 Setup the Business in the provider table a Goto the Properties Menu b Then the Proviper TABLE c Choose the provider button on the far right This should be provider number 26 d Enter the Mepicaip and MepicareE numbers 2 Check the Mobile Xray box a Go to the Properties menu b Then MisceLLaneous DerfauLT SETTINGS c Next OTHER DEFAuLts d Finally check the Fite CLaims For Mosie Xray Box 3 Set the Medicare number in the Referring Physician Facility table in the Mepicare upin field 4 Set the Medicaid number in the Referring Physician Facility table in the Mepicain field Quick MD User Manual Page 37 of 308 Conricurinc Quick MD THE TABLES MENU Use this feature to populate and maintain the four main tables utilized by Quick MD Icom Copes Cpt Copes REFERRING Puysicians and Insurance Recors Note When configuring Quick MD for the first time you will want to populate the properties first before moving on to the tables In particular you need to have you Place Of Service and Type Of Service codes set b
126. Order Of Sort __ Report By What Date Office Code Ledger Date CET Code C Serice Date From C Description Ky Cancel x Use this feature to generate a report on the total units and total dollar amount generated on every CPT Codes that was utilized during the time frame selected The report generated will contain the following fields House Cope CPT Cone DESCRIPTION oF UNITS OR TIMES THIS WAS UTILIZED Tota DoLLARS THIS CODE GENERATED AVERAGE DOLLAR AMOUNT PER TIME USED and PERCENTAGE OF YOUR TOTAL PRACTICE REVENUE THIS CODE REPRESENTS A WONDERFUL REPORT FOR ANALIZING YOUR PARACTICE Sample CPT Copes Ana ysis Report CPT CODES ANALYSIS FOR ALL PROVIDERS 01 01 2003 To 06 24 2003 Page 1 CODE CPT CODE DESCRIPTION UNITS TOTAL AVG TOT 100 100 NEW OFFICE VISIT 3 00 200 00 66 67 1 36 15MIN 9999999 15 MINUTE 1 00 125 00 0 00 0 00 90801 90801 PSYCH EVAL 4 00 495 00 123 15 34 37 99212 99212 OFFICE VISIT 8 00 800 00 100 00 5 44 99225 99225 OFFICE VISIT NEW 37 00 6700 00 181 08 45 58 CONTRC CONTRCT CONTRACT BILLING 79 00 6505 00 82 34 44 25 CREDIT CREDIT PATIENT OVERPAYMENT 2 00 0 00 0 00 0 00 14700 00 Quick MD User Manual Page 268 of 308 Payment Anacysis By Cpt Cope Report This report show the amount of money collected number of units average per until and percentage of the grand total for all procedure code
127. PgDn Reports PgUp PgDn Reports Next Av Settings Help Ext AY Settings Help 07 00A O7 154 07 30A 07 45A 08 004 08 154 JACOB ALDER 08 45A 09 004 09 154 09 304 09 454 10 004 10 154 10 304 10 454 Quick MD User Manual Page 106 of 308 CREATE AN APPOINTMENT Click in the time slot of one of the up to four appointment books that you want to schedule an appointment for and select lt F1 gt or double click the time slot to create an appointment Patent pe M emef Home Phone 5 Work o 7 Ext Pre Cert fo Status Code ow NOT SHOW x Ret Phy Verification C Verified Not verified Booking Operator DEMO USER I Super Bill Was Printed J K Cut Paste x Cancel lo Enter the patients ID if you know it or Select lt F1 gt to bring up the Loox Up Patient Fite Screen where you can search for the patient in your database for more information on using the Look Up Patient Fite Screen see page 211 Important If you are scheduling an appointment for a patient who is not in your system then enter through the ID field and simply enter the new patient s name phone number and the reason for the visit This allows you to schedule patients without setting them up in the system first If the patient does not show up for the visit then you have not wasted an Id number nor lost the time to set them up un necessarily Nore Also you may wa
128. Properties Electronic filing Electronic Ochsner Kidmed Settings c ebill H450 kid if you created a folder on your server drive use it s name in place of c ebill Next you will need to create a Kid Med insurance company in the master insurance table You can do this by going to tables Add Insurance Record Remember the id of the insurance company that you just created then go to Quick MD User Manual Page 26 of 308 Properties Insurance Id Numbers in the field labeled Your Kid Med ID From the Insurance File put in the Kid Med ID When setting up a patient s account the Kid Med insurance company must be defined as the patient s third insurance company Any Kid Med charges entered will need to have the responsibility of A After entering a Kid Med claim the electronic version of the KM3 form will be displayed if you need to access the KM3 form after the claim is entered go to the current ledger highlight a Kid Med claim and hit the shift F8 key combination Bittinc Notes Quick MD puts a red billing note in the ledger when a claim is billed and shows the user whether it s a Primary Insurance 1000 Secondary Insurance 1001 Third 1002 or Patient Billing 1003 note When Quick MD is told to bill a particular Responsibility Code it runs through all the ledgers checking for claims that have no billing notes on them IT IS VERY IMPORTANT TO UNDERSTAND THIS CONCEPT Payment POSTING ALWAYS post payments and ad
129. Quick MD A Professional Medical Management System User s MANUAL TABLE OF CONTENTS TOLE CF O ONTENI bacne 1 PA TOUTE THG ANIA opi aa 8 RECENT ADDITIONS TO I Oe cbs ined aeii Aaaa iiiad 9 FEATURES FUNCTIONS AND CONCEPTS oaeiio narena aaae aaa aiaa 25 Ar o ot TROON NVGO a a 25 n e E a a ed ha oe tea hs ta ao a a 25 TIDY TN a e ted ete id alae atlanta tandat ear cuate ad daae iadecennte es 25 Scheduling an FA PO NMI asst otand Stade Sack cenena nn Raat bial a ea aed stokes a E G aA Aa aA 29 DEVE TG NVA PO NTIMMEI riirii ia aa ia a aD A aaa aaa aa 29 Moving ea VEIN aenieiai aa aA aE A E aana a ARARE 29 ECU YING APPOINTEES iaiaaeaia aa a adain aai aa 30 Wang GS aaa aea aa 30 Adang a patent to me walng WEE eria a 30 B king a patent from ihe waiting Ist cssossssisssdicisiadiontiae kaod iaaii iia ikae akioa ia baei aa baoi kaika kaea 30 Wokad WN T eee UR aa edeas wanda dncesee daceinces he aaneniien ei aaiudleds ne ycdudadd 31 Cowi E a aa 32 Recapping Transactions Quick Reference Daily RECADS ccccccccccccccceceeceeeeeseesscssecccccceceecececeeececceseeeesssseseeseeesssseees 32 Billing Quick Reference Quick MD User Manual Page 1 of 308 LET ee Pree ree ee eee rere green cree etree eres rere eee ey errr rye ener penne ener tery Teer rete re mine rrree ye eere rey crirrr ree eameeeenerrrnrr rye 33
130. RLEANS Prim Ins MEDICARE Historical Third Ins Ins Sec Ins AETNA Company Pol Grp Guarantor JEANATTORNEYATL JOHN Responsibility JEANATTORNEYATL OT El JOHN H Phone H Phone Clm Inv 337 499 1313 337 499 1313 aim At This Time Resp Description IER H P 239 487 7987 W P AA 70128 DOB 01 01 1970 PO1l 987349587 Grp MEDICARE PO1 987349587 Grp In effect Until zP EXT SS 987 34 9587 06 24 2003 Prim Diag Units Amount ID PO BOX 3131 36 TONYA NEW OR LYNN FUSI EANS AA 70128 DO JIER H P 239 487 7987 W P Prim Ins MEDICARE Historical Sec Ins Third Ins Responsibil Ins Company AETNA Pol Pol Grp Guarantor JEANATTORN ity Of Cl ID 1 ME DICARE PO BOX 789 Subsciber TONYA FUSILI Date M Pol 987349587 Grp In effect Until EDICARE 987349587 Grp EYATL JOHN laim At This Time Phn 800 222 0155 Contact JACK SAND JACKSON MS 75589 B 01 01 1970 zL EXT SS 987 34 9587 06 24 2003 ERS ER SS 987 34 9587 DOB 01 01 1970 Clm Inv Resp Description Prim Diag Units Amount Quick MD User Manual Page 267 of 308 Cpt Copes Anatysis REPORT CPT Codes Analysis Report iof x From Date ee To Date _ _ Provider Location
131. SOR Pate Paup To End Download Prin screen Printan Printers close INSURANCE COMPANY LISTING Company Name Phone Contact ACADIAN HEALTH CARE ALLIA 888 524 2777 From the Data Output Processor you can either download or print the report Quick MD User Manual Page 60 of 308 Druc TABLE This table maintains all of the Drugs you prescribe using the prescription module in Quick MD for more information see page 208 Use this feature to add edit and delete your Drug Records App Druc Recorp Type in the Description of the drug you wish to add Type in the Default Refills Dispense amounts and Default Sig for the drug you are adding and hit OK If you are going to be billing procedures associated with this drug then you will need to fill out the NDC number Default Dispensed and the Default Unit of Measurements You can setup the Default Unit Of Measurements in properties See Page 96 Epit Druc Record 10 x Type in the name of the drug you wish to edit When the description box comes up simply edit the drug and hit OK Derete Druc Recorp 0 x Type in the name of the drug you wish to delete and hit OK Print REPORT Use this feature to print a report of all the drugs you have added to Quick MD Quick MD User Manual Page 61 of 308 O x Pabn Pour Top End Download PrintScreen Printa Printers close DRUG RECORDS 10 27 2004 Page 1 DESCRIPTION WASP Inject
132. Search For Provider Two If a provider is selected here the appointment system will allow the search to find open times for this provider also Note If provider two is set then both books must have the open time requested to be selected Quick MD User Manual Page 146 of 308 WORKING WITH PATIENTS IN QUICK MD Quick MD was designed to allow you to work with your patients in as simple and intuitive a manner possible Most of the work you will do with your patients will occur in the Patient DemocrapHics Screen This one screen acts as a pivot point from which all the functionality relating to your Patients can be accessed THE FILE MENU App a New Patient Fite Getting there Fie Biling Recaps Tables Payments Reports Properties E Bill NSF E Bill ANSI System Utilities Lookup Patient Fast Charge Entry Open Patient Ledger Delete Patient File Exit OR click on the e icon ADD NEW PATIENT FI Primary Secondary Third Statement SA Save Ledger Balances info co Contracts Recalls Managed Care First Name Last Name Middle Name Generation Title ID m ee i e ee _ S S D L Medical Record Mmm 225 TALA 225 ext A 225 Class Provider EELA MAIN OFFICE Patient Source Employer Emp Status Sort Code Marital Status Primary Ins Block w Ins Date Created 01 14 2009 Third Ins JILL SMITH Quick MD User Manual Page 147 of 308 Ipb To have th
133. Super Bit allows user to control the next super bill number used when printing super bills from the scheduler OF DAYS TO GO OUT ON CHECK FOR FUTURE APPOINTMENTS his feature allows you specify the number of days that the Check for Future Appointments feature will run through This allows you to tune the application for slower networks and large databases Nore Settings of 0 or 1 will make Quick MD scan ALL dates into the future If you want to decrease the number of days then settings of two or greater will turn this feature on ReBuitp App Fite this utility allows for the appointment files to be rebuilt in the event data files are corrupted Relnoex App Fite this utility allows for the appointment files to be re indexed in the event data files are corrupted Purce App Fite Use this feature to purge appointment files for a time period if desired Reset Lockep Fiers If a system error message occurs in the appointment file this feature allows you to reset lock fields to clear error message and allow the user to continue Exampte System error message will display appointments locked by another terminal and you know no one else has this day in use This occurs when someone is scheduling an appointment and windows locks up or there is a power spike or outage et al Important All operators except the one running this utility must be out of the Appointment System and Quick MD Set AppointmENT REASONS
134. T PATIENTS 100 100 EPTOSPIROSIS 3050 00 32 46 14 100 8 100 8 OTHER SPECIFIED LEPTOSPIRAL IN 2150 00 22 88 1 100 81 100 81 EPTOSPIRAL MENINGITIS ASEPTI 850 00 9 05 2 100 89 100 89 OTHER SPECIFIED LEPTOSPIRAL IN 125 00 133 1 100 9 100 9 HEPTOSPIROSIS UNSPECIFIED 1295 00 13 78 3 101 101 VINCENT S ANGINA 25 00 133 1 102 102 YAWS 425 00 4 52 2 102 0 102 0 INITIAL LESIONS OF YAWS 50 00 1 60 441 3 441 3 ABDOMINAL ANEURYSM RUPTURED 200 00 2213 I 789 0 789 0 ABDOMINAL PAIN 325 00 3 46 2 789 32 789 0 ABDOMINAL PAIN 700 00 7 45 4 9395 00 Quick MD User Manual Page 270 of 308 Charce amp Payment For Companies Set In Patient RESPONSIBLE Charges amp Payments For Companies Set In Patient Responsible From Date n n cence May Be Left Blank For All Companies SOK X Cancel a This report will give you the total charged and collected during a time period for all companies or for companies that have a sales person associated with them To associate a sales person with a company you add the sales person s name in the comment field of the employer record and check the box labeled This Company is an Employer has to be checked For more info see Add Insurance Record55 Only items for Patients that have a company as the guarantor have the P responsibility on the charge and payment and have payments and charges in the specified date range will show up on the report For more information on guarantors see 31
135. TRANSFER OUT 38 14 39 15 PATIENT REFUNDS 40 16 INSURANCE REFUNDS 41 17 NSF CHECK 42 18 CONTRACT W O 43 2 5 20 INSURANCE RECOP 45 E 21 46 G 2 r 23 48 E wmm 25 B 50 b Code To Transfer Credits Out 13 Code For Ins Payment Reversal fo Code To Transfer Credits in 14 ox 4 This determines whether the adjustment moves money into or out of a patients ledger Enter a to add money to the patient ledger or increase the amount of money he owes the office Enter a to entries that will decrease the patient s account receivables Keep in mind that all refunds and NSF s will carry the as it will need to add back to the ledger in order to zero it out CODE For Ins Payment Reversal Enter the number that you wish to use for your insurance recoup adjustment If this code is set when entering a negative payment on the Insurance payments by Invoice Screen an adjustment of the type defined will be entered into the ledger GL CODE Use this feature to generate adjustment totals by code For instance if a CPA firm prepares your financial statements or you use an accounting package in your office such as QuickBooks Win Books Peachtree etc these codes would group the adjustment information by their GL codes for entry into the General Ledger of your accounting software Important When setting up the program for the first time you will want to
136. The Ledger File After this has Finished The Purge OK SZ Cancel X This feature allows all claims in a Ledger with a zero balance that have a ledger date less than or equal to the selected cut off date to be moved to the patient s History Ledger After the purging process has finished it is recommended that you rebuild the Ledger File Once Patient Ledgers have been moved to History Ledger no reports can be generated for those claims Norte System will only move the Patient accounts you selected Set Operator RIGHTS Quick MD User Manual Page 286 of 308 J Set Operator Rights Quick MD allows for up to fifty users with different ID s passwords and degrees of users rights Quick MD User Manual Page 287 of 308 Steps 1 Select one of the numbered boxes that number will be this operators ID to log on Quick MD ID 01 JILL SMITH i Operator Name LASi Password PASS M Allow Entry Into Operator Setup Screen JA M Allow Entry Into Reporting Functions Shale eek A M Allow Operator Into Patient Ledgers M Allow Operator The Right To Edit In Patient Ledgers V Allow The Operator The Right To Delete Charges M Allow Operator The Right To Delete Payments M Allow The Operator The Right To Delete Adjustments M Allow The Operator The Right To Delete Notes M Allow Entry Into Tables M Allow Entry Into Properties M Allow Entry Into System Utilities M Allow Entry Into Electronic Insurance Filings
137. USILIER BRYAN Primary 4 AETNA 02 12 2003 13 100 00 9 FUSILIER BRYAN Secondary 6 CIGNA 02 12 2003 13 100 00 9 FUSILIER BRYAN Secondary 6 CIGNA 05 13 2003 23 125 00 9 FUSILIER BRYAN Primary 4 AETNA 05 22 2003 26 250 00 9 FUSILIER BRYAN Primary 4 AETNA 05 22 2003 27 100 00 9 FUSILIER BRYAN Primary 4 AETNA 06 05 2003 29 125 00 31 KRAMER KEITH Secondary 3 BLUE CROSS 05 19 2003 1 150 00 33 DAVIS JOHNNY Primary 6 CIGNA 06 11 2003 4 150 00 34 JOHNSON AMBER Primary 6 CIGNA 06 17 2003 2 150 00 34 JOHNSON AMBER Primary 6 CIGNA 06 17 2003 3 120 00 35 FUSILIER AMBER Primary 6 CIGNA 06 17 2003 2 150 00 36 FUSILIER TONYA Primary 1 MEDICARE 06 24 2003 2 150 00 36 FUSILIER TONYA Primary 1 MEDICARE 06 24 2003 3 150 00 TOTAL PRIMARY CLAIMS 10 1445 00 TOTAL SECONDARY CLAIMS 6 S 700 00 TOTAL ATT THIRD CLAIMS 0 S 0 00 TOTALS FOR ALL CLAIMS 16 2145 00 Quick MD User Manual Page 273 of 308 Craims With Crenit BALANCES LIST CLAIMS WITH CREDIT BALANCE _ O x From Date M To Dael 7 Location Provider For The Resposibility Of Report Order Apha Order C D Order OKA Cancel X Use this feature to generate a report on the list of Patient s and the claim number that have a credit balance A credit balance occurs when an overpayment has been posted to a claim If the claim has a P responsibility attached to it the credit will be reflected in the patient s un applied credit If the
138. XM Cancel Use this feature to generate a report of all of the late Promise ro Pay payments PROMISE TO PAY LATE REPORT FOR 03 14 2005 Page 1 Act Patient Due Date SExpected SAct Pay S Cont Amt S Cont Bal 1 JANE DOE 03 01 2005 100 00 80 00 1200 00 920 00 THIS IS A PARTIAL PAYMENT 2 DAVID SARGENT 03 01 2005 500 00 0 00 2000 00 2000 00 Act Patient s account number Patient The patient s full name Due Date Date that the payment was due Expected This is the expected amount of the patient Act Pay Actual amount that was paid Cont Amt This is the original Contract amount Cont Bal This column contains the Contract balance Quick MD User Manual Page 282 of 308 List Promise To Pay Contracts xi Q Lisk Promise To Pay Contracts L w This report will show all of the promise to pay contracts in the system PROMISE TO PAY CONTRACTS LISTING 03 14 2005 Page 1 Act Patient Cont Amt Tot Pays Status Last Pay SCont Bal 1 JANE DOE 1200 00 1200 00 ACTIVE 03 14 2005 0 00 2 DAVID SARGENT 2000 00 0 00 ACTIVE 2000 00 5 ROBERT LEUBNER 1200 27 0 00 ACTIVE 1200 27 7 BLANCHE MELTON 1200 27 0 00 ACTIVE 1200 27 8 JAYLIN MARTINEZ 850 00 0 00 ACTIVE 850 00 9 MARCIA STEWART 123 27 0 00 ACTIVE 12327 12 SAVANNAH SINGLETON 1600 00 100 00 ACTIVE 02 23 2005 1500 00 13 KE
139. XXXXXXXXXKXXXXXXXXXXXXXKXXXXXXXXKXXX OD9XKXXXXXXXXKXXXXXXXXKXXXXXXXXXXXXXKXXXXXXXXKXXXXXXXXKXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXKXXX 1OXXXXXXXXXXXXXXXXXXXXXXXXXKXXXXXXXXXXXXXKXXXXXXXXKXXXXXXXXKXXXXXKXXXXXXXXXXXXXXXXXXXXXKXXX 11XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXKXXXXXKXXXXXXXXKXXXXXXXKXXXXXKXXXXXXXXXXXXXXXXXXXXXKXXX 1ZXXXXXXXXXXXXXXXXXXXXKXXXXXXXXXXXXXKXXXXXXXXKXXXXXKXXXXXXXXKXXXXXXXXKXXXXXKXXXXXXXXXXXXXXXX 13SXXXXXXXXXXXXKXXXXXXXKXXXXXXXXXXXXXKXXXXXXXXKXXXXKXXXXKXXXKXXXXXXXXKXXXXXXXXXXXXXXXXXXXXX 14XXXXXXXKXXXXXKXXXXXXXKXXXXXXXXXXXXXKXXXXKXXXKXXXXKXXXXXXXKXXXXXXXXKXXXXXXXXXXXXXXXXXXXXX 1SXXXXXXXXXXXXKXXXXXXXXKXXXXKXXXKXXXXXKXXXXXKXXXKXXXXKXXXKXXXXXKXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 1XXXXXXXXXXXXKXXXXXXXXKXXXXXXXXKXXXXXKXXXXKXXXKXXXXKXXXXKXXXKXXXXXXXXKXXXXXXXXXXXXXXXXXXXXX 1FXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 1SXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 19XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 2Z XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 2 1XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 2Z2ZXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 23IXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 2 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX The numbe
140. You can set all ledgers to default to hiding zero balance claims with a check box in the Browser Default window For more information see page 76 History LEDGER This feature stores all zero balance claims that were moved from the current ledger to history via the Move Lepces To HisTorY FEATURE FOUND IN System Utiities for more information see page 286 Quick MD User Manual Page 178 of 308 Important Once zero balance claims are moved to History Ledger no reports can be generated on those claims and there is no way to move them back to Current So be sure this is the desired result Quick MD User Manual Page 179 of 308 DEPENDANT BALANCES E 2 JOHN SMITH x 3 MIKE SMITH x 6 SANDRA RYAN This feature will display all dependant balances that are listed in the Dependant Ledger with the total for the family listed in the grand total This information is available from any of the patients that are tied together for more information see Derenpents below DEPENDANTS Dependants ID Name SHANNON BOUDREAUX This feature allows for tying all the Dependants ID numbers and their names to the account of the Guarantor or to attach family members accounts From the guarantors account simply hit the lt F1 gt key in the yellow field browse the patient file and bring in the one you want to select Once this is done the dependant s balances button can be accessed from any dependant s account or the guarantor s account
141. ad andl Sata ct eae Riaad eas oa dare dada aes Matt dt ea palate Aataadatoese 67 a a elt ic aces tachclaes scan setae ciata aha ies ia able ties aicialsin seeaamasth sSaansuhtilh alates tiebalanatsisliessicaaais anceledna 68 ae last Oe Ce a I 17 oa en Oe ee ener ne eee Cena ae 69 Pn Ws a ct es lari tena or tated os Seiden aerial eceacaae talon eat tall et cadets comendeeneahanetoamicaabes 71 Ta Lt BG ote TIDE rere eee ete en eee pe rte ote eee Ee ne reer Er ete eT mee eer ree 72 BNL ornina E a E O take a EE 72 Pavert Deia CS nag cos ease oeedsiads EO A a O nara Le scseaiat 72 Patent Custom lntormation Real s S Sane ae ae ae en ee ee ee ee ee a ee ere et 73 Patent Custom lntormation Female psciss poccnscticds samen cduasianssatdeaagicdudinaddaaeydeeea teed a aAa aE 73 Recall ea aac ta eden aadanenaictiateant av A dtuandpisinns neaabaa ahs E canuedshamedatncembaaaban ita catmaivagtamananase 75 Browser LACT RS oss ia oes aa teoniaske gaat a Aa ada bmuepsenabedataaseds AR 76 Panen Dunning IN US sicion aa ieetamuumaas 77 Manota eer TapE dt anche Da aaa da daha aka wip a aeeraara aa a a N aE U Employment SS AS eai a 78 Quick MD User Manual Page 2 of 308 Auto Check E Mail Click this box on if you want the system to automatically check your email for you 0 94 Les lees ee esa ee eee 29011105 3 nee eee a Pee eee rere en Tree ere renee ree ere ree tree rrr 96 Oter Detauks siosaia
142. age 258 of 308 Sample Aceinc Report DETAILED DETAILED ACCOUNT AGEING REPORT AS OF 06 24 2003 ALL PROVIDERS Page 1 Acct Name Current 31 60 61 90 91 120 T21 Total Ins Bal 8 ALDER JACOB 500 00 200 00 0 00 250 00 140 00 810 00 BLUE CROSS 0 00 0 00 125 00 0 00 0 00 125 00 BLUE CROSS 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 T2500 14 BRIDGES JEFF 0 00 0 00 0 00 0 00 0 00 0 00 BLUE CROSS 0 00 0 00 0 00 125 00 0 00 125 00 AETNA 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 125 00 33 DAVIS JOHNNY 400 00 0 00 0 00 0 00 0 00 400 00 CIGNA 150 00 0 00 0 00 0 00 0 00 150 00 BLUE CROSS 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 150 00 5 DEVERON SEAN 0 00 0 00 0 00 0 00 0 00 0 00 MEDICAID 0 00 0 00 0 00 230 00 0 00 230 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 230 00 17 FRUGE CINDY 125 00 50 00 25 00 25 00 0 00 225 00 AETNA 0 00 0 00 0 00 0 00 0 00 0 00 BLUE CROSS 0 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 Y INSURANCE 845 00 750 00 1330 00 740 00 00 3665 00 SECONDARY INSURANCE 150 00 314 60 0 00 0 00 100 00 564 60 THIRD INSURANCE 0 00 0 00 0 00 0 00 0 00 0 00 PATIENT 4650 00 1240 00 115 00 420 00 130 00 6295 00 10524 60 PRIMAR Quick MD User Manual Page 259 of 308 AGEING Report FOR ONE INSURANC
143. age 54 of 308 INSURANCE COMPANIES This table maintains all of the insurance companies that your practice deals with Use this feature to add edit and delete your insurance records Add Insurance Record N d le as i i gt E E E E E Name Enter insurance company name Appress 1 Enter insurance company address Appress 2 Enter second line of insurance company address if applicable City Enter insurance company s city Note Do not enter a zip code here That feature is only used on the patient demographics screen State Enter insurance company s state Zip Enter insurance company s zip code Prone Enter insurance company s phone number FAX Enter insurance company s fax number Mooprrier Enter insurance company s modifier that will be attached to all charges submitted to this Quick MD User Manual Page 55 of 308 company if applicable Contact Name Enter insurance company s contact person s name Hospitat ID This field is used only by labs importing data from a hospital and is not applicable for physicians Insurance CLass This features is used to assign a single Provider Pin to multiple insurance companies This allows you to group insurance companies together by assigning them the same Class Code Once these codes are assigned to the individual insurance records you can reference them from within the ProviDER TaBLe for more information see page 65 to
144. al Page 151 of 308 PRIMARY INSURANCE SUBSCRIBER INFORMATION Ins ID JAETNA Sex M Patient s Relationship PATIENT IS INSURED Last Name First Name Middle Name FUSILIER BRYAN Oooo Address 1 PO BOX 1234 o O O save Address 2 City LAFAYETTE State la Tip 70502 Pull Patient Info Phone 237 857 8919 gg 435 19 6706 pog 09 01 1956 PMDE Po Move To Hist Employ Stat v Employer A T WELLING Policy 0004002305501 Group Historical Primary Insurance Companies IDH 5 10 01 2002 UNISY YS LOUISIAHA MEDICAID IDH 1 12 01 2002 MEDICARE SERVICES Ins lb Enter the Insurance ID number of the Insurance company in your system To search press the lt F1 gt Key If the Insurance Company needed is not already in your insurance table then the lt F10 gt key allows you to add it on the fly from here Nore If the patient IS the insured then you are finished Simply hit the Putt Patient InFo button or hit lt Alt gt lt P gt this the quickest way and all of the patient s information will be pulled in from the demographics screen This feature does not prevent you from copying the information and then editing certain fields An example of when this would be used is when the patient is the child and the parent is the insured You can pull the patient info and then most likely change the first name and the social security number Patient s RELationsHip Select the Patients relationship to pe
145. al Super Bill put your cursor in the timeslot of the appointment for which you want the Super Bill printed and hit the lt F8 gt key REPORTS The reports menu allows you to gather information about your appointments and other related material Appointment Listing prints an appointment listing for a specific day Appointment Listing for a period prints an appointment listing for a specified date range Print Super Bills Prints a batch of Super Bills for all patients scheduled for a specified date Search for Existing Appointment Queries the scheduler for an existing appointment Query Appointments Allows you to search for appointments based on specified criteria Referring Physician Report prints a report of who referred your patients to you by a specified date range Appointment Audit Report generates a report by a specified date that shows which patients showed up for their appointments and whether or not charges where entered for this patient on that day ScHEDULING Quick REFERENCE Usine Mutti View SCHEDULER The Multi View Scheduler is a separate but integrated application that is started from its own icon When open this Multi View Scheduler operates on a separate tab on the tool bar which allows for access to it while working anywhere in Quick MD or any other program for detailed information on using the Multi view Scheduler see page 124 Function Keys use IN THE Mu ti View SCHEDULER lt F2 gt Vi
146. and insurance information the Patient Demographic screen gives you access to a wealth of other important information We will now take a look at each of these in turn PATIENT FILE FOR ID 4 DOROTHY HALL A Save Ledger Baiances into co Contracts Recalls managea care EWR corca First Name Last Name Middle Name Generation Title ID a oe EA Address adaress is ain CREENSBORO state EM fm 94838 ES 10 14 1921 Age 87 Yr Meg 2234 34 2342 EIE Ld Medical Record eM artic SELF PAY peepee JOHN SMITH Reet MAIN OFFICE Patient Source PM 200 434 5519 ETAN __ _ _ ext EEA Employer Emp Status Sort Code Marital Status Primary Ins BLUE CROSS BLUE SHIELD OF LOUISIANA Block Bill A on Ins ADMINISTRATIVE BENEFITS eo 04 19 2005 Third Ins JILL SMITH STATEMENT PATIENT STATEMENT INFORMATION The statement field is used when the guarantor is not the same person or does not have the same address as the patient on the demographics screen If the guarantor is also a patient and has children who are patients see Depenpants on page 180 If a patient statement goes to somewhere other than the address on the main demographic screen then Quick MD will send the statement to the person and address in the statement box Quick MD User Manual Page 156 of 308 Responsible Party Statement Company ID 9 JOHN JEAN ATTORNEY AT LAW Last Name First Name Middle Name FUSILIER
147. ation see page 247 All Recap reports can now be run in ID or Alpha order For more information see page 242 Line Item Payment Posting Module was added Electronic remittance can be set to download to line item posting In electronic remittance properties the path should now be set Only to the folder that the remit files are down loaded to and not Include the file name When you press the report or download Button in the remittance module the folder browse dialog will Appear and you select the appropriate file name For more information see page 103 VERSION 3 6 You may have up to 3 additional primary Ins Companies and Quick MD can be set to automatically decide which company to use when filing a claim or the company can be indicated on one of the charges of the claim For more information see page 153 For DME billing you can set the providers DME number and define the DME company to Quick MD and will place the number in block 33 and the reserved column of the charges For more information see page 65 Many reports can now be run by By Date Of Service and also by the ledger date For more information see page 247 The Mail Merge report has the ability to select by date of birth before and after It also can be run by diagnosis code For more information see page 253 New appointment system added that will book 4 slots per provider For more information see page 105 The mouse wheel will now scroll the time slot screen in
148. ays To Search 365 Default Group GROUP NUMBER ONE Default Status Code SHOWED O Time Interval The time interval can be set to ten or fifteen minutes Once the time interval is set it should not be changed Start Time End Time The Start and End times set the default start and end times for all doctors Holidays To Block Stores up to ten holidays User cannot book appointments on holidays Other Defaults Block Weekends If checked the user will not be able to book appointments on the weekend Show Ledger Totals If checked the ledger totals for the current patient will be displayed when booking their appointment Show Office Message Show any office messages that belong to the patient being booked Quick MD User Manual Page 124 of 308 Refresh Every 15 Seconds If this is checked the appointment screen well refresh itself every 15 Seconds This will keep terminals in sync if there are more then one users booking appointments Check For Future bookings When the appointment is booked the system will search for any appointments for this patient in the future If a future appointment is found the system will warn the user O Note The feature only works for appointments that are set using the patient s ID Apply Temp To Existing Days If this feature is checked the templet on existing days will be automatically updated with any changes made to the templet Note When creating templets it is
149. cicnds weicdsininnd silanes icnds aaa ANa Aa RAAE 264 Sample Financial Class Ageing Report useen a aAA aAA EAA AAE AAAA 265 Collections Work Re Oaa PETS Teor Pre Tenner rer aT eeer er ete er rrer rire ety nCrrre Tet eet rere Trier tr rec rerriT ts reer Tren 266 Charge amp Payment For Companies Set In Patient Responsible sssssssrrnnesssnnsnnannsnnnnneennnnasnannnnnnnnasntnnnnnannnnnnnneeenae 271 Average Mate UidLel gece dC Re O eu eT errs Tren tre rece rtm ts feet etre tr errr ere rer oar enT 272 Samble Roimbuisomani Ropo eca renee erty ere ree tener rere eer ere an reper art ere rrr ee tree renee tye er re 272 filet ey arer Claims Not BIG epee ere aoe en ert E eee er rrre er nt voer rer ere merrier A 273 Sample Insurance Claims Not Billed Repot cssrunisisi nainn aa st nae dea ikl va len E Aa acd Sadana uaadaleccan 273 Claims With Credit Balances a 2 eri aces ac gata cha A E al E AEN AE 274 Financial Sunmiary Pan ProVideo c u cectersastsictessipianiatinsspiaadiceneonuniakt sinennaeaed aegaedaibaviatiands pinad ran aka aana 277 Sample Financial Summary For Providers Report cise cinmeonseanecteeadanisaautensas Maadeedenaaded intan otaa Nadai nied aa 277 Conard Lodger Uma oii aaia aaa 278 Sample Cencial Ledger Summary Report iraiiiiriiceneanniinn niaaa A EARE 279 Quick MD User Manual Page 6 of 308 Pono ot Rae ROR g pce OEP RoE RET ERO EE ga DERE ToT CIT See errr oe Rr anne Ferrer ray Oe nT Ter eT ree
150. ck on a time slot to open the appointment details screen where you can now set the query code This is usually done at the end of the business day or as an appointment comes due so that the appropriate selection can be made This feature is for reporting features only for more information on setting up Status Copes see page 130 Note Some offices will set up a book called cancellations and move cancellations to this book to keep the cancelled patient in reporting making that time slot available for another booking Co or Cope choose a color that you would like the shade of that appointment field to be These appointments can have preset colors and a preset amount of time blocked out This is done in the Scheduler Settings Set Appointment Reasons The commands are listed there for the setup For more information see page 128 Note1 Note2 Two notes can be store with each appointment Time Duration Allows you to extend the appointment over multiple units Booking Operator This is the name of the current user Date Set This is the date that the appointment was entered into the system Sup This is the number of the super bill that was printed for this appointment Super Bill Printed If this box is checked a super bill has been printed for this appointment Note If a super bill has been printed for an appointment a will appear before the patients name on the main appointment screen Waiting List This will br
151. claim carries an S or A responsibility the credit will be for the insurance company Sample Cams with Crenit Batances Report CLAIMS WITH A CREDIT BALANCE AS 01 01 2003 TO 06 24 2003 PAGE I ID Patient Name CLM Balance Responsibility 8 ALDER JACOB 2 290 00 ALDER JACOB 9 FUSILIER BRYAN 10 190 00 FUSILIER BRYAN 36 FUSILIER TONYA 5 50 00 FUSILIER TONYA 530 00 TOTAL CLAIMS WITH CREDIT BALANCE gt 3 Quick MD User Manual Page 274 of 308 Craims With Batance Owen LIST CLAIMS WITH BALANCE OWED _ O x From Date ME To Datei Location Provider For The Resposibility Of Report Order Apha Order C D Order OKA Cancel X Use this feature to generate a claims report that have unpaid balances by date range and responsibility The report lists the Patient s name claim number the balance owed and the responsible party name This feature allows the user to track all claims that have not been paid in full Sampce CLams with BaLance Owen Report CLAIMS WITH A BALANCE OWED AS 01 01 2003 TO 06 24 2003 PAGE 1 ID Patient Name CLM Balance Responsibility Ledg Date Last Paymt 8 ALDER JACOB
152. claim posting modules will do this This was changed since Medicare now puts multiple checks in the ANSI 835 file When the payment posting modules see the check number downloaded form the 835 EOB module the check number field will not be visible but the check numbers will be placed on the posted payments in the patient s ledgers 01 25 2005 e Working diagnoses was added to the charge entry screen 01 16 2005 e The Multi View scheduler was rolled out 02 10 2005 e A button was added to the provider table screen Other s On this new screen you can add 2 ins Companies for block 31 and two for block 25 on the paper hcfa 1500 form If a company is set in any of these fields the license number set will be put in the appropriate place 02 15 2005 e The provider listed on the claim was added to the patient quick posting module 02 16 2005 e The ability to block billing for an entire claim was added You can block the primary secondary or tertiary insurance billing Adding a note anywhere within the claim does this To block primary the description line of the note would be BLOCKI secondary would be BLOCKS and third would be BLOCKA Once you delete this note the billing will be picked up You can add the note from the Charge entry screen by checking the box Block billing to primary ins checkbox The List Insurance Claims Not Billed report will list the blocked claims by putting Blocked in front of the Insurance Company name 02 16 2005
153. ction of the appointment system and click on the button labeled Reset lock fields Exitinc Quick MD 1 At Quick MD s Main Menu Select the File button 2 At drop down menu Select Exit 9 Exit System 3 At Confirm Select the lt Yes gt button to confirm the Exit of Quick MD Quick md User Manual Page 308 of 308
154. d edit and delete your CPT Codes Adding CPT Code Record ADDING CPT CODE RECORD Office Cade CPT Code If a Modifier s is used here it must be seperated with a dash EXAMPLE 23465 AA BB anon Ul Place Of Service POCTORS OFFICE Ok Type Of Service MEDICAL o 000 Fee Schedule Amount Of Charge 1 F i ance Medicare Allowable 2 00 Medicare Write Off Sex Standard Units 0 00 Message Code Medicaid Write Off 0 00 I Track This CPT Code 10 00 M Require Referring Phy On Medicare Claims Champus Write Of M Check To Make In Active or Mark As Not HIPAA Compliant GL Code Link codes ol ol wm 5 ol a of CPT Tracking Description Orrice Cope Enter your internal office code for this new CPT record In most instances you would use the same code as the CPT code you are creating But for added flexibility Quick MD allows you to enter your own internal code here This gives you the ability to set the same CPT code up in various ways with different parameters ie different Place of Service Type of Service and the Amount of Charges with or without modifiers pre attached You may group CPTs by categories or bundle them together This means that you can tailor CPT Codes to mirror the different scenarios that your practice engages in Using Office Codes relieves the burden of having to modify these CPT codes at the time of charge entry which reduces errors and boosts productivity
155. d system As payments are received they are posted against the charge in the system they were billed out of In a short time the old system will wind down usually 90 to 120 days This also gives the office the opportunity to be sure all of the patient information is correct By far the least expensive and less stressful way of implementing a new practice management system 2 In some situations a data or partial data conversion might be possible This will all depend on whether or not the information out of the old system is available in an ASCII format There are three things to keep in mind when considering a data conversion A If there is trash data in your old system there will trash in your new one also as all of the bad comes over with the good during a conversion B Never expect to be able to convert ledger history only balance forwards Therefore the old system has to stay up to be able to access history on claims that need refilling C It is an additional expense to the office 3 The third way is to do a manual balance forward set up This would also require the old system to stay up so the old claims would be accessible Below is an outline of the recommended steps for implementing Quick MD 1 Install Quick MD for more information see Instattinc Quicx MD on page 37 2 Go to System Utilities Set Operator rights set up all users of the system issue ID s and Passwords and define their degrees of operator rights for more i
156. days observed by office This feature will automatically block the entire day and will not allow scheduling of patients Active Columns This feature allows users to de activate appointment books 2 3 or 4 for all providers OrtHerR Settines these functions allow for turning on or off miscellaneous settings Bock Weexenps blocks weekend scheduling Show Lepcer Totats allows for the ledger balance screen to be shown when scheduling a patient Snow Orrice Messace allows for the inner office message to be shown when scheduling a patient Quick MD User Manual Page 114 of 308 RerresH Every 15 Sec allows for Quick MD to update any changes to the appointment system every 15 seconds This feature is for a multi user system running on a network Check For Future Appointments will auto check for the first future appointment this patient has providing patient was pulled in by ID Note Depending on the size of the data base and the speed of the network this Feature may have a tendency to slow down the scheduling process You can however tune this feature using the of Days to go out on check for future appointments feature described below Print 4 column Listine If checked this will print the appointment listing out to mirror the 4 columns of the scheduler screen Only the patient names will print on this listing DeFau_t Status Cope Use this feature to set a default status code on all new appointments Next
157. de Primary Ins MEDICARE Second Ins MEDICARE Patient Source Emp Status DEERE MARRIED Block w Stop Booking e AEH 12 04 2002 Third Ins TERRY PATIENT LEDGER This menu is your springboard for interacting with the Ledger This allows you to quickly jump into the ledger itself We will now discuss each option in detail Enter Charges Hew Claim Enter Charges Patient Claim Add Charges To Last Claim _ Current Ledger lt History Ledger Dependant Balances Quick MD User Manual Page 162 of 308 Enter Cuarces New Cram Use this feature to create a new claim in the patient s ledger If the patient has insurance setup then this claim will automatically be assigned the I responsibility If the patient does not have insurance setup then the claim will be assigned the P responsibility Note IF you do not understand the Responsibility Codes at this point you need to stop and learn them as you can not use the system properly without knowing this concept To learn about Responsibility Codes see page 26 Entering charges on a new claim is done through the Charce Entry Screen This powerful tool is tied to various other features throughout Quick MD in such a way that you can easily enter all information necessary to complete a HCFA 1500 form in the shortest amount of time and with the fewest amount of keystrokes possible Once you master the use of this screen you will be amazed at the speed in which you can create accura
158. define what Pin they will be assigned Exampte You might have 15 Blue Cross Blue Shield insurance companies in your insurance tables and want to define the Providers Pin to all of them In this instance you would give them a class of BCBS or whatever you wish Then in the Provider Table you would assign this class whatever number is appropriate Print Proviper PIN in 24K If checked this will put the provider s pin number in block 24K The PIN number is pulled from the provider table and must be set there for this to work For more information see page 65 Inactive If checked this will make record inactive and you will be prompted that this record is inactive when accessing the table However you may still utilize this insurance record MCR Func ID Enter the MCR electronic filing ID if this is a MCR supplemental if applicable Cearc House Payer ID Enter insurance company s clearinghouse payer ID if applicable Comment Enter any miscellaneous comment regarding this particular insurance company Brock Cams To Cearc House If checked no claims for this insurance company will be sent electronically to the clearing house These claims will be generated on paper Fee ScuHepbute To Use 0 25 Enter the fee schedule table number assigned to this insurance company if applicable for more information see Appinc CPT Cope Recorp on page 43 Nore Entering a fee schedule table number in this field will overrid
159. did not finishing entering the payment you can Exit the screen Quick MD will automatically save your current work and it will be available the next time you open this module PatieNnt INsSURANCE Payments By INnvoice Uc UNapPLieD Creoits Getting There File Biling Recaps Tables Payments Reports Properties E Bil NSF E Bil ANSI System Utilities Patient Insurance Payments By Claim Insurance Payments By Claim Insurance Payments By Invoice Patient Insurance Payments By Invoice UC The screen will open up blank with the cursor in the responsibility field Enter the responsibility code that the payment is from 1 S A or P Enter the check number of the check in the check field Enter the ledger date you wish the entries to carry Pick a payment and an adjustment code If you wish to post zero dollar payments and adjustments click in the check boxes Quick MD User Manual Page 238 of 308 Payment Posting Un Applied Credits Press F2 To Set Payment Total F 3 Pull P Invoices BRYAN FUSILIER P Ins AETHA 5004002305501 PO BOX 3131 Ins ACADIAN HEALTH CARE ALLIA LAFAYETTE LA 70502 T Ins ACADIANA HEALTHCARE ALLIC D 0 B 09 01 1956 S 435 19 8706 Garantor BRYAN FUSILIER Current Responsibility IS UC Balance 30 00 UC Appied 0 00 1 Responsibility fP Check 4567 Ledger Date fan 0 2002 Claim Total 1892 00 Claim Balance 1597 10 Payment Code MEDICARE v J Post Zero Pays
160. dividual operator or leave blank for all When done lt Ox gt Sampce Day Cuarces REPORT DAILY CHARGES RECAP FOR 10 27 2004 Page 1 ID Patient Name CPT Code CPT Description S Amount Units 8 ALDER JACOB 99212 RH OFFICE VISIT 40 00 1 00 9 FUSILIERJR BRYAN 99212 LH OFFICE VISIT 40 00 1 00 TOTAL NUMBER OF CHARGES gt 2 Quick MD User Manual Page 244 of 308 Daicy ADJUSTMENTS Use this feature to print or view an overall itemized daily activity report of adjustments entered into Quick MD The report generated contains the following fields Apsustment Patient Ciaim Invoice Check and Amount Date Paani Provider z Location E Operator z Report Order Alphabetical C D 0K yf Cancel X Date Enter in the date that you want to recap At a minimum this field must be filled in Provider This field allows you to choose a provider or leave blank for all Location This field allows you to choose a location or leave blank for all Operator This field allows you to choose an individual operator or leave blank for all When done lt Ox gt Sampce Day ApsustmeNts REPORT DAILY ADJUSTMENT RECAP FOR 06 25 2003 Page 1 ADJUSTMENT PATIENT CLM INV CHECK AMOUNT PATIENT WRITEOFF 9 FUSILIER BRYAN 1 1 3 42 PATIENT WRITEOFF 9 FUSILIER BRYAN 1 il 5 00 TOTAL
161. down arrow key to select the Patient s employment status Note The Emptoyment Status Taste for more information see page 78 can store up to 10 statuses This is a HFCA defined Table Sort Cope Use the down arrow key to select the appropriate sort reporting code code to further classify Patient for Reporting and management purposes Note The Sort Cove Taste for more information see page 72 can store up to 99 codes Quick MD User Manual Page 149 of 308 Marita Status Use the down arrow key to select the marital status of Patient Note The Maritat Status Tase for more information see page 77 can store up to 8 statuses Brock Bit Enter the appropriate Responsibility Code below if you do not want to bill this claim P Patient Statement Primary Insurance Billing S Secondary Insurance Billing A Third Insurance Billing Norte There is a Biockeo But Report for more information see page 281 available that will give a list of all blocked bills Note If you do not want to save the information you inputted then select the Cancel button to exit After all fields of entry have been completed continue to hit the lt Enter gt key and the lt Save gt button will become hot and will allow Quick MD to assign the next available Patient ID number and to have all of their information stored in system If you hit the lt Enter gt key again the primary insurance button will become hot You always want to setup insurances immediately af
162. e This browse May take longer to come up depending on how many diagnosis records you have on file For more information see page 157 Units of service were added to the daily charges recap report For more information see page 244 Modifiers were added to the daily charge recap report For more information see page 244 The link codes in the CPT records was expanded from 4 to 8 For more information see page 43 A full text search was added to the CPT records browse screen This allows you to type in any text into the CPT code browse screen and Quick MD will search for all records that contain this text Price updating was added to the edit charge screen when you pull in a CPT Quick MD User Manual Page 12 of 308 code from this screen To work you must turn it on in properties Misc defaults For more information see page 91 e Default sig refills and dispense was added to the drug record For more information see page 61 During charge entry you can now verify the new patient codes with ranges between 99201 thru 99205 and 99242 thru 99245 This can be turned on in properties other defaults For more information see page 98 The check box will read Verify use of new patient cpt codes If this is on and one of the above codes is used and there are already entries in this patient s ledger you will get a warning 11 11 04 During charge entry you can now have Quick MD check to see if the cpt code being Entered is listed i
163. e any insurance or patient payments received on the 1500 Form A ways Pop up Suppticr INFo Form Click this box on if you want Quick MD to pop up the supplier information form when entering charges on a PATIENT claim Normally users only have this form pop up on insurance claims However by clicking this box on you will get this form to pop up on all claims including patient claims Use Prover Listep In Patient Fite to Print 1500 Forms Click this box on if you want Quick MD to always use the provider listed in the patient file on the 1500 form regardless of the doctor chosen on the charge entry screen Quick MD User Manual Page 93 of 308 Example This option would pull the patients default provider from the demographics screen onto the HCFA as opposed to the Provider listed on the claim during charge entry Put CPT Copes In Front oF Description Click this box on if you want the CPT code to appear in the description box when entering charges You would use this feature if you have setup house codes that are different from the CPT Code they define as Quick MD pulls in by house code This way the description field will display the actual CPT Code before the description of it for more information see CPT records on page 43 Go Directty To ReEFerrinc Puy On SuppticrR INFORMATION Form Open Click this box on if you want the prompt cursor to start at the referring physician field on the supplier information form when it opens By star
164. e charge entry process the system is counting down Note During the scheduling process hit lt F1 gt from the booking screen in the yellow Pre Cert field to access the Managed Care Module and double click on the pre authorization number that applies Quick MD User Manual Page 190 of 308 for this visit The system will pull both the number and set the referring physician on the booking screen This information can then be printed on the super bills Also during the charge entry process on the supplier form you may use the lt F1 gt key from the authorization number field to access the Managed Care Module Double click on the authorization number that applies to this charge and the system will automatically pull it into supplier form and set the Referring Physician Quick MD will count down and display the number of remaining visits in the RV field of the Managed Care Module Meo Recorps MR Meo Recorps will start the medical records interface If you double click on the MR at the end of the line this will start the medical records interface with information carried from that line to the created document for more information see page 193 Quick MD User Manual Page 191 of 308 cpt Cet Cope TRACKING This feature allows you to access all of the tracked CPT codes that have been used on this patient You can even print a report of this screen by hitting the lt Print gt button Date CPT Code Description 01 IMMUNIZATION
165. e comment will show up in the comment field at the bottom of the screen ED Allows you to edit the waiting list information for the current patient DEL This will delete the patient from the waiting list BK This will book the patient in a selected time slot This option is disabled unless you access the waiting list from the appointment information screen for more information see page 133 Quick MD User Manual Page 135 of 308 AbppinG A Patient To THE WartinG List To add a patient to the waiting list you first need to book an appointment for that patient Then on the Appointment information screen you simply click on the Put on W List option and the patient will be added to the waiting list for more information see page 133 BookiNnG A PATIENT FROM THE WartinG List To book a patient from the waiting list you first need to choose a time for the appointment Then enter the appointment information screen by double clicking From the appointment information screen you will need to choose the wartine List feature for more information see page 133 Finally you will need to click the BK button next to the patient that you want to book for more information see page 135 Note When a patient is pulled from the waiting list the previous appointment for that patient will be deleted APPOINTMENT REPORTS Print Listing For A Period List Appointments Combined Query Appointment Status Codes Appointment Audi
166. e path to your computer where you will store all your Medical Documents Nore You will also want to set your default directory in MS Word Go to Tools Options File locations and define to Word where these documents will be stored Activate INTERFACE witH MS Woro Click this check box to Activate the Medical Records Interface with MS Word NOTE Also you will need to go to System Utilities Set Operator Rights and be sure each operator has the rights to use the Electronic Medical Records and its various features Prescription Repcy Taste Use this feature to define up to 10 of the most common replies your practice uses when answering patient calls regarding prescriptions Prone Messaces Repty Taste Use this feature to define up to 20 of the most common replies your practice uses when answering patient calls Prescription Units Of Measurement Use this feature to define up to 6 units of measurement that can be use when creating a prescription If billing drugs electronically then you will need to add the following units IU International Units UN Units Mill Milliliter and Gram Gram for more information see page 208 Quick MD User Manual Page 96 of 308 Quick MD User Manual Page 97 of 308 Otner Derautts loll MV Put Diagnosis Codes On Receipt Paramaters For Amount Paid On 1500 Form J Put Provider Name In Block 33 Of Ins Form Go To Company ID On Statement Window Open M Enable Patient Record Locking
167. e system automatically assign the next available ID simply press the Enter button OR you may enter in your own patient ID First Name Enter Patient s first name Pressing lt F1 gt in this field will bring up the Waiting Room Patient Data browser Waiting Room Patient Data AST HAME FIRST HAME DATE DOE JOHN 104 1572005 Press Enter Key or Double Click To Select Press F10 Key To Delete Press Esc Key To Exit Press F2 To Print Label Press F3 To View This browser will contain a list of patients that have entered their demographics through the waiting room wizard Picking a patient from this list will allow Quick MD to fill out the demographics screen and remove that patient from the waiting room table Additionally you can view the patient demographics by pressing lt F3 gt or print a label by pressing lt F2 gt The lt F2 gt and lt F3 gt function keys will not remove the patient from the waiting list for more information see page 297 Last Name Enter Patient s last name Mo Name Enter Patient s middle name or middle initial Generation TitLte Enter the patient s generation or title here l e Jr Sr etc Appress Enter Patient s address Appress location Enter a second address if applicable C ty Enter the Zip Code and system will automatically fill in city state and Zip Code once it has been entered the first time D O B Enter the Patient s date of birth in a eight digit fo
168. e test grid out on your Super Bills for more information on using the Test Grid see page 86 Step Two Plug in your Coordinates You will now decide which fields print on your forms For each field that you want to print plug in the appropriate line and column numbers from your test form Note Entering 0 in both the line and column fields will prevent that field from printing on your forms Quick MD User Manual Page 116 of 308 USING THE STANDARD APPOINTMENT SCHEDULER The Standard Appointment Scheduler was the original scheduler that was created in Quick MD Although further development will not be done on this scheduler you should not hesitate to use it if the need is there for it It is a fully functional and powerful application in its own right Important The only reason that you would need to use this Scheduler instead of the Enhanced Scheduler would be that the structure of your practice demands that you can see and schedule in two separate appointment books at the same time ie Booking for two doctors where they have to see open time slots at the same time Setting Up In order to use the Standard Appointment Scheduler you will need to setup some basic information that tells the Quick MD for more information on setting up the Standard Appointment Scheduler see page 79 Getting there From anywhere in the patient files press the lt F12 gt key Appointments Of x Book 1 gt Book gt Next Month Previous Mo
169. e the company ID set in the CPT record fee schedules PERCENTAGE OF Mepicare AttowaB_e Enter in this field the percentage of the Medicare fee schedule that this insurance company will pay if applicable For example 150 of the Medicare fee schedule would be entered as 150 The Medicare allowable has to be set in the CPT records for this to work Note This setting will override the above fee schedule setting REMOVE DECIMALS FROM AMOUNTS ON INS FORM Check this box if for this insurance company you need to have the decimal points removed from all of the amount fields that print on the 1500 form THIS COMPANY IS AN EMPLOYER Check this box if this company is used as an employer Company that are set as employer will show up green in the insurance browser lt Ox gt saves the record Edit Insurance Record Quick MD User Manual Page 56 of 308 Browse Insurance File Ip Enter the Insurance ID if known Use the lt F1 gt key to browse the table if the ID is not known Name Enter Name or partial name of the insurance company 68 UNITED AMERCIAN INSURANCE IP O BOX 810 DALLAS TX 75221 67 UNITED AMERICAN INSURANCE IP O BOX 8080 MCKINNEY TX 75070 66 UNITED HEALTH CARE INSURANCE IP O BOX 740802 ATLANTA GA 303740802 69 UNITED HEALTH CARE INSURANCE IP O BOX 740800 ATLANTA GA 303740800 7 UNITED HEALTHCARE INSURANCE IP O BOX 30555 SALT LAKE CITY UT 841 739 UNITED TEACHER ASSOCIATES INS 15508 PARKCREST
170. e with the from Date set it will be put in the left column instead of the ledger date 03 08 2005 e The print itemized by date range in the ledger print menu was changed to reflect only totals in the date range and not totals of the entire ledger More detailed totals for the date range where added 03 08 2005 e Inall 3 insurance quick payment posting modules you may now work in the patients Ledger by pressing shift F1 while the cursor is in the claim number field All functionality works as though you are accessing the patient s ledger from the Patient s file 03 08 2005 for more information see page 231 e A Jump To button was added to both views schedulers 03 09 2005 for more information see page 143 e The F11 key in the both views schedulers apply templet will now pop up a Window for you to pick a day templet to apply For example with this feature you can apply a templet from one day of the week to another day of the week 03 09 2005 for more information see page 119 Quick MD User Manual Page 14 of 308 e Astandard patient statement was added It will print a patient statement on plain White paper To use it check the box on the patient statements batch billing screen That reads Standard Statement Note this will have no effect if the file elec Statements box is also checked Also default settings for patient elect Filing and standard statements can be set in properties misc defaults other defaults so the user will not
171. econdary A Third P Patient Responsibility Payment Input the total payment amount To view the Charge List press lt F2 gt Nore Charge List can only be accessed through the Payment box Note Pressing lt F1 gt in this field will pop up a calculator that can be used to add numbers When lt Ok gt is clicked the numbers added will be inserted into that payment field Note You can configure the system to automatically apply insurance recoup adjustments By entering a negative payment in this field Quick MD will automatically post the defined adjustment to the ledger For more information see page 68 Do Write Orr Input Y if you are making an adjustment Input N if no adjustments are to be made Batance If you selected Y to write off input the amount you want adjusted from claim total than press the enter button If you selected N to write off then the remaining balance will be billed to the selected pay source Note At Balance system will default to current ledger balance or will reflect the amount of the write off Quick MD User Manual Page 237 of 308 Note If you do not have time to finish a bulk EOB skip number 11 through 14 See steps To Save An Unfinished EOB Posting After Posting the payments you will want to click on the New button before exiting the screen This will clear the information That way the next time you need to post a payment the screen WiLL BE BLANK If you
172. ed on this report If the totals on this report don t match your hand totals then a detailed report with a complete audit trail may be run Date fea Provider z Location z Operator z Report Order Alphabetical C ID OK Cancel Date Enter in the date that you want to recap At a minimum this field must be filled in Provider This field allows you to choose a provider or leave blank for all Location This field allows you to choose a location or leave blank for all Operator This field allows you to choose an individual operator or leave blank for all When done select lt OK gt Sampce Day Recap REPORT DAILY RECAP 06 25 2003 Page 1 PATIENT PAT CHRGS INS CHRGS PAYMENTS CRD AJST DEB AJST 11 FUSILIER BRENT 0 00 85 00 20 00 0 00 0 00 9 FUSILIER BRYAN 0 00 125 00 70 00 8 42 0 00 TOTAL PATIENTS 2 0 00 210 00 90 00 8 42 0 00 TOTAL CHARGES 210 00 Quick MD User Manual Page 242 of 308 Daity PAYMENTS This feature allows you to print or view an overall itemized daily activity report of payments entered into Quick MD This report contains the following fields Patient Patient CHarces Insurance CHarces Payment Crenit ApsustMENTs and Desit ADJUSTMENTS DAILY PAYMENTS REPORT 5 x Date EE Provider z E 7 Operator Report Order Alphabetical IDF 0K yf Cancel X
173. efore you can enter your CPT codes Getting there At Quick MD s Main Menu Select Tastes ET iclx ICDM CODES CPT CODES Add CPT Code Record Edit CPT Code Record Delete CPT Code Record Print Report Edit Diagnosis Record Delete Diagnosis Record Print Report REFERRING PHYSICIANS Add Referring Record Edit Referring Record Delete Referring Record Print Report Print Labels INSURANCE COMPANIES Add Insurance Record Edit Insurance Record Delete Insurance Record Print Report DRUG TABLE Add Drug Record Edit Drug Record Delete Drug Record Print Report Exit Quick MD User Manual Page 38 of 308 ICDM Diacnosis CODES This table maintains all of the Diagnosis Codes that your practice deals with Use this feature to add edit and delete your Diagnosis Codes Add Diagnosis Record Diagnosis Record Orrice Cope Enter an Office code for the new record In most instances you would use the same code as the ICDM Code you are setting up But you can make this any code you wish This allows the practice to refer to diagnoses records by any code they wish ICDM Cope Enter an ICDM code for the new record Description Enter a description for the new record Edit Diagnosis Record Use this feature to edit an existing ICDM code Browse Diagnosis File Enter one of the four pieces of i
174. eld write offs when posting a NSF ERA Appep ResponsiBitity Cope Derautt Turning this option on will default the added responsibility on the payment posting field to the code defined here Aways Set Apsustments To Zero Always set the adjustment amount to zero regardless of the other settings Auto Reassicn To Seconpary Check this box if you want the system to automatically reassign a claim to the secondary insurance company when posting electronic remittance files Auro PuT SEconparRY BILLING Notes For Mepicar From Quick Pay Postne Check this box if you want the system to automatically put a secondary billing note into your ledger for medigap insurance companies when posting electronic remittance files You can tell the system that a certain company is a medigap company by checking the box labeled This is a Medigap Company on the insurance information screen Clams Status Copes This button allows you to set up the claims status codes with descriptions that are sent with the electronic remittance advice Quick MD User Manual Page 103 of 308 Quick MD User Manual Page 104 of 308 SCHEDULING APPOINTMENTS IN QUICK MD Quick MD comes with three different scheduler s Our flagship scheduler is called the Q Schedule for more information see page 105 It runs as a separate application on your toolbar which gives you access to it at anytime without leaving Quick MD or any screens that you might be in within Quick MD You may also
175. elds and can be accessed with the lt F1 gt key Set 1500 Extra Data FieLDs Field Name Amnellal 7208 Line i Column 1 Field Name NOT SET Line i Column Jf OK x Cancel This feature allows you to define two extra blank fields on the 1500 form should a payer require additional information not currently on the 1500 form Generate a grid from Properties Printed Forms 1500 Settings Print Grid Then align the 1500 form and the test grid and enter the corresponding column and line numbers where the payer wants it to print on the 1500 form See PRINTER SETTINGS PROPERTIES MENU Printed Forms for up and down line adjustments During the charge entry process on the Supplier form you will now see the new name of this field show up Enter your required data here to have it print on the claim form Quick MD User Manual Page 84 of 308 PRINTED Forms PRINTER SETTINGS This feature contains the Font Size and Left Margin for printing HCFA 1500 forms Patient Statements Super Bills and Reports It also allows you to format Reports for Landscape printing and to Dither meaning the ability to lower information that is printing too high on a form In Windows different printers have different printer drivers therefore if you need more than one printer printing the forms unless you are extremely lucky you will need to have the same exact printer and printer drivers as there is only one setting A Printer Setting
176. en Prov1 corresponds to the first book Prov2 the second book and so on The provider numbers here correspond to the provider numbers in the set provider screen for more information see page 125 Quick MD User Manual Page 127 of 308 Set APPOINTMENT REASONS Set Appointment Reasons UBIONE MONTH CHECKUP 241 2 OQIONE YEAR CHECKUP 341 OS SRIAN TRANSPLANT 3 3 HEART TRANSPLANT 11 x Cancel 06 07 To Block Time Slots 08 2 Would Block Two 09 Additional Slots 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 Colors 1 Black 2 Maroon 3 Green 4 Olive 5 Navy 6 Purple 7 Teal 8 Gray 9 Silver 10 Red 11 Lime 12 Yellow 13 Blue 14 Fuchsia 15 A4qua 1 6 vhite Put Color And Time Commands At End Of The Line You can have up to 25 custom reason codes Each reason code can have a color and a number of slots to block associated with it There are 16 standard colors that you can use You can associate the color by adding a number in square brackets at the end of the descriptions The color codes are listed at the bottom of the form If you want the reason to default to a certain number of blocks you can set a number in parentheses at the end of the description For example if you wanted to have new patients colored green and to take up two blocks you would enter the following description New Patients 2 3 Quick MD User Manual Page 128 of 308
177. ent History Family History Cueck Box Lasers Enter up to 10 descriptions for custom check boxes These are yes or no true or false answers to information that you wish to track on your female patients Text Lines Labels Enter up to 10 descriptions for custom text lines These fields will allow for up to 70 characters to be typed in for tracking info or results Quick MD User Manual Page 74 of 308 Recall TABLE Recall Reasons Table m o x 6 MONTH FOLLOW UP 3 9 MONTH FOLLOW UP 9 12 MONTH FOLLOW UP 12 Post op L L e a Po Po EE EE Po Po Ky This feature allows you to list up to twenty five reasons for Patient Recall appointments You can have the date for a certain recall automatically calculated by adding the number of months in square brackets at the end of the description for more information see page 185 Quick MD User Manual Page 75 of 308 Browser DeFAuLTs Use this feature to set the Default Search Field the place where your cursor will always show up in first when browsing the Diacnosis Taste CPT Cope Taste or Patient Files File Browser Setting This feature gives the user flexibility when browsing but does not exclude you from searching by any of the other fields Simply move your cursor from the selected one to the one you are interested in Open Current Ledger With Only Non Zero Claims
178. ent and adjustment The system is displaying the unapplied credit balances that this patient has right below his name in the UC Balance field If you wish to apply any of these credits to this balance simply insert the amount in the UC Pay field At this point if there is a balance and you wish to reassign that balance to the second or third insurance simply type in the responsibility code either S or A you wish to reassign the balance of the to Quick MD User Manual Page 240 of 308 Payment Posting Un Applied Credits Press F2 To Set Payment Total F 3 Pull P Invoices BRYAN FUSILIER P Ins AETHA 45004002305501 PO BOX 3131 Ins ACADIAN HEALTH CARE ALLIA LAFAYETTE LA 70502 T Ins ACADIANA HEALTHCARE ALLIC D 0 B 09 01 1956 S 435 19 8706 Garantor BRYAH FUSILIER Current Responsibility IS Uc Balance 30 00 Uc Applied 0 00 Responsibility fP Check 4567 Ledger Date fan 0 2002 Claim Total 1892 00 Claim Balance 1597 10 payment Code MEDICARE X J Post Zero Pays Payment 0 00 Remaining Pay 85 00 Adjust Code menic ARE Post Zero Adjusts PatID Clm Inv Description Charge Paymnts FAdismnts Payment FAdjust FUC Pay Re As Balance 1875 00 100 00 fono s 1719 10 100 00 U U U D D D D 7 0 D D D When you have finished posting the EOB you may lt Report gt on your entries to be sure the totals match your check If there is a discrepancy you may p
179. ent s demographic screen Patient Custom INFormaTioN MALE Use this feature to define the field names for any custom information you wish to track for your male patients Patient Custom Information Screen Setup For Males Iof x CUSTOM INFORMATION SCREEN FOR MALE PATIENTS Screen Name Check Boxes Labels Text Lines Labels 01 DIABETES 01 ALLERGIES 02 HYPERTENSION 02 DIABETES 03 HEART DISEASE 03 SMOKER 04 04 05 05 06 06 07 07 08 08 09 09 Screen Name Choose a name to identify your custom screen i e Family History or Patient History Cueck Box Lasers Enter up to 10 descriptions for custom check boxes These will be yes or no true or false answers to information you wish to tract on male patients i e diabetes hypertension heart disease or maybe tests you want to track results etc Text Lines LaBets Enter up to 10 descriptions for custom text lines These fields will allow the office to type up to 70 characters into each field for tracking information on each patient Patient Custom INFORMATION FEMALE Use this feature to define the field names for any custom information you wish to track for your female patients Quick MD User Manual Page 73 of 308 Patient Custom Information Screen Setup For Females Screen Name Choose a name to identify your custom screen i e Pati
180. ent will be set at that time in the EMR For instance if you book someone for 8 00 but type 6 00A behind the reason the appointment will be booked for 6 00 am in the EMR VeRIFicaTION Select the appropriate code when patient is notified of appointment When verifying appointments click in the desired time slot and hit the lt F1 gt key to view this patient s information If you click on verified an asterisk will appear on the main screen next to the patient s names that have been verified making it easy to see who is verified and who isn t Rer Puy Enter the ID of the referring physician if Known or hit lt F1 gt to browse the referring physician table If the referring physician is not in your system you can simply hit lt F10 gt to add them from here Pre Cert Hit lt F1 gt to open Quick MD s Manacep Care Mooute to either setup or select a pre authorization code for this visit Double click on the authorization number that applies to this visit and the system will automatically bring over both the referring physician and the authorization number Or if you know it simply type in the authorization number Once set on the booking screen the authorization number can now print on the super bill as this is necessary information needed during the charge entry process Status Cope Select the appropriate code To track all patients who either showed up for their appointments or did not show up for their appointments Double cli
181. ents unapplied credit balance will be displayed If you wish to apply them to this charge then click on the Payment button at the bottom of the screen Enter the check number the total amount being paid in the payment field amp select the type of payment The charges are automatically brought over from the charge entry screen Enter the amount applied to this charge The PIF button will pay in full if so desired You may also use any unapplied credits at this point either by typing in the desired amount or clicking CIF credit in full The system will display amount of payment left un applied credits used unapplied credits left total of charges total payments made and balance of the claim NOTE If you need to put money into this patient s un Applied credits when you finish this charge pull in your CPT record Credit in the next available yellow Code field must be a CPT record in the main tables that has credit in the house code and credit in the CPT number with a description of your choice i e patient deposit that is a 0 00 zero dollar charge and enter the amount of the deposit in the payment field This will add this amount to his unapplied credits Quick MD User Manual Page 168 of 308 Payment Entry po 01 PATIENT CHECK 95115 SINGLE ALLERGY INJECTION 95117 MULTIPLE ALLERGY INJECTIONS we WHEN FINISHED IN T
182. ep Notes Canned Notes Menu M f4 e Jaa This feature allows you to add or edit canned notes Steps Part 1 Add Canned Note To App Cannep Notes Select the button marked lt App Cannep Note gt Add A Canned Note y vox X canca _ peite At the box marked Code Enter a three digit alpha alpha numeric or numeric code then hit enter In the fields marked 1 through 5 enter up to five lines of notes you wish this code to carry Select the lt Ox gt button to save Quick MD User Manual Page 289 of 308 Note Canned Notes can be utilized in the Patient Ledger by highlighting the claim you wish the note to be posted to and hitting F3 Part 2 In Patient File Select the Lencer button Select the Current LEDGER Highlight the claim to post directly under claim Select the lt F3 gt Note key To post a canned note enter the code then the three digit code you may type a note in here Select the enter button then the canned note will appear in Notation box Select the lt Ox gt button to post canned note to claim Canned notes will appear on the Patient s Billing Statement NOTE To delete an existing canned note select the lt DELETe gt button Steps Part 1 Edit Canned Note To Edit Canned Notes Select the button marked Epit Cannep Note J Browse Canned Notes Code First ER f Ok xX Cancel At Browse Canned Notes enter the three
183. er It is merely done for convenience and ease of use Norte The two blank boxes below blocks 10d and 19 are extra undefined fields that you can define for use in Set 1500 Extra Data Feros for more information see page 84 The last three lines give the user the ability to send up to three lines of text when the claim is filed electronically These 3 fields are commonly referred to by the payers as the HAO record or the Narrative Record The Dupticate button allows the user to copy the information in this screen from the previous claim for this patient Quick MD User Manual Page 170 of 308 Select the lt Ox gt button to save 9 WOULD YOU LIKE TO PRINT A RECEIPT _ m The Conrirm window allows you to print a receipt Note This feature can be turned on or off in Miscettaneous DEFAULTS IF YOU DO NOT PRINT RECIEPTS AT THE WINDOW for more information see page 91 Enter Cuarces Patient CLAM This feature allows you to enter charges for a Self Pay claim assigning the P patient responsibility to the claim even if the patient has insurance It works the same as above See Steps 2 through 7 above for completing Patient Claim Charges App Cuarces To Last Clam This feature allows you to attach additional charges to the last claim saved in the Patient s Ledger if they have not been billed If they have been billed Quick MD will automatically start a new claim NOTE You can have Quick MD check to see if the last c
184. er inal Do Not File Claims For 1 o Password 2 o Type Of Claima F or B F 3 o Type Of Run TEST or PROD TEST o Next Batch Number i o MV Send FB1 Records 5 Specialty code must be set in Medicare electronic settings 6 o M Send Claims To Proxy Med No Matter State CLIA Number must be set in BC BS electronic settings OK Cancel X The Electronic Settings contains the data needed for electronic claim submissions This information will be accumulated through applications and correspondence with the intermediary company you submit your Medicare Medicaid Blue Cross or clearinghouse claims to You will define to the system where your live runs will be located on the hard drive and the file name if applicable You will also tell the system where to retrieve the downloaded reports Note Here at Quick MD we like to set up a directory on the root directory called Ebill to hold all of these files If the field asks for a file name then this name is issued by the payer and will be defined by the user If it does not then the file name is hard coded into the system Note When sending claims as a test the Type Of Run should read TEST for testing When notified that claims have passed the test then Type Of Run should read PROD for production When set in the Test mode the system will not ask to put the billing notes Also please note that when filing to the clearinghouse
185. es The download will go into the line item posting module if the checkbox Line item posting is checked in the remittance settings screen in properties For more information see page 103 VERSION 3 7 e 5 more extra ID s added to provider records For more information see page 65 Quick MD User Manual Page 21 of 308 Insurance class codes added to insurance file amp ability to set 10 class ID s in provider record For more information see page 55 Patient balance aging in reports amp billing in based on a new date set in charges Date patient responsibility is set The system auto sets the date when charges are entered with the P responsibility or when you re assign to the P If the date is not set then aging is based on the service date A new report was added to the enhanced scheduler List appointments for a period For more information see page 109 You can now disable the standard appointment system In properties Misc defaults there is a check box to enable disable For more information see page 91 A new report was added to the new appointment system Referring Phy Report For more information see page 112 The Download in the Data Output processor was changed to download the text File to the path amp filename of the word processing path in properties Misc Defaults For more information see page 160 Birthday listing by month was added to Patient File Query report For more inform
186. esentative before enabling this feature Compare Ins Payments To Expectep Amount Use this feature have Quick MD warn you when you are receiving a payment that is different from the expected amount listed in the fee schedule Defaut Cursor Position on SuppLy Form Open This setting lets you configure the position that your cursor will land in the supply form is opened for more information see page 170 Evectronic Fitinc Moovutes To Use Use this feature to tell Quick MD which billing modules to use If the ANSI sections are disabled then you will only be able to access the NSF billing portion of Quick MD PARAMETERS FOR AMOUNT PAID ON 1500 Form Use this feature to configure what information Quick MD will print in the payment field of the 1500 form Monitor Resotution Use this feature to set up the monitor resolution that you want Quick MD to run at If you do not want Quick MD to change your monitor settings then you will need to choose the System Setting option ID oF youR FACILITY IN THE FACILITY TABLE Use this feature to set the facility that Quick MD should default to when entering Medicare Rail Road Medicare and Champus Claims This facility ID will go in the location for the facility where services where rendered on the 1500 form for more information see page 170 Quick MD User Manual Page 98 of 308 A ways SET YOU FACILITY NO MATTER THE INSURANCE COMPANY Use the feature if you always want your facility a
187. ew appointment information for the selected time slot lt F3 gt Make the selected time slot Red lt F8 gt Print a Super Bill for the selected time slot lt F9 gt Block fields for a time period lt F11 gt Apply a template to the current day ScHEDULING AN APPOINTMENT for detailed information about scheduling an Appointment see page 124 Use the calendar to select the day you wish to book the appointment on Then choose a time slot from the available appointment books Note You can also search for the next available appointment by hitting the Next AvaicaB_e button at the top of the form lt Douste Ciick gt to open the booking screen Enter the Patient s name for new patients or if you are booking for an existing patient hit lt F1 gt to browse for the appropriate patient Complete booking screen information Hit lt OK gt to schedule the appointment 1 2 3 4 5 DELETING AN APPOINTMENT Select the Appointment you wish to delete lt Douste CuicK gt to open the Booking Screen 3 Hit the lt Cancet gt button 4 Quick MD will ask you if you want to delete this appointment select lt YeEs gt 1 2 MOVING AN APPOINTMENT Select the appointment you wish to move 1 Quick MD User Manual Page 29 of 308 lt Douste CuicK gt to open the booking screen Hit the lt Cur gt Button Quick MD will ask you if you want to cut this appointment select lt Yes gt Select the slot you wish
188. f several steps that we have broken down below Getting there From Main Menu Select Evectronic BILLING Select the appropriate Bittinc Option E Bituinc Mepicare Mencap Louisiana BLue Cross Blue SHIELD AND OCHSNER The steps for filing electronically to any company are all the same You simply pick the company you are interested in filing to and follow the steps laid out below Louisiana Medicare ANSI Direct 03 1 6 2005 amd m Step 1 Select Inmiat Bittinc Run This tells Quick MD to look through all patient ledgers for claims with no red billing notes that has the payer set as primary insurance that you have selected to bill Quick MD User Manual Page 223 of 308 Electronic Medicare Filing Intitial Run Cutoff Date MEZE Provider Report Order C ID Number Order Alpha Order Filing In TEST Mode pate the date entered will be the cutoff date and any claims with a ledger date after the cutoff date will not be processed Proviper select the pown arrow BuTTon to display Provider name OR leave blank for all Providers Select lt Ox gt Select Enn to go to the end of the report to check and see if batch is ready If the batch is not ready for transmission Quick MD will read Error s batch not ready for transmission Select lt CLose gt and go to step 2 If batch is ready for transmission select lt CLose gt and go to step 3 Quick MD User Manual Page 224 of 308
189. fice code and CPT code must be CREDIT The description should be something to the effect of Patient Overpayment or Deposit for more information on adding CPT records see page 43 The next step that must be performed is to add two new Adjustment Codes to your Adjustment Table for more information see page 68 Adjustments Table DESCRIPTION GL CODE Ok 01 Aa 02 TRANSFER FROM MM Code To Transfer Credits out 25 03 MEDICARE 04 MEDICAID Code To Transfer Credits In 24 05 BLUE CROSS 06 J ETNA 07 STATE OF LOUISIANA 08 UNITED HEALTH CARE 09 ciGna 10 AMERICAN LIFE CARE 11 BENESYS 12 EMPLOYEE BENEFIT SERVICES 13 BEECHSTREET 14 JOCHNER S 15 PPO PLUS 18 IpHcs 17 BEST CARE 18 PRO AMERICA 13 TRANS 20 JOTHER INSURANCE 21 CREDIT CARD 22 NSF 23 REFUNDS 24 FROM UNAPPLIED CREDIT 25 UNAPPLIED PYMT TO ACCT You can see we have added two new entries to the table entry number 24 and 25 Once this is done you need to tell Quick MD which entries from the table are to be used to move the un applied credits into and out of the claims To do this simply type the number that corresponds to the Transfer Out code in the appropriate field at the top right of this screen Then type the number that corresponds to the Transfer In account Note You can use your standard Transfer In and Transfer Out Codes but if you have room we recommend that you add two new ones that
190. field will automatically be changed to the TPL number and will print in block 9A on the HCFA 1500 form Quick MD User Manual Page 154 of 308 HistoricAL SECONDARY INSURANCE Companies This feature allows users to move insurances to history by clicking on the Move to History button and then view primary insurances assigned to history by clicking on the appropriate insurance in history Quick MD will automatically bill the proper insurance based on the date of service and the date entered when moving to history The Move To History button allows users to move patients current primary insurance to history p Move this company and subscriber info to history records J J o Enter an ending date that Quick MD will utilize as the last date of service to file this insurance as primary unless re billing an older claim Click lt Ox gt File Claims On Or Before What Date Of x Date EA ok Claims with a ledger date less then the above date will be filed using this company After all fields of entry have been completed select the Save button to allow Quick MD to save Insurance Subscriber Information to the Patient s account THIRD INSURANCE Use this feature to setup the patient s Third insurance information This information is setup exactly like the Secondary Quick MD User Manual Page 155 of 308 OTHER FEATURES OF THE Patient DEMOGRAPHICS SCREEN In addition to the patient demographics
191. file creation For more information see page 72 e In operator rights the deletions can be set for each type of ledger entry For more information see page 286 e Check Box in CPT records to set them in active amp warn operator For more information see page 46 e You can set a flag that will make the CPT code appear in front of the description on charge entry For more information see page 91 e When adding notes to ledger you can add up to 5 notes at one time For more information see page 162 e Paper insurance batch billing can be done in alpha ID or primary ins order For more information see page 219 221 221 e Automatic dunning notices for over 30 60 90 120 days on patient statements For more information see page 77 e Second office address with check boxes that allow you to use either address for patient billing and insurance billing For more information see page 63 e Charges can now be excluded to stop the charge from being billed on the 1500 form or electronically For more information see page 172 e On patient statement batch billing you can enter a date that will stop billing on all patients that have been billed on or after the entered date For more information see page 216 Quick MD User Manual Page 24 of 308 FEATURES FUNCTIONS AND CONCEPTS Quick MD is an extremely powerful and flexible system that can be tailored to match the needs and workflow of any medical practice As you work with the pr
192. fo screen you will see a button that says NDC info Click on that button and a screen will appear that will sllow you to browse the drug file and attach a drug to that charge Version 4 8 e The provider table in properties was expanded from 26 providers to 50 e A data field for the NDC number was added to the drug table records e The Query charges report can now be run by operator e You can now run the daily recap reports by operator group codes e We added a report to the multi view appointment system that will let you print a listing of your appointment templates by provider and day of the week e The and keys will increase or decrease a date field by one day in the other charge information and Edit charge screens Quick MD User Manual Page 10 of 308 e You can define your workman s comp financial class to the system now If you define it to the system 1 When the supplier form pops up it will default 10a to Yes 2 when you enter the ledger date the from and to dates will default to the ledger date To define your Workman s comp to the system go to Properties Misc Defaults Other Defaults and type in the number that represents your W C Class in the financial class table e In Properties 1500 settings amp properties Patient Statement settings a new check box was added The box is labeled Use Address In Provider Table Instead of Office Address If you check this box for the 1500 form it will put the address listed in t
193. for more information see page 117 Quick MD User Manual Page 23 of 308 e You can type SS in the policy data field to auto put SS for more information see page 151 e You can type zip code in all city data fields in patient files For more information see page 147 e On the super bill you can now define date of last payment and ledger balance For more information see page 115 e Invoice balance on ledger browse screen For more information see page 172 e Two additional sort codes were added for enhanced patient reporting e Electronic patient statements For more information see page 216 e Canned Notes has now been added For more information see page 289 e Anew checkbox in Misc Defaults will allow you to put a balance forward on receipts For more information see page 91 e Each operator now has there own Insurance payment posting file Patient payment posting module can pickup any balance amp now be used for Insurance payment posting For more information see page 231 e Each operator now has there own insurance posting file in the insurance posting module e The lt F7 gt key on the appointment screen will print a super bill for 1 patient e New ageing report that list balances by insurance companies in alpha order For more information see page 261 e More totals have been added to the patient ledger balance screen For more information see page 182 e You can set default sex provider and financial class for patient
194. formation see page 110 Generation was added to the patient demographics screen When filled out The generation will be sent in all electronic claims transmissions For more information see page 147 A new report was added to the report menu Financial class ageing summary for more information see page 263 You can now set the default on the new appointment system status code This Is done in the settings screen for more information see page 114 Dispense Sig and Print without DEA number was added to prescriptions for more information see page 208 Primary Secondary and Third Ins Copay was added to the Inter Office Message box for more information see page 159 In the enhanced appointment system A time range to search for future Appointments was added for more information see page 114 Default referring Phy Was added to the provider table for more information see page 65 For all reports that are over 80 columns a landscape check box was added To the report screens A new report was added to the Recap menu It will summarize your Daily recaps for a span of up to two years For more information see page 245 In the mail merge module the ability to merge just patient or insurance Balances was added For more information see page 253 F1 See More was added to the referring Phy Browse screen Version 4 2 Managed Care Module was added For more information see page 187 Default area code was added For more infor
195. formation see page 211 Last Name Key and First Name Key You may do partial name search with the last and first name keys 30 60 90 180 365 Days This is the number of days in the future that the system will search for the appointment E Mait You can access the inner office E Mail system from this point in the appointment system for more information see page 295 Quick MD User Manual Page 142 of 308 Jump To Jump To gives you the ability to jump to a certain date in the future Jump To A Time Period ye Ed 3 Months 2 Weeks 4 Months 3 Weeks 5 Months 4Weeks 6 Months 4 Weeks T Months 6 Weeks 6 Months T Weeks 9 Months i Weeks 10 Months 11 Months 12 Months TEMPLET The templet button lets you use the layout of the first appointment book to be saved as a templet for more information see page 119 Quick MD User Manual Page 143 of 308 Hi RESOLUTION APPOINTMENT SCHEDULER DAY WEEK pay week DAY week Z A A d BRE 7 Jg T mas ii Q Si D i i J ED x is i e gt fr 4 T o 4 io S gt i i il z j 3 ERE ER gt 2 A j 3 3 3 A s z o 5 in p WEEK MODE ON Today Is Tue Nov 03 2009 ER Q 5 D a s 5 DED Hl a al a O 8 pa a gt Reports Next Available Bv Time Next Available Bv Col
196. g anywhere in Quick MD or any other program for detailed information on using Q Schedule see page 105 Function Keys usen IN Q ScHEDULE lt F1 gt or lt Double Click gt Opens the Patient Booking Screen lt F2 gt View appointment information for the selected time slot lt F3 gt make the selected time slot Red lt F4 gt make the selected time slot Green lt F5 gt make the selected time slot Blue lt F6 gt make the selected time slot Yellow lt F7 gt make the selected time slot Silver lt F8 gt print a Super Bill for the selected time slot lt F9 gt block entire day SCHEDULING AN APPOINTMENT for detailed information about Scheduling an Appointment see page 107 1 2 3 4 5 6 Select the Provider you wish to book an appointment for to display their appointment book s Use the Calendar to select the day you wish to book the appointment on Then choose a time slot from the available appointment books Norte You can also Search for next available appointment by hitting the Next Av Button on the menu bar Hit lt F1 gt or lt DouBLe Ciick gt to open the Booking Screen Enter the Patient s Name for new patients or if you are booking for an existing patient hit lt F1 gt to browse for the appropriate patient Complete Booking Screen Information Hit lt OK gt to schedule the appointment DELETING AN APPOINTMENT 1 Select the Appointment you wish to delete 2 Hit lt F1 gt or lt DousBLe C
197. g with regedit then do not try to setup imed scan as a service It is always a good idea to backup the registry before making any changes We will be using the programs INSTSRV EXE and SRVANY EXE that come with windows If you do not have these programs then you will need to download the Resource Kit from Microsoft These programs only needed to be run from the command line once They allow you to run any program as a service 1 Run the program to install the service Quick md User Manual Page 301 of 308 C gt C Program Files Windows Resource Kits Tools instsrv exe imedscan c Program Files Windows Resource Kits Tools srvany exe 2 Start the program regedit 3 Goto key HKEY_LOCAL_MACHINE SYSTEM CurrentControlSet Services imedscan 4 Goto the Edit menu and click on Add This will create a new key name the key Parameters 5 Double click on the new Parameters key 6 Go to the Edit menu and click New String Value 7 Set the values name to Application set the values data to the path of imed scan c qmed imedscan exe 8 Add Another New String Value call this one AppDirectory set this values data to imed scans working directory c qmed 9 Close regedit BR Registry Editor ee File Edit View Favorites Help di idsve Name Type Data a aul value not set b mM b Default REG_SZ val J ab Application REG_SZ c winmed imedscan exe M ImapiHelper 4 D imedscan Parameters P inetaccs di in
198. ge By Date O Financial Class Ledger Date Sart Code C Service From Date M Include Ledger Entries After Current Date All Balances Include Zero Balance Patients C Only Over 30 Days Patient Balances Only Only Over 60 Days Exclude Financial Classes C Only Over 90 Days C Only Over 120 Days Ky Cancel j d Note If you check Patient Barances Onty AND ask for Att Balances you can effectively use this report as a pre billing run for patient statements Important If the Block Bill feature of the patient demographic screen contains a P then be aware that these statements will show up in the pre billing run but will NOT actually be a part of the batch run Quick MD User Manual Page 256 of 308 Sample Aceinc Report BRIEF ACCOUNT AGING REPORT AS OF 06 24 2003 ALL PROVIDERS Page il Acct Name Home Phone DOL Pay Current 31 60 61 90 915 1 20 121 Total 8 11ALDER JACOB K 3372319941 02 19 2003 500 00 200 00 125 00 250 00 140 00 935 00 14 BRIDGES JEFF 222222222 0 00 0 00 0 00 125 00 0 00 125 00 33 DAVIS JOHNNY 5500980984 550 00 0 00 0 00 0 00 0 00 550 00 5 DEVERON SEAN D 3374333099 03 17 2003 0 00 0 00 0 00 230 00 0 00 230 00 17 FRUGE CINDY 3379879878 125 00 50 00 25 00 25 00 0 00 225 00 35 FUSILIER AMBE 3234234234 350 00 0 00 0 00 0 00 0 00 350 00
199. have to remember to use in the Yellow Fields are lt F1 gt Allows the user to browse that table to lookup information lt F10 gt Allows user to add to entries directly to any of the four main tables in Quick MD on the fly These tables are the ICDM Taste for more information see page 39 Cet Cope Taste for more information see page 43 Insurance Companies Tase for more information see page 55 and the REFERRING PuysiciAN TABLES for more information see page 49 Quick MD User Manual Page 25 of 308 RESPONSIBILITY CODES Quick MD uses Responsibility Codes to define to the system who is responsible for a claim s balance IumporTANT IT IS IMPOSSIBLE TO USE Quick MD WITHOUT A THOROUGH UNDERSTANDING OF THE RESPOSIBILTY CODES The four responsibility codes are Primary Insurance S Secondary Insurance A Third Insurance P Patient Responsibility A claim which may have multiple invoices or line item charges can only have ONE responsibility at a time Think of a claim as a charge or a group of charges on a 1500 form Obviously only one party at a time can be responsible for this one 1500 form Once the responsible party has paid their portion of the claim then you can reassign the balance to another party But again there is only ONE party responsible for the claim at this time This process of accepting payments and reassigning responsibility happens as many times as necessary until the claim eventually
200. he appropriate lt F gt unction key to set the colors for your template lt F gt unction key definitions are found under the lt Help gt button on Q Schedule s main menu bar Once you have setup the colors for a particular day click TTP Note Templates are configured on a per day of the week basis ie Mondays Tuesdays etc Not individual dates in the Calendar Exawpte blocking out lunch from 12 00 PM to 1 00 PM on a Monday will block out all lunch hours for all future Mondays that don t currently have appointments scheduled on them To use this feature pick an individual provider block out times and or set other colors for that day by using the appropriate lt F gt unction keys and click on TMP button next to the bottom right hand corner of the calendar The templates will be set for each provider for each day of the week separately Quick MD User Manual Page 105 of 308 Usinc THE SCHEDULER To view a particular provider s schedule click on that provider s name and their schedule will appear Across the top of the screen the system will display which provider for what day of the week we currently have open The calendar is shown at the upper right hand corner Today s date will always be circled in red To go toa particular day click on that day The right and left arrow keys allow for toggling to previous and future months JQUICK EE September 2003 J CMD PgUp PgDn Reports Next Av Settings Help Ext
201. he Menu Post Insurance Payments AND ApJustmeNTs This module will post one payment and one adjustment to the claim as a whole In the section Common Postine InFormation at Lepcer Date enter date of EOB or press the enter button for today s date Norte System will default to current date Resp Cope System will default to I for Insurance payments Press the lt Enter gt button Cueck Numer Input the check number located on EOB Pay Source Select the pown arrow BuTTON located at the end of the pay cope box and select the appropriate pay source Press the enter button Quick MD User Manual Page 233 of 308 Note To use this feature the Payment Taste for more information see page 67 must be set with a listing of description types for posting payments Aps Cope Select the Down Arrow Button located at the end of the adj code box and select the appropriate adjustment code Press the lt Enter gt button Note To use this feature the Apsustment Taste for more information see page 68 must be set with a listing of description enters for posting adjustments System will automatically drop to Pat ID Input Patient ID number located on EOB If ID number is not present press lt F1 gt to search by name After Patient ID number has been selected press the enter button to move to Claim Note Under Patient and Claim Information Quick MD will input the Patient name and address along with the pay
202. he provider s table in block 33 instead of the office address If you check it for the patient statements it will still use the office name on the statements but will use the address listed in the provider s table e The ledger report from the ledger print menu always prints in landscape now e The query payments and query adjustments reporting can now be narrowed to an operator e The electronic clearing house Medicare and Medicaid direct modules will now sen the NPI number if the check box Send NPI number in the electronic filing modules is checked e The new CMS 1500 form was added There is a check box in properties that will allow you to switch back and forth between the new and old 1500 form The new form must be alighed before trying to use it e The date of the last patient s payment was added to the standard and definable patient statement e Asecond default sig line and a default unit of measurement where added to the drug record e A font size can now be selected in the Data Output Processor See the button at the top that reads Font e Expanded location table form 10 to 30 Expanded payment table from 25 to 50 Expanded adjustment table from 25 to 50 Expanded financial class table from 25 to 50 Expanded sort code table from 85 to 99 e Now able to define two clia id numbers to the system The one defined under properties Electronic Medicare Settings is the default clia number used by the system The one defined under properties
203. heck mark this allows Quick MD to generate a standard patient statement This can be set as the default option by choosing it in OTHER DeFrautts for more information see page 98 Here is an example of the standard patient statement Quick MD User Manual Page 217 of 308 00 Over 120 0 00 Balance Due 175 00 DERMATOLOGY CLINIC 429 MAIN ST BATON ROUGE LA 70806 Phone 225 852 5784 Statement Date 04 04 2005 Estimated Ins Pending Due Date 04 04 2005 JOHN DOE 7211 W LEE ST SULPHUR LA 70665 REGARDING 146 JOHN DOE REF DATE DESCRIPTION BALANCE FORWARD 0002 04 04 05 OFFICE CONSULT DETAILED Current Over 30 Over 60 Over 90 175 00 0 00 0 00 0 00 NOTICE This is a bill Based upon information from your health plan shown you owe the amount Quick MD User Manual Page 218 of 308 Proviper Use the down arrow key located at the end of the Provider box to select the appropriate Provider statements are to be processed To have all statements processed for every Provider then do not select a Provider leave Provider box blank Location Use the down arrow key located at the end of the Location box to select the appropriate Location statements are to be processed i e a satellite location only To have all statements processed for every Location then do not select a Location leave Location box blank Sort Cone U
204. hen there is a zero balance on the claim All claims must reach a zero balance at some time whether by payment or write off so post all payments and adjustments to the claim they are intended to pay or adjust Batcu Bittinc Paper Clams for detailed information about Batch Billing Paper Claims see page 216 All batch billing of paper claims is done via the Billing Menu located on Quick MD s front screen From here you can batch bill patient statements both on paper and electronically You can also batch bill paper claims for Primary Secondary and Third Insurance Companies You can also re bill the last batch printed and delete billing notes for the last batch printed Batch Bituinc Evectronic Ciaims for detailed information about Batch Billing Electronic Claims see page 223 All batch billing of electronic claims is done via the Ebill Menu located on Quick MD s front screen The procedure is 1 Select the company you wish to bill for 2 Select lt Initial Run gt 3 Once the report has been brought to the screen click the lt End gt button to scroll to the bottom of the report If the report says NO ERRORS FOUND BATCH READY FOR TRANSMISSION then proceed to step 7 if the report says ERRORS FOUND BATCH NOT READY FOR TRANSMISSION then proceed on to step 4 Click Repeat Billing Run this will only pull out the claims with errors Print the error report and correct each of the problems Con
205. hysician if Known or hit lt F1 gt to browse the referring physician table If the referring physician is not in your system you can simply hit lt F10 gt to add them from here Pre Cert Hit lt F1 gt to open Quick MD s Manacep Care Mooute to either setup or select a pre authorization code for this visit Double click on the authorization number that applies to this visit and the system will automatically bring over both the referring physician and the authorization number Or if you know it simply type in the authorization number Once set on the booking screen the authorization number can now print on the superbill as this is necessary information needed during the charge entry process Status Cope Select the appropriate code To track all patients who either showed up for their appointments or did not show up for their appointments Click in the desired time slot and hit the lt F1 gt key to open the appointment details screen where you can now set the query code This is usually done at the end of the business day or as an appointment comes due so that the appropriate selection can be made This feature is for reporting features only Note Some offices will set up a book called cancellations and move cancellations to this book to keep the cancelled patient in reporting making that time slot available for another booking Cotor Cope choose a color that you would like the shade of that appointment field to be These appointmen
206. iLLs Super bills can be printed in batches by a date or individually as needed e To print a batch of super bills for an entire day go to the Reports menu and select BatcH Print Surer Bucs Enter the date you wish to print super bills for e To print an individual super bill put your cursor in the timeslot of the appointment for which you want the super bill printed and hit the lt F8 gt key REPORTS The reports menu allows you to gather information about your appointments and other related material List Appointments for a day Prints an appointment listing for a specific day List appointments Combined Lets you print a daily appointment listing for multiple providers Batch Print Super Bills Prints a batch of super bills for all patients scheduled for a specified date Query appointment status codes Allows you to search for appointments using their status code Referring Physician Report prints a report of who referred your patients to you by a specified date range Appointment Audit Report generates a report by a specified date that show which patients showed up for their appointments and whether or not charges where entered for this patient on that day Third Party Export Export you appointment listing for a day to be used by software provided by a third party Patient Quick REFERENCE WorkinGc With Patients for detailed information about Working with Patients see page 124 Quick MD User Manual Page 3
207. ient will be billed for his set co percent of this claim until that balance is paid If after you have received payment from the insurance company and it turns out that the patient is going to be responsible for more than the set co percent amount the steps to take are Post the insurance payment to the claim Delete the co percent note Quick MD will now ignore the co percent and bill the patient for the entire balance of the claim To IMPLEMENT THIS FEATURE BASED ON A FIXED DOLLAR AMOUNT Post a co percent billing note on the claim This note needs to begin with a percent sign followed by a dollar sign and then the dollar figure including two decimal places Example 50 00 When entering a insurance claim that you wish to bill the patient for the fixed dollar amount place the I and P responsibilities on all of the charges for the claim As long as this note is attached to the claim the patient will be billed for his fixed dollar amount of this claim until that balance is paid If after you have received payment from the insurance company and it turns out that the patient is going to be responsible for more than the set fixed dollar amount the steps to take are Quick MD User Manual Page 183 of 308 Post the insurance payment to the claim Delete the co percent note Quick MD will now ignore the co percent and bill the patient for the entire balance of the claim SESSION INFORMATION This feature will let
208. ike Primary Insurance Claims for more information see page 219 REBILL CLAIMS To re bill claims simply enter the date that you want claims older than that date to re bill Select your parameters put your 1500 forms in the printer and click OK Norte Quick MD is using the date on the existing red billing note to determine which claims to re bill Re Bill Insurance Claims M x Re Bill Claims Older Than Date aa For One Company On Type Of Claims Print Order Primary Claims Patient Alphabetical Order C Secondary Claims C Patient Account Number Order C Third Claims Primary Insurance ID Number Order f Ok X Cancel Claims will be re billed if 1 There is no payment from the applicable insurance company 2 The date of last billing for applicable insurance company is older than the date entered above 3 The claim does not have a zero balance Report Last Batch PRINTED Use this feature to run a report of the last Batch of Insurance Claims run Derete Bittinc Notes For Last Batcu PRINTED Use this feature to delete the billing notes that were posted to the ledgers during the last Batch of Insurance Claims run Note This feature is used when there was a problem with the last batch run ie Printer jam where you need to re start the run Quick MD User Manual Page 222 of 308 THE E BILL MENU E eEctronic Fitine Use this feature to file your electronic claims Filing electronically consists o
209. im gt You can also get to this screen from the File Menu by selecting lt File gt then lt Fast Charge Entry gt The Charce Entry Screen is a multi screen form that flows in such a manner that you can easily enter all the necessary information needed to complete a HCFA 1500 form in the most efficient manner possible The flow of using the charge entry screen is as follows Enter CPT Code for charge Enter up to 4 diagnosis codes for the charge Provide Other Information pertaining to the charge Repeat above steps for each new charge to be added to claim Once all charges are entered enter the necessary supply record information oP ONS WORKING IN THE PATIENT S LEDGER for detailed information about the Patient s Ledger see page 172 Function Keys USED IN THE PATIENT S LEDGER lt F1 gt Pay Used to apply a payment to the highlighted charge in the ledger lt F2 gt Apu Used to apply a adjustment to the highlighted charge in the ledger lt F3 gt Note Used to post a note to the highlighted claim lt F4 gt Epit Used to Edit the highlighted charge payment adjustment or note lt F5 gt Reassicn Used to apply a reassign to the highlighted claim in the ledger lt F6 gt C mBat Will populate the Invoice and Total fields at the bottom of the ledger with the balances for the highlighted claim Quick MD User Manual Page 31 of 308 lt F7 gt LepBat Will populate the Ins and Pat fields at
210. imary Insured Address IADD Primary Insured City State Zip ICSZ Primary Insured Phone IPHN Primary Insured Relationship IREL Primary Insured Social Security ISS Primary Insured Date of Birth IDOB Primary Insured Employer IEMP Primary Insurance Name IINS Primary Policy IPOL Primary Group IGRP Secondary Insurance SINS Secondary Policy SPOL Secondary Group SGRP The next four codes were developed to use with an outbound COMMUNITY CARE REFERAL FORM Medserv MEDSERV This code will pop up a box for the user to insert a message into the document From and To dates FROMDATE amp TODATE This will insert the from and to date from the line on the managed care module Precertification REFNUM This will insert the precert number from the managed care module Quick MD User Manual Page 200 of 308 e Diagnosis DIAGS This will pop up a box where the user can enter two diagnoses in and they along with there descriptions will print on the document Exawpte Inserting the following line of text into a template would create a new document with the Patient Name Date of Birth and Sex auto inserted by Quick MD The patient s name is NAME The patient was born on DOB and the patient s sex is S Using the Naming Convention The proper use of the naming convention allows you to easily attach ANY document created in Word to your patient s file
211. ing feature is set Quick MD will tell the operator during payment posting if the payment is short of what is expected The check box is in Properties Misc Defaults Other defaults For more information see page 44 e Everywhere in the system that addresses the Prior Auth number it has been expanded from 15 to 20 characters For more information see page 190 e A check box to ignore secondary claims was added to the LA electronic Medicaid filing The operator was added to all ledger notes For more information see page 162 e The Co payments amounts were added to the charge entry screen For more information see page 163 e In Q Schedule the lt F11 gt key will apply the current template to the day For more information see page 105 e In Q Schedule under the Settings button a new check box was added Apply template to existing days If checked Q Schedule will automatically apply any new template to all future days as long as no appointments have been booked on that date For more information see page 105 e The cut amp paste will move the red or blocked slots under the appointment and restore the current template to the cut area of the day For more information see page 108 e The search for next available appointment will now put a date and time in a question box If the operator clicks no then the search will continue For more information see page 112 e Anew check box called Stop Book was added to the patie
212. ing up the Wartine List For more information see page 135 Put on W List This will but the current patient on the waiting list ror more information see page 135 Quick MD User Manual Page 134 of 308 Wantine List Waiting List Provider Res Start ni Stl pae SMT WTF S Pref 01 ED DEL 20 02 ED DEL 03 ED DEL aED DEL 05 ED DEL 06 ED DEL 07 ED DEL 08 ED DEL O9 ED DEL 10 ED DEL 11 ED DEL 12 ED DEL 13 ED DEL 14 ED DEL 15 ED DEL 16 ED DEL 17 ED DEL 18 ED DEL 19 ED DEL Comment jvVANT S AN APPOINTMENT The waiting list allows you to put patients on the waiting list that already have an appointment but would like to have one at an earlier time Patient The Patient s name is displayed in this field Provider Res Displays the provider s name for this patient s existing appointment Start Date This is the Starting Date of the current patient s existing appointment End Date This is the Ending Date of the current patient s existing appointment S M T W T F S The first letter for each day of the week If an X appears in this column then the current patient would only like an appointment on that day of the week Pref This is the preferred time of the day that the current patient would like an appointment on Number Clicking on the number to the left of the patient s name allows you to see the comment for that appointment Th
213. ion Quick MD User Manual Page 62 of 308 Customizinc Quick MD THE PROPERTIES MENU The properties menu is used to set up and configure Quick MD to the way you want to run your practice When setting up Quick MD for the first time you will go through each of these menu items and fill them in with information that is appropriate for your practice This section describes each of these options in detail Important There should only be one Operator at a time in Properties Getting there From the Quick MD main menu select PROPERTIES Properties Of x OFFICE DEMOGRAPHICS CHARGE ENTRY Office Data Cpt Entry Options Provider Table Place Of Service Table Insurance Id Numbers Type Of Service Table Location Table CPT Codes Modifier Table Payment Table Set 1500 Extra Data Fields Adjustment Table PRINTED FORMS Financial Class Table Printer Settinas Patient Source Table 1500 Settings ca ARIE Patient Statement Settings PATIENTS Super Bill Settings Standard Sys Patient Defaults Laser Inkjet Add Labels Settings Patient Custom Information M OPTIONS Patient Custom Information F NMiscallanesus Defaults Recall Table Tables Data Paths ELECTRONIC FILING Electronic Medicare Settings Electronic BC BS Settings Electronic Medicaid Settings Electronic Ochsner Settings Electronic Clearing House Settings Electronic Remittance Settings STANDARD APPOINTMENT
214. ist Name Last Name Middle Name Address Address City State z Home Phone __ __ Work Phone Zz Ext Employer Email Previous Next Cancel Emish Quick md User Manual Page 299 of 308 Emercency Contact INFORMATION The Emergency Contact Information screen contains the person that needs to be contacted in case of an emergency Emergency Contact Information Frist Name Last Name Middle Name Home Phone 1_____ Relationship Previous Next Cancel Finish At this point the Next or the Finish button will cause the wizard to ask the patient if they are finished entering their information xj 2 Are you finished If the patient answers yes a thank you message will be displayed for a few seconds then the wizard will return to the Patient Information screen To exit the waiting room wizard press lt F1 gt and type down in the password field Access ne THE Watine Room INFORMATION From Quick MD the waiting room table can be accessed easily from the patient demographics screen for more information see page 147 Quick md User Manual Page 300 of 308 SETTING UP AND USING THE HL7 INTERFACE Quick MD can send patients and appointments to EMR systems that except HL7 messages It can also read electronic super bill from a select number of EMR packages SETTING uP THE HL7 INTERFACE TO SEND MESSAGE Third Party Integration Setup loj x Path And Filename To Export Medical
215. it the escape key and simply type the appropriate number s in the pointer field Note It is this procedure of adding to and selecting from this table that ensures that the Patient Diacnosis Tagle always contains the 25 most recent diagnosis codes used for this patient In the I S column if the diagnosis is labeled S for standing Quick MD will automatically insert that diagnosis into the charge screen every time a charge is entered Any diagnosis labeled I for isolated will not be automatically inserted Step THREE THE OTHER CHARGE INFORMATION SCREEN You have now filled in the appropriate Diagnosis Pointers and your cursor is sitting in the last diagnosis field used Hit lt Enter gt to advance the cursor When Quick MD sees an empty diagnosis pointer field the next time the enter button is hit the Other Charge Information Screen will be displayed OTHER CHARGE INFORMATION SCREEN Use this feature to input all of the information required on the HCFA 1500 that relates to this line item charge Quick MD User Manual Page 165 of 308 Other Charge Information Screen Oo x Responsibility Code 7 25 2005 This date will be used as service date Ledger Date 24A MAZSWAMES if the from date is not s 07 From Date 24A o a a Provider 31 01 JOHN SMITH Units Of Sewice 24c 1 02 F1 Standard Units 5 00 O B Place Of Service 24B OUTPATIENT HOSPITAL x Type Of Service 24C SURGERY o n Location MAIN
216. ith automatic when loading Line Item ERAs If you file Medicare secondary claims electronically then you are required to post your primary payments by line Item For more information see page 103 Post Zero Payments Check this box if you want to post a payment of zero dollars to the patient s ledger If this box is not checked then zero dollar payments are not posted Post Zero Apsustments Check this box if you want to post an adjustment of zero dollars to the patient s ledger If this box is not checked then zero dollar adjustment are not posted Lepcer Date This is the date that all of the payments and adjustments will carry Quick MD User Manual Page 236 of 308 Resp Cope System will default to I for Insurance payments Press the lt Enter gt button Cueck Numeer Input the check number located on EOB Pay Source Select the pown arrow BuTToN located at the end of the pay cope box and select the appropriate pay source Press the enter button Note To use this feature the Payment Taste for more information see page 67 must be set with a listing of description types for posting payments Aps Cope Select the Down Arrow Button located at the end of the adj code box and select the appropriate adjustment code Press the lt Enter gt button Note To use this feature the Apsustment Tase for more information see page 68 must be set with a listing of description enters for posting adjustments
217. ith its own house code This would preclude you from entering the modifier separately Click lt Ox gt to save and exit the OTHER CHARGE INFORMATION SCREEN Step Four Enter ALL OTHER INFORMATION RELATING TO THE CHARGE Cost when procedure code is selected system will automatically bring over the charge that has been set in CPT records or if there is a fee schedule attached to this patients insurance company it will use their fee schedule or the charges may be manually added Payment This feature allows you to post payments to each procedure After payment amount is entered Payment Information box will appear which allows you to input check number and payment type being made If the feature in Properties Misc Defaults Ask if you want to print a receipt is turned on the system will ask you if you want to print a receipt when this claim is finished for more information see page 91 If no payment is being made leave payment field blank Quick MD User Manual Page 167 of 308 Code Description Diagnosis Cost Payment p515 SINGLE ALLERGY INJECTION fiL oa ps7 MULTIPLE ALLERGY INJECTIONS 03 04 05 06 07 08 09 10 A kad UUT NN O O O O S O A UUA Un Applied Credit 30 00 Save Cancel Payments Sassi 20 00 Step Four Applying Un Applied Credits to this charge The Payments Screen using Un Applied Credits At the bottom of the charge entry screen this pati
218. justment to the individual claim that you are receiving payment on All claims eventually come to a zero balance once payments and adjustments have been appropriately applied NEVER post all payments and adjustments to only one claim in a patien s ledger as this will leave one claim with a credit balance and all other claims with balances owed If you are going to be filling secondary claims electronically to THIN or Medicare you must post you payments by line item Lepcer Date All daily recaps use the ledger date and NOT the date of service for reporting The Ageing Reports will give you the option of running them either by ledger date or date of service Date FieLDs You never have to enter the current year in Quick MD Leaving any year field blank will automatically cause the system to enter the current year Additionally you never have to enter today s date in Quick MD Simply type a 9 in any date field to have the system place today s date in the field for you Quick MD User Manual Page 27 of 308 QUICK REFERENCE A TYPICAL DAY IN THE OFFICE This Quick Reference walks you through the various features of Quick MD that would be used over the course of a typical day in the office ScHEDULING Quick REFERENCE Usine Q ScHEDULE Q Schedule is a separate but integrated application that is started from its own icon When open this Scheduler operates on a separate tab on the tool bar which allows for access to it while workin
219. k billing to patient for just one claim with the P responsibility On it by adding a note to the claim with BLOCK PATIENT on the Description line For more information see page 154 e Anew report was added Collections Work Report For more information see page 263 A check box to default services dates in charge entry screen was added to Misc Defaults screen For more information see page 91 e Fax number was added to Ref Phy File For more information see page 49 e Guarantor was added to patient file query report on the select by parameters For more information see page 247 You can now set colors in the appointment reasons by placing A R G S B or Y at the end of the reason line The amount of time to reserve for the appointment can be set by placing 2 3 4 5 or 6 at the end of the reason line For more information see page 115 Patient s address was added to the Q Schedule more information screen And may be edited from the patient s name field if the patient ID is set For more information see page 107 e Search for future appointments was added to Q Schedule and the Standard Appointment System For more information see page 105 e A check box Allow user to enter ledgers was added to operator rights For more information see page 286 Electronic Remittance now browses the folder set in the path setting for the remittance file to report or download to payment posting modul
220. l overwrite any global messages set in patient statements batch billing if the patient is past due on their account MaritaL Status TABLE Use this feature to define up to eight Marital Status descriptions with the appropriate codes used for billing purposes as required and defined by HCFA Quick MD User Manual Page 77 of 308 Marital Status Table MARRIED SINGLE OTHER LEGALLY SEP DIVORCED WIDOWED UNKNOWN Emptoyment Status TABLE This feature allows you to define up to ten Employment Status descriptions types with the appropriate codes used for billing purposes as required and defined by HCFA Employment Status Table oT ee EMPLOYED FULL TIME STUDENT RELATIONSHIP TABLE Use this feature to define up to twenty Patient Relationships to the subscriber of the insurance and the appropriate codes used for billing purposes as required and defined by HCFA Quick MD User Manual Page 78 of 308 Patient Relationship Table of x Description Code 0 IPATIENT 1S INSURED 02 spo Ok 03 CHILD 04 OTHER 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 STANDARD APPOINTMENT APPOINTMENT DEFAULTS Use this feature to set Appointment Derautts for the StanpaRD SCHEDULER ONLY Important These defaults only apply to the Stanparp ScHeouter for more information see page 117 To configure the default
221. laim in the Ledger has the P responsibility and to create a new claim instead of adding charges to a claim that is now the responsibility of the Patient This is set in the CPT Entry options found under the Properties menu for more information see page 80 See Steps 2 through 9 above to complete Adding Charges To Last Claim If last claim saved was a Patient Claim Charge see Steps 2 through 7 only Quick MD User Manual Page 171 of 308 Current LEDGER The current Ledger is where you go to view all details about your patient s claims The Ledger is fully functional in the sense that you can post payments adjust charges edit entries post notes and reassign responsibilities all from within this one screen Ledger Patientit 0872472004 C I 0872472004 P P 1071372004 C I 1 Pay F2 Adj F3 Hote F4Edit F5 Reassign F6 CimBal F7 LedBal 8 Supply F9 Prints F10 Delete F11 Exclude Sh F3 Convert Note Sh F2 Browse 1 Claim Sh F4Toggle Zero Claims Sh F5 Only P Claims 9 BRYAN FUSILIERJR 1 OFFICE VISIT 1 PATIENT CHECK 1 MEDICARE WRITE OFF 1 OFFICE VISIT 1 PATIENT CHECK 1 MEDICARE WRITE OFF 1 OFFICE VISIT 1 PATIENT CHECK 1 MEDICARE WRITE OFF 1 OFFICE VISIT 1 PATIENT CHECK 1 MEDICARE WRITE OFF 1 FLUE SHOT 1 MEDICARE WRITE OFF 1 PATIENT CHECK 2 0FFICE VISIT 2 MEDICARE WRITE OFF 1 OFFICE VISIT 1 PATIENT CHECK 1 OFFICE VISIT 1 PATIENT CHECK 40 00 20 00 123 20 00 123 40 00 20 001123 20 001123 40 00
222. layer The tutorials on the left hand side of the form are grouped in logical sections that match the main menu of Quick MD Clicking on the plus sign next to the section heading will expand the list and let you pick a certain tutorial Quick md User Manual Page 304 of 308 Tutorials Properties File Patient Table Utilities Ledger Billing Recaps Payments Reports Ageing Report Electronic Billing Standard Appointment Email EMA Waiting Room Wizard Company Billing Q Scheduler E MultiView Scheduler Version 4 7 C Copyright Michel amp Pratt Consulting Inc 1998 2005 mm Quick md User Manual Page 305 of 308 HOW TO Quick MD has easy to access tutorials that explain how to perform common operations in the system You can access this list from the How To item on the main menu Clicking on the How To item will bring up a list of common questions To view a tutorial double click on the line that you are interested in E Howto Important Features and Concepts F1 and F10 keys in Yellow Fields Important Features and Concepts 5 A and P Responsibility Codes Important Features and Concepts The Red Billing Notes Important Features and Concepts Claims and Invoices How to enter patients Demographics How to enter patients insurance information How to enter charges How to Understand the ledgers How to print a single 1500 Claim H
223. lds Ib Patient Name Cam Invoice CPT Cope Description Units Lepcer Date and Amount Query Charges Ox Date From Date EA Query Using What Date j oo Ledger Date Hel C Serice Date From eared CPT Code From CPT Code To One CPT Code Po Type Of sanicel ci BE Place Of sanica Insurance Guarantor __ Financial Gas Exclude Financial Class Sort Code z GL Code T Include Payments Applied To Charge s Il Include Diagnosis Codes M Include Adjustments Applied To Charge s I Print In Landscape M Include Patient Addresses Write Data To A CSW File Report Heading OK cancel e Simply select a date range that you wish to see reporting on and select the parameters for the report or leave blank to include all Select the CPT code you can use a numerical from and to code to get information about a range of CPT codes or Diagnosis code and check the information you wish to see on the report give the report a name and click the lt Ox gt button You may print all or page down to the end and print screen and print only the totals You can use a numerical from and to code on the query charge report to get information about a range of CPT codes Quick MD User Manual Page 251 of 308 Sampce Query Cuarces Report ID PATIENT NAM GI CLM INV CPT COD T DESCRIPTION UNITS LEDG DATI T a 9 BRYAN FUSIL
224. ling note So it s very Important to understand these concepts of Responsibility Codes and Billing Notes Quick MD also shows the user the invoice number s that make up the claim under the INV heading Quick MD User Manual Page 172 of 308 Cim Claim Number Inv Invoice Number Description Description of Ledger Entry Amount Amount of Entry if applicable Com Cux will put the comment from the charge entry here or the check number from payment posting Unless the feature in Properties Misc Defaults Put service date on ledger screen is turned on Then the from date of service will appear in this field if it is different form the ledger date Diacnosis list the pointers to the patient s diagnosis table Norte Checking Put Primary Diagnosis on Ledger Browse under Properties File Browser Setting well set the first diagnosis in this column instead of the pointers From Date from date of service To Date to date of service To make entries changes or view additional information highlight the invoice or claim in question using the Up and Down arrows keys to move the highlight bar and use the F keys 1 through 11 as listed below These commands are listed across the bottom of the screen for your convenience lt F1 gt Pay allows the user to post a payment to the highlighted claim as a whole or each line item Post Payment Ledger Date Provider JOHN SMITH Harel Re
225. lt F2 gt and entering a claim number To see the entire ledger again enter a zero For more information see page 172 e A check box to default the cursor in the company ID field of the patient Statement window was added to the Properties Misc Defaults Other Defaults Screen For more information see page 98 e You can now exclude financial classes on the paper insurance batch billing For more information see page 216 e The check for duplicate patient on the name amp SS will now show all patients that match the name or SS and will show their financial class on the duplicate Patient information window For more information see page 150 e Re Bill un paid insurance claims module was added to the batch billing menu For more information see page 222 e Anew address labels module was added on the reports menu Before using it the coordinates must be set in properties It will allow you to print single tractor feed labels or 1 X 4 labels that come on an 8 X 11 sheet Of 20 labels For more information see page 255 Quick MD User Manual Page 18 of 308 lt Shift gt lt F4 gt in the Current Ledger Browse Screen will toggle the ledger to zero amp Non zero balance claims For more information see page 172 A default for this was added to the browser defaults in properties For more information see page 76 The Search for a existing patient appointment now has buttons to search 30 60 90 180 and year out for more in
226. main demographic screen but is also used during the charge entry process and is available from within the patients ledger by highlighting a charge and hitting F4 to edit then from the first yellow pointer field hitting F1 Quick MD User Manual Page 157 of 308 Patient s Diagnosis T able Office ICDM Code Description Esc Quit Click Number To Pick If s 01 100 9 LEPTOSPIROSIS UNSPECIFIED 02 200 04 RETICULOSARCOMA INVOLVING LYMPH NODES O 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 LLL LILI CI LILIGCILICIGCICICICICIGIGE a Diagnosis records are added to the patient s diagnosis table by typing the diagnosis code in or from the master diagnosis table by using the lt F1 gt key in the yellow field to browse The lt F10 gt key from the yellow field allows you to add a record in the master diagnosis table on the fly The I S column allows the user to define individual diagnoses as isolated I or standing S If standing is chosen Quick MD will automatically attach those diagnoses to each charge entered for this patient If isolated is chosen the user will manually choose which diagnoses to attach to each charge Quick MD User Manual Page 158 of 308 orF msc INNER Office Messaces This feature allows you to enter notes you want attached to a Patient File The message box will appear each time you open this Patient File if it has something i
227. mation see page 72 You can now exclude payments amp adjustments when filing claims For more information see page 154 A payment entry screen was added to the charge entry screen It will allow the Operator to auto apply patient credits to charges For more information on Un Applied credits see page 187 Shift F3 will make a billing note a regular note So now you can re bill Claims without deleting the billing note and instead turning it into a Regular note For more information see page172 Report on last batch billing run and delete billing notes for last batch billing Run was added to the billing menu For more information see page222 In misc defaults a check box was added that will allow the providers name To print in block 33 along with the office name and address For more information see page98 TPL number was added when Medicaid is secondary to a private Ins For more information see page 154 Appointment audit report was added to Q Schedule For more information see page 112 Diagnosis codes can be removed from patient receipt For more information see page 98 Quick MD User Manual Page 19 of 308 VERSION 4 1 e Quick MD now keeps track of all deleted ledger records except Notes There is a report in System Utilities that will allow you to report on The deleted entries For more information see page 293 VERSION 4 0 e The delete billing notes function now gives you the ability to narrow to one In
228. mber 4 in all tables then when desiring to enter BCBS in the Financial class payments or adjustments tables simply enter the number 4 and hit enter to bring in BCBS It is easier to remember the number if they are the same in all tables Quick MD User Manual Page 70 of 308 Patient Source TABLE 1 BILL BoaRDs 2 ANOTHER PATIENT alev q NEWSPAPER 5 RADIO 6 LNSURANCE mma m mmm m m m m This feature allows you to list up to fifty Patient Source types This data allows the office to track how Patient s became aware of their practice It also allows for tracking and reporting on which marketing avenues are providing the most success Quick MD User Manual Page 71 of 308 Sort Cope TABLE Use this feature to define up to ninety nine Sort report codes Codes to further classify patients for reporting and business management purposes You may assign up to 3 sort codes per patient for reporting purposes For instance you could tell how many left handed red headed shoe size 4 women were in your database SECS ao p COLLLETTER1 34 67 o 02 COLL LETTER 35 68 03 COLL LETTER3 36 69 04 SMOKERS 37 70 05 NON SMOKERS 38 71 pe LEFT HANDED 39 72 o7 RIGHT HANDED 40 73 08 SHOE SIZE 4 m 74 03 az 75 10 43 76 1 aa 77 123 as 78 13 as 73 14 an a0 15 as 81 15 a9 82 17 50 83 Exampte Could
229. ments Quick MD will look for existing appointments Use Derautt Provipers If selected select a Provider for 1 default and 2 default The appointment Calendar will default Book 1 and Book 2 to the selected default Providers Select the lt Ox gt button to save CHARGE Entry Cpt Entry Options Charge Entry Input Options allows you to control which fields the cursor stops in during the Charce Entry process for more information on OTHER Cuarce INFoRMATION see page 165 Quick MD User Manual Page 80 of 308 Se m m a m m m eee a M a a a a a a a Note To enable this feature you MUST select the first option Input Optional Charge Data Once this box is checked you can begin selecting the fields you want the cursor to stop in or skip over in the Other Charge Information Screen For the fields you do not select to stop in you will have to click that field to enter data The last box labeled Do not add charges to last claim if P responsibility is on the claim is used to define the action of the Add charges to Last Claim feature in the Ledger button found on the Patient demographics screen When checked if the last claim in the ledger has a P responsibility on it Quick MD will automatically create a new claim to add these charges to instead of adding them to a Patient Responsible claim for more information see page 171 Quick MD User Manual Page 81 of 308 Pace oF Service TABLE
230. message You may also double click a record to open it lt F2 gt adds a new message lt F5 gt deletes the highlighted message Quick MD User Manual Page 205 of 308 The highlighted message can then be printed out or emailed to any of the users of Quick MD on the network Note All phone messages for a day may be printing out at one time by going to any patient demographic screen hitting lt Shift gt lt F1 gt and then clicking on the Print All Phone Messages for a Day button Appinc A New Messace To add a new message hit lt F2 gt Quick MD User Manual Page 206 of 308 The user may enter up to 10 lines of text and select from one of the top 20 replies this table is user definable and is in the Medical Records settings in Misc Defaults in Properties From here the message may be printed out or emailed to another user of Quick MD The Message will now be tracked by the date in which it was entered into Quick MD Quick MD User Manual Page 207 of 308 TRACKING AND PRINTING OF PRESCRIPTIONS To enter a new Prescription or review past Prescriptions for a patient go to his demographic screen and hit the Shift and the lt F1 gt key simultaneously Then click on the Drugs Prescribed button 02 19 2003 New valuim If you would like to review a previous prescription simply highlight the one you would like to look at and either hit the lt F1 gt key or double click on it Quick MD User Manual Page
231. more accurately describe the moving of funds in and out of un applied credits For example Add an adjustment called FROM UNAPPLIED CREDIT with a for moving money from the un applied credit accounts Then add an adjustment code called UNAPPLIED PYMT TO ACCT with a for applying this money to claims Quick MD User Manual Page 187 of 308 Acceptinc Un Apptiep CREDITS There are two ways to enter un applied credits in Quick MD both of which utilize the Charge Entry Screen If you want to simply put an over payment into the patient s ledger open up the Fast Charge Entry Screen Enter Charges Patient Claim for more information see page 213 Charge Entry Screen Code Description Diagnosis Cost gy CREDIT PATIENT OVERPAYMENT w A 02 03 04 05 06 07 08 09 10 M LUULE LUULU NN O O S A S A A AMAA AIM Un Applied Credit 30 00 Save Cancel Payments al 0 00 In the Code field type in the CPT Code of CREDIT Leave the Cost at 0 00 and enter the amount of the credit you wish to apply in the payment field Then hit lt Save gt and a new claim will be created in the patient ledger that will track and handle the un applied credit The other way allows you to take an Over Payment at the time of charge entry Quick MD User Manual Page 188 of 308 Code Description Diagnosis p515 SINGLE ALLERGY INJECTION fiL o2 CREDIT PATIENT OVERPAYMENT 03 04
232. n Browser Derautts in the Properties menu for more information see page 76 Norte If you want to have the option of entering the CPT code instead of the Office Code you can turn this option on for more information see Properties CPT ENTRY OPTIONS on page 80 But realize that if you have the same CPT code setup multiple times ie With different places of service and or different pricing each with different house codes then the first CPT record that matches will be brought in In these cases you should browse by House Code or simply enter the house code to ensure that the appropriate CPT record is called in Description The description is automatically entered once you have selected a code It comes over as a default from the master CPT record Step Two Enter THE Diacnosis cope s Your cursor is now in the first yellow piacnosis pointer field Here you will attach up to 4 diagnosis codes the max amount set by HCFA to your procedure code by pointing to the appropriate records in the Patient Diacnosis TABLE for more information see page 157 Note You can also access the patient s diagnosis table by clicking on the button at the top of the form Diacnosis FRoM THE FIRST YELLOW POINTER FIELD Hit lt F1 gt to open the Patients Diacnosis TABLE Patient s Diagnosis Table Office ICDM Code Description Esc Quit Click Number To Pick r s 01 100 9 LEPTOSPIROSIS UNSPECIFIED 02 200 04 RETICULOSARCOMA INVOLVING LYMP
233. n and also has the complete day for a provider booking screen e The Query Patient File report will now give you a list of deceased patients e A Date Last Verified field was added to the patient s insurance screen e The patient s diagnosis table now prints when the print button on the patient s demographic screen is clicked e You can now set a Claim Adjustment Reason Code on the edit charge screen when Medicare is secondary When the system sees that a Medicare is set as secondary and you edit F4 a charge the cursor will be in the claim adjustment reason code field on opening of the charge screen e In every place in the system that you enter addresses you can now type the zipcode in the city name and the city state and zip will be auto entered If the zip code is not recognized you will be asked for the info and Quick MD will recognize it from then On There will be a red Z by the city name to remind you of this feature e You can define your Blue Cross writeoff adjustment code in Properties Misc Defaults If it is defined and you have auto writeoffs turned on it will use the defined code for The Blue Cross write offs on the auto entered adjustments e A Print Canned Notes Listing button was added to the Canned Notes Menu e You can now set a Supervising Phy on the Supplier Information Screen for the claim e You can set an associated drug on the CPT Code record If a drug is set on the CPT record it will automatically set the ND
234. n it PUT ANY TEXT YOU WISH HERE Primary Copay 20 00 Secondary Copay 10 00 Third Copay 0 00 Note if you have that feature turned on in Settings in the Enhanced Scheduler it will also appear when you choose that patient when scheduling an appointment state msc STATEMENT Messace Box Statement Messages Expiration ita OK Primary Copay 20 00 Secondary Copay 10 00 Third Copay 0 00 This feature allows you to enter notes you want included on the Patient Statements When a statement is printed this message will appear on the Patient s Statement indefinitely unless you enter an expiration date These coordinates have to be set in Properties Printed Forms Patient statement settings for more information see page 87 emc Emercency Contact Quick MD User Manual Page 159 of 308 Contact Name TONYA BURCH Phone 337 232 9587 Relation SISTER J OK This feature allows the user to input an emergency contract person s name phone number and their relation to the patient in the Patient File sort 2 OTHER Sort Copes _ Set Other Sort Codes Second Sort Code COLLECTION 1 Third Sort Code JOSEPH WASP This feature allows the user to select a Seconp and Tuirp Sort cone to further classify a patient for reporting and business management purposes Use the down arrow key to select the appropriate Sort Code Note To use this feature the Sort Cope Taste for more information
235. n now be narrowed to a range of codes For more information see page 268 e Inner Office E Mail system was added to Q Schedule For more information see page 105 e A4column appointment listing report was added to Q Schedule Check the 4 column listing box in settings to activate For more information see page 109 e Insurance Table records have a check box to use SS in block 25 for companies that want the providers SS instead of the tax ID in that block For more information see page 55 e You can now put SS number on super bill in the New Appointment system For more information see page 154 Quick MD User Manual Page 20 of 308 e A2character Credentials field was added to the provider table For more information see page 65 e You can now add secondary and third billing notes from quick payment posting Modules ledger browse screens Add screen to manual For more information see page 154 e You can now edit operator amp location on the edit screens of charges Payments and adjustments For more information see page 154 VERSION 3 8 e Medical Records Interface For more information see page 193 e Phone Messages For more information see page 205 e Prescription Information For more information see page 208 e Extension for work phone in patient file was added For more information see page 147 e Orphan ledger search utility was added to System Utilities For more information see page 294 You can bloc
236. n oT erre tery reer er eee eee trees gener rece enre re cen reer rye ccer rer rents a meer re try ee seenye 127 Se ave 278 PTRUH cA U1 Reds Rae eer a eer ee ere rere ee eT POU EY re teen et er etree NE EEO ey pe Re reer oe eet err re reece em eaneenry 128 Setoa Upa EIl COON S aa 129 Set status codes ite ye laa din li cha play A E at tad een E E 130 Adding a Patientto ihe Wating List snra ia rPeOT ere Pye OO eiaa 136 Booking a Patient iom tbe Wanny List sasini iii eg i i nat ai aa aa 136 Apponivent Repon oaa ipabauwthea yeaa baieca lina i aad su bianay banca dabbunnbbasi Mdnundanand Sih adeebpad peels sams 136 CHEER ENO NEN Sats esti cae tice eee aia aad ye cereals eee oe ede ay a ed ec ia hanks 140 Next AVAN ss ives sires tne cere a a A ea ad el tubuceca Eddade 140 Ea CEO i One eee ee REET TPMT e TEC ep RSC REET TEST TERT Sy meen TEn TH TePerE Re tT Ten EnT OR eerr at Teenern Orn erernrT er itrerrrr er yer 154 Historical Secondary Insurance Companies sis wicicaetiariincececenis ined seiidnn tee daeenss asiade anise nsedaninasnntedd ae danbdtddcenssenediuadiy 155 TRON E E kc ek ek al aa pa a lls a a i aT aed ead ektal aa ieha dak Radabaan 155 Quick MD User Manual Page 4 of 308 Balances Patient Leodgar Bales aoaoina aAA E AA 182 info custom information SCFECN ssnnnsssnnnssssnnnsssrnnsssrnnsssrnnssssrnsssrissssrnnsssrnnsssrinsssnnnss
237. n the cpt codes tracking table If the code is not in the table you will Get a warning For this to work you must have the check box in misc defaults other Defaults that reads Warn if cpt code is not listed in tracking table checked For more information see page 98 This will work on All cpt codes that have the track cpt code check box checked in the master cpt code Record For more information see page 43 11 11 04 Seven new data import codes were added to the medical records module For more information on using templates in the medical records module see page 199 CAID This will insert the patient Medicaid into the document PATPHN This will insert the patients home phone FNAM If this code is found in the document the Ref Phy Facility browse screen will appear and allow you to select an entity and then place the entity name into the document If the FNAM is found and the operator selects an entity then the following 4 codes Will be looked for in the document FADD This will insert the entities address FCSZ This will insert the entities city state zipcode FPHN This will insert the entities phone FFAX This will insert the entities fax 11 16 04 e The ability to print address labels for referring physicians was added to the Referring physician s Table menu 11 19 2004 e Anew referring physician report was added to the Quick MD reports menu 12 03 2004 e 16 new buttons were added to the managed care window
238. n will be displayed while Quick MD calls the insurance company Once a connection is made the computer will fill out the required information and download the reports After the files have finished downloading exit out of the window Quick MD User Manual Page 226 of 308 E Lectronic CLearinc House BILLING Use this feature to file to the other major payers through the Proxy Med clearing house The steps are the same as above But the initial run is slightly different Electronic Clearing House Initial Run oj x Cuttoff Date ME Provider x Company Report Order ID Number Order Ok f Cancel X MV Alpha Order A Pick up all claims for companies that have ID s set If this is checked all Co that have the clearing house ID set will be included If a number is not set they will be excluded Ifthe check box Stop CH is checked the companies claims will not be included In setting up to send claims to ProxyMed you will need to insert ProxyMed s Insurance Payer ID s in all of the insurance records in Quick MD that you want to go electronically They will go in the Clearing House payer ID field in the master insurance records in Quick MD When you run your initial run you will check the box Pick up all claims for companies that have ID s set When you do the Initial Run Quick MD will then look through all of the patients that have an insurance company attached to them with the payer ID
239. nce Cam Prints a Third Insurance HCFA form from claim Patient Statement Prints a Patient Statement from the claim Lepcer Sends the Patient s Ledger to the Data Output Processor ItemizeEp Clam Sends an Itemized Claim to the Data Output Processor Note This is the same report used when printing a patient s receipt If a patient requests another receipt you would go to the claim and print this option Itemizep BY Date Rance Sends Itemized Claims defined by a date range to the Data Output Processor Query Patients Lencer Allows you to run a number of different queries on the patient s ledger e Report All Payments Only Report Patient Payments Only Report Insurance Payments Only Report Charges and Payments Report Charges Payments and Adjustments Report Charges Only Report Notes Only Report Only Claims With a Balance OTHER Forms This item will only be available in Texas e Print the Texas Workers Compensation form DWC 73 e Print the Texas Workers Compensation form DWC 69 Exit Exits the print menu lt F10 gt Derete Use this feature to delete the highlighted entry Quick MD User Manual Page 177 of 308 Note Can only be used if user has been given the right to do so for more information see page 286 Also any ledger deletion with the exception of billing notes can be reported on in System Utilities Run Deleted Ledger Record Reports lt F11 gt Exciupe Use this feature
240. ned in Insurance ID table For more information see page 55 e The first 4 diagnosis s and medical record number can be put on super bill For more information see page 114 e You can set insurance company records inactive For more information see page 55 e Ask about reassignments check box was added to misc defaults For more information see page 91 e ACPT codes modifier table was added to properties For more information see page 84 e Open patient ledger was added to the File menu This will take the operator directly to the patient s ledger from the look up screen For more information see page 214 e In Miscellaneous Defaults A check box was added that will display the service date on the ledger browse screen For more information see page 91 e You can now set a refresh for the appointment screen in Misc Defaults If checked it will refresh the screen about every 10 seconds when a day is open For more information see page 91 e Acheck box has been added to the insurance company records that will block all claims for that company from being sent to the clearing house For more information see page 55 An invoice billing system for companies has been developed that will bill companies that are setup in the statement box of the patient file An associated check box was added to misc defaults screen to support this new utility For more information see page 91 Version 3 1 to 3 3 e Number super bills
241. nformation above and click lt Browse gt Quick MD User Manual Page 39 of 308 Browse Diagnosis File 100 1100 LEPTOSPIROSIS 0 1100 ILEPTOSPIROSIS ICTEROHEMORRHAGICA 8 1100 OTHER SPECIFIED LEPTOSPIRAL INFECTIONS 811100 LEPTOSPIRAL MENINGITIS ASEPTIC 89 100 OTHER SPECIFIED LEPTOSPIRAL INFECTIONS 9 1100 LEPTOSPIROSIS UNSPECIFIED 1101 VINCENT S ANGINA 1102 YAWS 1102 INITIAL LESIONS OF YAWS 1102 IMULTIPLE PAPILLOMATA DUE TO YAWS AHD WE 1102 OTHER EARLY SKIN LESIONS OF YAWS 1102 HYPERKERATOSIS DUE TO YAWS 1102 GUMMATA AND ULCERS DUE TO YAWS 1102 GAHGOSA Make corrections to record and lt Ox gt Deleting Diagnosis Record Browse Diagnosis File Enter one of the four pieces of information above and click lt Browse gt Quick MD User Manual Page 40 of 308 Browse Diagnosis File 100 1100 LEPTOSPIROSIS 0 1100 ILEPTOSPIROSIS ICTEROHEMORRHAGICA 8 1100 OTHER SPECIFIED LEPTOSPIRAL INFECTIONS 811100 LEPTOSPIRAL MENINGITIS ASEPTIC 89 100 OTHER SPECIFIED LEPTOSPIRAL INFECTIONS 9 1100 LEPTOSPIROSIS UNSPECIFIED 1101 VINCENT S ANGINA 1102 YAWS 1102 INITIAL LESIONS OF YAWS 1102 IMULTIPLE PAPILLOMATA DUE TO YAWS AHD WE 1102 OTHER EARLY SKIN LESIONS OF YAWS 1102 HYPERKERATOSIS DUE TO YAWS 1102 GUMMATA AND ULCERS DUE TO YAWS 1102 GAHGOSA Choose a diagnosis record and hit lt Enter gt or double click
242. nformation see User Ricuts on page 286 3 Go to Properties and start with Office Data then work your way down the menu populating all of the tables and fields that are applicable In Miscellaneous Defaults there are many features that may be turned on and off to tweak the system to your way of doing business for more information see Customizinc Quick MD on page 63 4 Go to Tables on the main screen of Quick MD and enter your Cpt codes Diagnosis Codes Insurance companies and Referring Physicians for more information see Configuring Quick MD on page 38 You are now ready to start entering Patients and their charges If you have decided to use the manual balance forward approach you will need to Gather information on all patients that have an account balance e Create a patient file for each of those patients leaving the balances off at this point For each patient file e Fill in the general information e Setup the patient s payment responsible parties Primary Ins Secondary Ins Third Ins and Patient Other e Insert any standing diagnoses into the patient s diagnosis table During the process of creating the patient files you will need to set up a file for any new patients that come in and continue to use your old system in parallel with the new system After all patient files with a balance are set up set up two new codes in your CPT code file a BALANCE FORWARD INSURANCE and BALANCE FORWARD PATIENT code The balance forwa
243. ng If you want all accounts that are patient s responsibility to process enter the number 1 Enoinc ID enter the account number you want the statements to end processing If you want all accounts that are patient s responsibility to process enter the number 9 six times Batance Forward Cut Orr Date All balances prior to this date will come across as a balance forward on your printed Patient Statements All balances after this date will be itemized on your Patient Statements READ THAT LAST SENTENCE AGAIN This allows Quick MD to only itemize patient account balances as per the wishes of the operator If you do not enter a date all patient account balances will come across as a balance forward Put the date way back for everything to come across as itemized Due Date enter the date payments should be made by Printinc Oroer ID Alphabetical Zip Code Click in the circle to mark the printing order you want statements to be printed Senn Statements ELECTRONICALLY Click the box to insert a check mark LC this allows Quick MD to generate an electronic file that is sent to Pro Bill for statement printing and mailing To utilize this option a path and a file name must be set up prior to using This maintenance is performed in M sceLLaneous Derautts for more information see page 97 Note If you are printing your own patient statements in house leave this option blank Print STANDARD STATEMENT Click the box to insert a c
244. ng insurance balance was added to the Patient Statement settings in properties The pending insurance balance is calculated by the following rules If the claim has a balance and the P responsibility is not on the claim then the balance of the claim is summed into the pending Ins Balance e In Properties Misc defaults a new check box was added Put only balance forward on patient statements If checked only a balance forward will appear on the patient statement and not the charges forward and the credits forward e Third party export was added to the enhanced scheduler You can now export a file to use with Televox s automated appointment calling system Quick MD User Manual Page 17 of 308 Version 4 4 e An additional field that allows you to search by Date of Birth has been added to the patient lookup screen For more information see page 211 e Quick MD is now integrated with the following Electronic Medical Records packages Mednotes Medinotes Medamation SOAPware and Pacific Voice Products e You can now default the cursor in supply form to the prior Auth For more information see page 80 e Acancel button was added to the patient s insurance screens e When pulling a PO from the managed care module into the supply form the System now checks the date range to the service date of the charge When pulling it into an appointment it now checks the date range against the date Of the appointment e The operator that crea
245. ng payments according to description type the user is able to generate numerous reports showing the revenue generated for each payment type Generally speaking self pay payments types government payers BCBS your 5 or 6 larger commercial payers and a commercial or private insurance payment will give you all of the necessary types for in dept reporting Exampte Patient Check Patient Cash Mepicare Check Mepicaip Check Blue Cross Aetna Cigna Untied Healthcare amp Private Insurance Check Mayse Workers Comp ATTORNEY S OR LIABILITY IF APPLICABLE Quick MD User Manual Page 67 of 308 Payments T able Iof x 01 i iee ae 3 OK 02 PATIENT CASH 03 MEDICARE 04 MEDICAID 05 BLUE CROSS 06 JAETHA 07 STATE OF LOUISIANA 08 UNITED HEALTH CARE 03 CIGHA 10 AMERICAN LIFE CARE 11 BEHESYS 12 EMPLOYEE BENEFIT SERVICES 13 BEECHSTREET 14 OCHHER S 15 PPO PLUS 16 IpHcS 17 BEST CARE 18 PRO AMERICA 19 CHAMPUS 20 OTHER INSURANCE 21 ICREDIT CARD 22 23 24 25 GL CODE Use this feature to generate revenue totals by code For instance if a CPA firm prepares your financial statements or you use an accounting package in your office such as QuickBooks Win books Peachtree etc these codes would group the payment information by their GL codes Important When setting up the program for the first time you will want to try in as much as it is possible to have the entries in
246. nize what kind of file you are attempting to open and use the proper reader for the file So the read 997 and TA1 options are now gone from the ebill menu 07 29 05 e In properties misc def other defs a data field for mammography certification number was added If this number is placed in the system and a 760 Mammography code is used then the number will be sent in the electronic files or will be printed in block 32 of a paper claim 10 20 05 e Anew UPIN number data field was added in the provider records in properties Be sure you set the UPIN number on all providers before doing any billing 11 08 05 Version 4 6 Quick MD User Manual Page 15 of 308 A new check box was added to the Ref Phy Facility record It has two options Person or Facility They will all be Person by default You must change the Ones in your table that are non persons to the facility before any electronic Filing can be done For more information see page 49 A new report was added to the reports menu Insurance Ageing Report By Claim For More information see page e You can now default the facility where services were rendered field on the Supplier form This will work for all new primary Medicare amp Champus claims That are put into the ledgers To do this 1 Set up your office in the Ref Phy Facility Table 2 Set the field in Misc Defaults Other defaults ID number of your office in the facility table e Anew menu option Read E bill Report
247. nt Table For Medicaid Write Off b Third Party Integration Med Records Settings ID From Adjustment Table For Other Ins Write Offs a lv Enable Multi Data Base Peet Esiet Patient Statement Path and File Name PATSTATETXT O Word Processing And Download Path C CUICKMDIMAILMERGE TXT IV Do Automatic Vyriteoffs Vyhen Entering Charges IV Default Diags To Previous Diags JV Multiply Units Ahen Entering Charges J Print Two Charges Per Line On 1500 Form Always Pop up Supplier Info Form Use Provider Listed In Patient File To Print 1500 Forms J Put Cpt Codes In Front Of Descriptions Get Any Balance In Payment Posting Go To Ledger Date On Charge Edit Default Sery Dates To Previous Always Check Accept Assgn Ask If Want To Print Receipts Put Balance Forward On Receipts IV Loop Patient Look Up IV Ask About Write Offs IV Calculate Write Offs By Claim IV Ask About Reassignments Don t Add Responsibilities JV Always Put Ping On 1500 IV Put Service Date On Ledger Screen Skip Patients With Companies Set hen Billing Patients Auto Refresh Appointment Screen J Put Medicare And Medicaid On Receipts Use Appointment Templete J Put Tax ID On Receipts D Put 0 00 Invoices On Ins Forms J Auto Check E Mail Auto Decide Ins Co To Use JV Sort Charges By Cost On Enter Standard App System Enabled Put Only Balance Forward On Patient Statement IV Recalculate Cost On Charge Edit ID From Payment Taste F
248. nt demographics screen in the lower right hand corner If it is checked the enhanced appoint system will block the operator from booking this patient e The amount of payments for the date of last payments on the balances screen will now have the total of the payments for that date For more information see page 182 e Anew check box was added to Charge Entry Options that will allow the system to not add charges to last claim if the last claim has the P responsibility on it For more information see page 80 e A backup path for electronic claims files was added to the Clearing House Electronic settings All electronic ANSI files will be backed up to this path instead of to the floppy drive e You can now filter the ledger to show only claims that patient s are responsible for You can filter out all insurance claims by now hitting lt Shift gt lt F5A gt For more information see page 172 e Agroup code was added to the operator rights screen This allows you to group users together by a one character code so that e mails can be sent to groups of people such as front desk staff or Billing clerks e A Quick MD startup monitor resolution was added to properties misc defaults other defaults If set the system will change the windows monitor resolution to the selected resolution when Quick MD is started When Quick Md is exited the resolution will be changed back to what it was before starting Quick MD e HIPAA notice amp Pendi
249. nt to re index Choose lt YES gt Reset Lock FIELDS in APPOINTMENTS Note This feature is only used in the standard scheduler p RESET LOCKS IN APPOINTMENT RECORDS J m If a system error message occurs in the appointment file this feature allows you to reset lock fields to clear error message and allow the user to continue Exampte System error message will display appointments locked by another terminal Quick MD User Manual Page 285 of 308 Purce AppointMENT FILe This feature is only used with the standard Scheduler All records on or before the below entered date will be deleted from the Appointment System WARNING No other terminals may use the appointment system while this running After this has finished executing it is recommended that you rebuild the appointment file Enter Purge Date Eo OKA Cancel X This feature allows all records on or before the entered purge date to be deleted from the appointment files Nore No other terminals can be using the appointment files while purging process is running After purging process has finished it is recommended that you rebuild the appointment file Move Lepcers To History Move Zero Balance Claims to History Ledger Of x Cut Off Date MEMEA Starting Patient ID 1 Ending Patient ID 999999 Claims With A Zero Balance That Have A Ledger Date Less than or Equal To The Above Date Will Be Moved It ls Recomended That You Rebuild
250. nt to view this Patient s Ledger Balances and Inter Office Messages when scheduling if brought in by ID These features are turned on in Settines for more information see page 114 Name Once the patient has been pulled into the scheduler by ID this field will be populated with the patient s name If you are scheduling an appointment for a new patient one that is not already setup in Quick MD you can type the patient s name here Note If your cursor is in the name field and the patient has been pulled into Q Schedule by ID you can hit lt F1 gt to verify and even edit the patient s demographics from this field while you are scheduling your appointments Reason Enter the reason for the visit in the comments field or hitting lt F1 gt will open the Appointment REASON Tase where you have already setup your top 20 Appointment Reason Codes for more information see Sertines on pg 114 Type the number of the appointment reason listed and hit lt Enter gt VERIFICATION Select the appropriate code when patient is notified of appointment When verifying appointments click in the desired time slot and hit the lt F1 gt key to view this patient s information If you Quick MD User Manual Page 107 of 308 click on verified an asterisk will appear on the main screen next to the patient s names that have been verified making it easy to see who is verified and who isn t Rer Puy Enter the ID of the referring p
251. nth Functions Exit Sun Mon Tue Wed Thu Fri Sat Boox 1 select the lt Down Arrow Key gt to display Provider Name and select the appropriate Provider if your office has multiple providers All providers set up in Prover Tastes for more information see page 65 Boox 2 you can also select the same provider if he has been set up twice in Prover Tastes for more information see page 65 with a book 2 This allows you to set appointments for two Patients with the same appointment time for this one provider or you can select another Provider to schedule appointments for Note You may Select two Providers that upon opening the scheduler Quick MD automatically defaults to these two books These defaults are set in Appointment Derautts for more information see page 79 The calendar will default to the current date Double click on selected date to set appointments Note Commands across the top will assist you in setting appointments Quick MD User Manual Page 117 of 308 Monday November 11 2002 F4 Red Clear F8 Green F9 Blue F11 Yellow F12 Silver Ale j F1 Set ppointment F2 NextDay F3 Previous Day F5 Block Entire Day F6 Delete F SupBill F10 Exit F J UE POHNCSMTH Patients 0 pS A lt F1 gt Set Appointment allows for you to set an appointment in the selected time slot lt F2 gt Next Day Use this feature to set appointments for future individ
252. ntion for more information see page 201 when you save it To add Operative Transcriptions to a charge go to the patient s ledger and highlight the claim that you wish to attach the document to Then hit lt Shift gt lt F1 gt Now click lt Add New Operative Transcription gt Medical Records Interface Ioj x Operative Transcriptic Add New Operative Transcription Other Documents Add New Other Document Phone Messages Print All Phone Messages For A Day Drugs Prescribed List All Prescriptions For A Day Exit Highlight the Template you wish to use for this Transcription and click lt Open gt Quick MD User Manual Page 196 of 308 Open O meddocs v E OHEAD002 TXT OHEADOO1 TXT Op Reports Templets v A A Quick MD User Manual Page 197 of 308 When the template opens it will automatically bring over all of the patient s information that you have defined and will insert it into the document When you have finished the document go to File then click on Save As Be sure that the document is being saved in the Document folder as specified in Medical Records Settings ie meddocs This folder can be set as a default in Word by going to Tools Options File locations iy PO00001C0022 DOC Microsoft Word ioj x Eile Edit View Insert Format Tools Table Window Help x Normal TimesNew Roman 12 v B Z U B S i te O A 20
253. o cut and paste appointments when moving an appointment within the schedule is necessary To use this feature double click in the appointment box where the appointment currently exists Quick MD will ask you if you want to cut the appointment Choose yes Then go to the time and day that you want to move the appointment to Double click in that time slot Quick MD will ask you if you want to paste the appointment Choose yes Usinc TEMPLETS Quick MD allows users to utilize templates This feature will save a layout of blocked or colored time in the schedule Once saved this layout will be copied to all future days that have not been opened For example blocking out lunch from 12 00 PM to 1 00 PM on a Monday will block out all lunch hours for all future Mondays that have not been previously opened by a user To use this feature schedule initial template and click on TMP button in upper left hand corner Note For This feature to work first go to properties and click on box Use Appointment Templets before attempting to utilize This feature Quick MD User Manual Page 119 of 308 You can apply a Templet on a day by pressing lt F11 gt while the cursor is in a time slot The menu will let you apply a templet from any day of the week Wednesday Thursday Friday Saturday X Cancel USING THE APPOINTMENT FUNCTIONS Main Menu on the Appointment Calendar Appointments _ Oj x Book 1 JOHN SMITH Book 2 Anane
254. o define the default settings used Q ScHEbuLe Additionally you will use this screen to define provider names rooms equipment that you might be scheduling as well as the top 20 reasons for appointments You will also define your Super Bill settings here Appointment Settings Start Time End Time Holidays Active Columns G 7AM C 1PM V Column 2 Active be pes x V Column 3 Active 4PM Column 4 Active intervals f 5PM C 10 Minutes C 6PM Other Settings 15 Minutes C 7PM IV Block Weekends V Show Ledger Totals Set Appointment Reasons MV Show Office Messages Set Provider Names I Refresh Every 15 Sec Set Super Bill Data IV Check For Future Apps I Print 4 Column Listing ReBuild App File Relndex App File Default Status Code PIP NOT SHOW m Next Super Bill i Of Days To Go Out On Check For Future Appointments E A OK X Cancel Start Time enter the earliest time that appointments can be scheduled daily for all providers Purge App File Reset Lock Fields Note All of these settings are global settings for the office So if one provider starts at 8 am and the other at 9 am the system will have to be set at 8 am INTERVALS Choose between 10 and 15 minute increments for scheduling Eno Time enter the latest time that appointments can be scheduled daily for any one provider Houipays enter holi
255. o properly fill out your HCFA 1500 forms This must be done prior to printing any 1500 forms Quick MD User Manual Page 85 of 308 cra 1500 Stings fiz pe a fie Redesam gt 4 Champus 1 20 a Print Grid OK f Nm wo Champa 1 Other 1 uh E 7 n ol PEEP Insureds D Number 1a co Patients Name 2 Patients D O B 3 Patients Sex M 3 9 10 il n a Step One Print a Test Form Load your printer with your laser 1500 forms and then lt Print Grio gt This will print the test grid out on your HCFA 1500 form Usinc THE Test Grip The test grid is how you will line up your 1500 forms your Super Bills and your Patient Statements so it is important that you understand how to correctly use it The grid is laid out as follows 12345678901234567890123456789012345678901234567890123 4567890123 4567890123456789012345 OZXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX OSXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX ODIXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX OSXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX OGXXXXYXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXKXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX OTXKXXXXXXXXKXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXKXXXXXXXXXXXXXXXXXXXXXKXXX OSXKXXXXXXXKXXXXXXXXXXXXXXXXXXXXXXXXXXXXXKXXXXXXXXXXXX
256. o start search Start SEARCH as OF Whar Time use the lt Down Arrow Key gt to display the earliest time you can make an appointment Latest Time AcceptaBLe use the lt Down Arrow Key gt to display the latest time an appointment can be made Select lt Ox gt to display Appointment Schedule SEARCH For Patients Use this feature to view an existing appointment for a patient ID Name Key Po Begining Date fo123 2008 Ending Date 01 23 2004 OK f Cancel X In the yellow field you may use the lt F1 gt key to browse your Patient Tables highlight the patient you want then hit the enter key to start your search or if the patient is not in your patient files you may search for his her appointment by Name The name search will search on a partial spelling of the name Quick MD defaults to today s date as a beginning date for the search Enoinc Date enter the date you want Quick MD to end search Select lt Ox gt to display all appointments set for this patient Query APPOINTMENTS This feature is used for reporting purposes Quick MD User Manual Page 122 of 308 Query Appointments Ioj x From Date ee To Date _ _ Query Code x Provider z OK f Cancel From Date select the date you want to begin your report To Date select the date you want to end your report Query Cone select the appropriate query code Proviper select the appropriate provider Select l
257. oe TE ee ey Serre err ee erry eam 280 List Blocked OU ss ba ai haa gi a so a a cba teains Maks sist asta 281 ADVANCED FEATURES OF OUICKMDO ucinio siete pine p a ie aia E a diana eia 284 THE SYSTEM UTILITIES MENU ircccnisaria a E a E RAe ena aaia 284 Data Files Repu oani a E E a rer terror Terer rer 284 Data Files RENG usir ia a a G da aa aaa aia aa 285 Reset Lock Rieds mM ApDONIMED S aiie aaia aiaa iE aa E A A a aia 285 Purge Appoinimeni Filesi aaa Aa E S a aaa 286 Move Ledgers 10 HSN acdan aE 286 ce Opera or Rg acca aiaa aa 286 Edit Zip Code ReCO sacnatnacennsicaaivanlnunaantelaatnuns iaanladnatniaieaeubiak piuilsmrauds a aE H E aaa 289 Canned SM ta yee Wt ti ina al li nen len along oodiRcead demas 289 RF ONS Ct i et RS ec ks cl eas aie le ciel dal wind deat 294 WEO T E EREL aa a deeeaanata 295 SENDING ONE TIL oraa pee eae r ree er nee Ee nen eM EY reer rere ener rer re eer ee rer eee errs 296 BOSC ACU EOE NE RD cas tte a teadn eta anda adeneeie adel neh aah che ener aad cee tea letedt ated neta ehdenmeun Gidedteedectedcabl 297 O TTE WI ON hc sees via acess alates A ghee sac ee hades tao tiyitnddides hineasa nies Ny eemadadith Scat steetiyieadd adsl Mi vssusAGmedanaacateaeal 297 Patient LEAVES Ta ne 12 Renee ee ree eee re rere a 297 Rumning IMED Scan as A W210 22 ee reer a 301 EER e a ever eer eet ree Tyree TET eeP ATEN Pe Terre TE ere ENT Mey evre ner er rernren Mra errr Merser
258. ogram you will find that it is both intuitive and logically laid out This section describes some key features functions and concepts that you should be familiar with before you begin setting up and using your new system A Wor or Two on NavicatIon Although Quick MD is a true windows application and you can use your mouse to navigate menus and make selections the system was designed so that you can navigate Quick MD entirely from the keyboard This dramatically speeds up your ability to both enter and retrieve information lt Enter gt It is not necessary to use the lt Tas gt button to move your cursor from field to field when entering information into Quick MD s various screens although you can certainly still do so if you wish Quick MD allows the use of the lt Enter gt button to move from field to field when entering information This was done to imitate the Unix character based systems which do allow for faster data entry than using a mouse to Navigate windows lt Tas gt Moves your cursor from field to field when you are entering information into the various screens of the program lt Suirt gt lt Tas gt returns cursor to previous field lt ALT gt lt UNDERLINED Letter gt Many of the menu s in Quick MD contain an Underlined letter Holding down the lt ALT gt key and selecting the lt UNpeRLINED Letter gt performs the function of that button without the user having to take their hands off the keyboard No
259. oice i OK yf X Cancel Browse Code In First Line Will Pull Note In The First Position Will Cause Note To Print On The Patient s Billing Statement Browse Use this feature to select from any of the cannep notes you have set up for more information on setting up CANNED NOTES See page 289 Quick MD User Manual Page 174 of 308 lt F4 gt Epi Use this feature to edit any Entry in the ledger Edit Charge Ledger Date 02 21 2005 From Date _ To Date EAE Provider 01 JOHN SMITH ba Responsibility f Location MAIN OFFICE gt Amount 18 00 Units 1 00 Minutes o Ok Af Type Of Serice MEDICAL gt Cancel X Place Of Service DocTORS OFFICE Comment Date Of Patient Responsibility ETAR Caid Prior Auth EPSDT N EMG N cop Diagnosis 1 2 20 3 o 4 jo Modifiers Office Code 95185 CPT Code 95185 Bs Description ALLERGY VIALS J Exclude From Claim 5 2 If Checked This Charge Claim Number Invoice Number J Will Not Be On 1500 OOOO Operator THORLA L Nore To force the system to utilize a historical Secondary Insurance company when generating a claim insert amp followed by the insurance Id in the comment field for the historical insurance company you wish to use Quick MD will auto decide which one to use based on the date of service if this feature is turned on in Properties Misc Defaults Auto decide Insurance
260. olicyholder is the patient and his her Social Security is their policy number then Typing SS in this field will automatically pull the patients Social Security number from the Patient Demographic Screen HCFA Group Enter the group number of the Insured from the Insurance Medical Card Quick MD allows users to track up to four different primary insurances These insurances can be manually chosen when entering charges or you can allow Quick MD to auto decide which primary insurance based on date ranges Nore The setting to turn the auto decide on is found in Miscettaneous Derautts for more information see page 91 Historica Primary INSURANCE Companies This feature allows users to move insurances to history by clicking on the Move to History button and then view primary insurances assigned to history by clicking on the appropriate insurance in history Quick MD will automatically bill the proper insurance based on the date of service and the date entered when moving to history The Move To History button allows users to move patients current primary insurance to history p Move this company and subscriber info to history records J Enter an ending date that Quick MD will utilize as the last date of service to file this insurance as primary unless re billing an older claim Click lt Ox gt Quick MD User Manual Page 153 of 308 File Claims On Or Before What Date Of x Date Lo ok Claims with a ledger date
261. om ApsustmMenT Tagle For Other Ins Write Orr Enter the number that corresponds to the adjustment code that you would like Quick MD to default to for other insurance write offs in the ApsustmenT Tase for more information see page 68 If no adjustment code exists leave this field blank Note This feature is to enable the Do Automatic Write orrs When Enterinc Cuarces to work for more information see page 93 Lepcer Date Check From This field allows you to define a date from parameter that will restrict anyone from making any entries charges payments adjustments or notes in the ledger with a date prior to this date without being warned that they are working outside of the specified date range Lepcer Date Check To This field allows you to define a date to parameter that will restrict anyone from making any entries charges payments adjustments or notes in the ledger with a date after this date without being warned that they are working outside of the specified date range State You Witt Be Fiume Ins Craims In Enter the state that you file claims in Pat Statement Patus This field defines the location on the hard drive where Quick MD will put the patients statements when they are generated electronically Woro Processinc Paths This field defines the path within your computer that will be used when reports are downloaded to your computer for use within Word Word Perfect Excel or Lotus etc Do Automatic Write orrs W
262. on payment description enters that are set in the Payment Tase for more information see page 67 The report generated contains the following fields Type oF Payment Count and Torat From Date as To Date _ _ PaPayment zl Braiden Location Insurance Company T Include Audit Trail OK Sf Cancel 3 If any of the fields are left blank then the report is for all of the payments all providers and all locations and insurance companies But if so desired then the report can be narrowed down to whatever parameters the user selects By selecting IncLupeE Aunt Trait Quick MD will generate a detailed report The report generated will now contain the following fields Ib Patient Name Type oF Payment Date Cram and Amount Quick MD User Manual Page 248 of 308 Sample Query Payments Report PAYMENTS FROM 01 01 2000 TO 06 24 2003 Page 1 ID PATIENT NAME TYPE OF PAYMENT DATE CLM AMOUNT 3 MIKE SMITH PATIENT CHECK 12 01 2000 1 25 00 4 DEBRA TURNER PATIENT CHECK 12 01 2000 L 8
263. on record Address ICLAIMS DIVISION WASHINGTON DC 20037 ICLAIMS DIVISION PHILIDELPHIA PA 191 ICLAIMS DIVISION LAKEWOOD CA 90712 ICLAIMS DIVISION WASHINGTON DC 20049 ICLAIMS DIVISION MONTGOMERYVILLE PA I UNITED HEALTH CARE CLAIM ATLANTA GA 1C O DBL SERVICES ST LOUIS MO 631775 ICLAIMS DEPT LAFAYETTE LA 70505 ILINDA GUIDRY CROWLEY LA 70526 ICLAIMS LAFAYETTE LA 705051102 ATTN CLAIMS LAFAYETTE LA 70503 ICLAIMS DEPT LAFAYETTE LA 705051102 ICLAIMS DEPT LAFAYETTE LA 705051102 IP 0 BOX 98044 BATON ROUGE LA 7089 1600 SIX FLAGS DR ST 200 ARLINGTON T ICLAIMS DIVISION ROCKWALL TX 75087 10F NORTHERN CALIFORNIA SAN FRANCISCO ICLAIMS DIVISION DULUTH GA 3013649538 ICLAIMS DIVISION LAEFAYETTE LA 70505 ICLAIMS DIVISION CHARLESTON 9 DELETE INS COMPANY 157 AAPG MAJOR MEDICAL No This screen confirms deletion of record If you are sure you want to delete this record choose lt Yes gt Otherwise choose lt No gt Note Once deleted a record cannot be recovered Important DO NOT DELETE A RECORD IF IT HAS EVER BEEN USED IN A PATIENT FILE IF YOU TRY AND FILE OR REFILE A CLAIM THE INSURANCE COMPANY INFORMATION WILL NOT BE AVAILABLE THIS DELETE FUNCTION IS PRIMARILY USED DURING INITIAL SETUP OF THE TABLES Print Report Quick MD User Manual Page 59 of 308 lof x PRINT INSURANCE COMPANY L el F3 Select Print Order Report Enter and lt Ox gt DATA OUTPUT PROCES
264. on see page 96 Reviewing Editing Attached Documents To access a patient s documents simply open up the Patient s Demographic Screen that you are interested in working with Then hit lt Shift gt lt F1 gt to activate the Medical Records Interface Click on the lt Other Documents gt button Medical Records Interface Of x Operative Transcriptions NesssssseesssssssessssessssssasssesTirstAesssasssssssssstesssssssssssssusssssssssssssssdessesssesessssussessssssessssessssssssssssessseses t Ado Mew Operative liranscnptcn Other Documents Add New Other Document Phone Messages Print All Phone Messages For A Day Drugs Prescribed List All Prescriptions For A Day Exit Quick MD User Manual Page 203 of 308 Keep in mind that to get this menu we are at a particular patients demographic screen So when you click on the Other Documents button Quick MD is going to make ONLY this patient s documents available to you Look in io meddocs gt e aea P024485D doc File name fo HE amp DOO1 TXT Open Files of type Other Documents z Cancel Simply click on the document you want and hit open Quick MD User Manual Page 204 of 308 Patient PHone Messaces Click on the phone message Button Fi or Db1C1lk Open Highlighted Message F2 Add New Message F5 Delete Message Esc Exit The commands are across the bottom of the screen lt F1 gt opens the highlighted
265. on the record Warninc Do not delete a record if it has been used in a patient file This delete function is primarily used during the initial setup of the tables This screen confirms deletion of record If you are sure you want to delete this record choose lt YeEs gt Otherwise choose lt No gt Note Once deleted a record cannot be recovered The diagnosis would have to be added through the ADD function Print Report Select Print Order and then click lt Ox gt Quick MD User Manual Page 41 of 308 DATA OUTPUT PROCESSOR DIAGNOSIS CODES 01 23 2003 Page 1 ICDM DESCRIPTION CHOLERA DUE TO VIBRIO CHOLERAE CHOLERA DUE TO VIBRIO CHOLERAE EL TOR CHOLERA UNSPECIFIED TYPHOID AND PARATYPHOID FEVERS TYPHOID FEVER PARATYPHOID FEVER A PARATYPHOID FEVER B PARATYPHOID FEVER C PARATYPHOID FEVER UNSPECIFIED OTHER SALMONELLA INFECTIONS SALMONELLA GASTROENTERITIS SALMONELLA SEPTICEMIA LOCALIZED SALMONELLA INFECTIONS LOCALIZED SALMONELLA INFECTION UNSPECI SALMONELLA MENINGITIS SALMONELLA PNEUMONIA SALMONELLA ARTHRITIS SALMONELLA OSTEOMYELITIS OTHER LOCALIZED SALMONELLA INFECTIONS Pate Paus Top End Downlosd Print Seen Print all primere close _ From the Data Output Processor you can either download or print the report Quick MD User Manual Page 42 of 308 CPT CODES This table maintains all of the CPT Codes that your practice deals with Use this feature to ad
266. on your forms For each field that you want to print plug in the appropriate line and column numbers from your test form If you need a field to print in two places then you would specify the second coordinates as well Use the lt Pace Up gt lt Pace Down gt buttons to view the rest of the list Note Entering 0 in both the line and column fields will prevent that field from printing on your forms A Special Note on line 40 Line 40 tells Quick MD where the Statement detail portion of your form is located This particular field works differently in that the Line1 Cocumn1 Line2 and Co umn2 fields function differently here Line 1 Defines the total number of lines on your Patient Statement A full size 8 5 x11 will have 62 lines Use your Test Grid to determine the number of lines on your form Corum 1 Defines the Line number of the First Entry in your Statement Detail date reference number description charges credits running balance balance forward portion of your form This section is the body of most patient statements You define where the first line of that body is located Line 2 Defines the Maximum Entries that your charge payment detail will allow In other words how many lines from the First line in the Statement Detail section to the last line before it starts page two Note Normally speaking the global messages are plotted below your current 30 60 90 balance due line and the statement messages are plotted directly
267. or Patient Search Waitina List E Mail Jump To ER T 7 iil J D 8 ER D Q gt ay NEWPATIENT cHecKup N OCKE D E NEWPATIENT E NEWPATIENT OT OED rs 03004 NEW PATIENT NEWPATIENT BOGED T NEWPATIENT E a NEW PATIENT O o i S e 3 ER Properties Help 4 a A G 4 Ho F Soppo Bes BRE BRS ER i b i 5 i 9 s 3 5 io S ER Tempie The High Resolution version of the multi view appointment system is design to run on systems that have their monitor set to a resolution of 1024x786 or higher The section describing the multi view scheduler applies to this scheduler as well for more information see page 124 Quick MD User Manual Page 144 of 308 Day View BOOKING FOR JOHN DOE FOR DATEOF Wed Nov 04 2009 Tampa ee Sim F2 View Without Locking Day F3 Toggle Blocked F8 Print Super Bill F9 Block A Group Of Time Cells F11 Apply Templete Double Click Cell To Book Appointment 7 00A NEW PATIENT es 040P 7 15A 04 15P 7 30A NEW PATIENT CN 04 30P 7 45A LOCKED 04 45P 00A JIM ALLEN OTST LOCKED LOCKED LOCKED LOCKED LOCKED LOCKED LOCKED LOCKED LOCKED LOCKED LOCKED LOCKED LOCKED LOCKED 1200P cean 12 15P FIE 12 30P caan 112 45P FE LOCKED LOCKED LOCKED LOCKED LOCKED 2 15P n 2 30P EEan 2 45P n 3 00P LOCKED LOCKED LOCKED LOCKED LOCKED LOCKED 10 10 10 10 LOCKED LO
268. or Patient Check Enter the number that corresponds to the payment code set up for patient check payments in the Payment Taste for more information see page 67 Note This feature is to enable the Do Automatic Write orFs When EnTerinG Cuarces To work for more information see page 93 ID From AnsustmenT TABLE For Patient Write Orr Enter the number that corresponds to the adjustment code assigned for patient write off in the Apsustment Tague for more information see page 68 If no adjustment code exists leave this field blank Note This feature is to enable the Do Automatic Write orrs When Enterine Cuarces To work for more information see page 93 ID From Apsustment TABLE For Mepicare Write Orr Enter the number that corresponds to the adjustment code set up for Medicare write off in the ApsustmenTt Tague for more information see page 68 If no adjustment code exists leave this field blank Note This feature is to enable the Do Automatic Write orFs When Enterine Cuarces to work for more information see page 93 ID From Apsustment TABLE For Mepicaip Write Orr Enter the number that corresponds to the adjustment code set up for Medicaid write off in the Apsustment Taste for more information see page 68 If no adjustment code exists leave this field blank Note This feature is to enable the Do Automatic Write orFs When Enterine Cuarces to work for more information see page 93 Quick MD User Manual Page 92 of 308 ID Fr
269. or Provipers Report FINANCIAL SUMMARY FOR PROVIDERS FROM 01 01 2003 TO 06 24 2003 Page 1 Provider Charges Chrgs Payments Credit Adj Debit Adj Receivable Collection 1 JOHN A WILSON 14700 00 130 2665 00 2570 40 460 00 9924 60 17 58 14700 00 130 2665 00 2570 40 460 00 9924 60 17 58 ADJUSTMENT SUMMARY PAYMENT SUMMARY 1 PATIENT WRITEOFF 2005 00 1 PATIENT CHECK 2415 00 2 SELF PAY DISCOUNT 0 00 2 VISA MASTERCARD 0 00 3 MEDICAID WRITE OFF 5 40 3 MEDICAID PAYMENT 155400 4 MEDICARE WRITE OFF 0 00 4 MEDICARE PAYMENT 75 00 5 BLUE CROSS WRITE OFF 0 00 5 BLUE CROSS PAYMENT 20 00 6 AETNA WRITE OFF 0 00 6 AETNA PAYMENT 0 00 7 CIGNA 460 00 7 CIGNA PAYMENT 0 00 8 COMMERCIAL WRITE OFF 560 00 8 COMMERCIAL PAYMENT 0 00 9 OTHER 0 00 9 0 00 10 TRANSFER OUT 0 00 10 0 00 11 TRANSFER IN 0 00 11 0 00 12 FROM UNAPPLIED CREDIT 0 00 12 0 00 13 UNAPPLIED PYMT TO ACCT 0 00 13 0 00 Quick MD User Manual Page 277 of 308 GENERAL LEDGER SUMMARY General Ledger Summary Iof x Date From a Date To _ _ Provider Location T Include Audit Trail OK Cancel X Use this feature to generate a General Ledger Report for a selected date range listing the total amount received for each payment and adjustment type and their General Ledger Code Quick MD Use
270. ord Cuampus Write Orr Enter the difference between the amount of your charge and the total payments from Champus and the patient for this CPT record Cueck To Make In Active If checked this will make the record inactive and you will be prompted that this record is inactive when generating charges However you are still allowed to use this record when generating charges Sex Put appropriate sex if CPT is gender specific Stanparp Units Enter number of units if the CPT record has a standard number of units associated with it GL Cope This field allows for an external GL code to be entered for use in preparing financial statements Require ReFerrinG Puy on Meovicare Cams If checked this will require that a referring physician is listed on all Medicare Claims Messace Cope Hitting lt F1 gt here allows you to attach a message from your canned notes to this CPT code For more information on Canned Notes see page 289 The attached messages will appear in the charge entry screen whenever this code is used For more information see page 163 Link Copes this feature allows you to link this code to other CPT records Use this feature when one CPT code is always used in conjunction with one or more other codes Hitting F1 allows you to browse your CPT records to pull the codes you wish to link into these fields Track THis CPT CODE Check this box to have Quick MD track this code each time it is used on a patient
271. other than the ledger date Prover defaults to Provider selected on Patient Demographic Screen but can be changed Norte This Providers name and PIN s will be used for billing purposes unless you check the box Use Provider listed in Patient File in Misc Defaults in Properties Then the provider set as a default in the patient file will always be used for billing regardless of who is selected here during the charge entry process Also please note the provider used for billing is the provider the charges will show up for in reporting Units Select the appropriate units of service and Quick MD will automatically multiply units x times cost if turned on in Properties Misc Defaults Multiply Units when entering Charges Quick MD User Manual Page 166 of 308 Note This feature will work ONLY if it is turned on in Miscellaneous Defaults for more information see page 91 and the price is set in CPT Records Minutes Use this feature to have Quick MD calculate the units for you using the ratio x 15 where x is the number of minutes entered into this field Pace oF Service Use this feature to enter the place of service for more information see page 82 Will default to what is set in CPT Records Type oF Service Use this feature to enter the Type of service for more information see page 83 Will default to what is set in CPT Records Location THIS FEATURE IS USED FOR REPORTING ONLY Quick MD has the ability to track up
272. ou wish to rebuild and Quick MD will ask if you want to rebuild Choose lt YES gt Note Rebuilding a file also re index s it Therefore depending on the size of your database a rebuild will take much longer to run than a re index Norte The majority of the time an error message comes to the screen it is coming from the Windows operating system itself You should always make a note of the error message and then reboot your machine The majority of the time this will take care of the problem Quick MD User Manual Page 284 of 308 Data Fies RE INDEX J Reindex Data File ioj x History Ledger File Diagnosis File Appointment File Zip Codes File Canned Notes File Insurance File Referring Physcian File CPT Codes File Current Ledger File 1500 Supplier File Prescription File Primary Insurance History File Secondary Insurance History File Phone Messages File E Mail File Custom Information File Deleted Ledger File Managed Care File Exit WARNING All terminals except this one must be out of the system before starting a reindex It is STRONGLY recommended that you RE BOOT your machine before starting a reindex If a system INDEX error message occurs due to a corrupt index this feature allows you to re index that data file that was made reference to in the error message by selecting the appropriate file Choose the file you wish to re index and Quick MD will ask if you wa
273. our up and down arrow Key to highlight the Patient name and press the enter button to Delete Patient Account Note To see more Patient Information select the lt F1 gt key To exit Patient Files Browser select the lt Esc gt button At Confirm Select the Yes button to confirm deleting process To Cancel deleting process select the No button Warne When deleting process is confirmed the complete patient data file will be deleted from memory and cannot be restored Norte Quick MD will not delete a patient file that has ever had an entry in their ledger Quick MD User Manual Page 215 of 308 BILLING IN QUICK MD How Quicx MD Bits Quick MD will go through all patient ledgers and look for claims with balances owed for the chosen responsibility code If there is no red billing note on the claim then it will be picked up for billing Whenever an insurance company or the patient is billed Quick MD will place a notation entry in the patient s ledger saying who was billed when they were billed and the amount of the bill These billing notations also have their own invoice numbers A primary insurance billing notation will have an invoice number of 1000 a secondary insurance billing notation will have an invoice number of 1001 a third insurance billing notation will have an invoice number of 1002 and a patient billing notation will have an invoice number of 1003 Do not delete these invoices Quick MD uses them
274. ow to batch bill 1500 claims How to print patient statements How to electronically file claims How to run daily recaps How to post payments in the ledger How to post patient payments using the Quick Payment posting module How to post in the Quick Payment Posting Module by Claim How to post in the Quick Payment Posting Module by Invoice How to use the Reporting Features How to enter Provider Pin H s How to set up Clinic Numbers How to Build the Master CPT tables How to Build the Master Diagnosis tables FREQUENTLY ASKED QUESTIONS WHAT DOES A CLAIM CONSIST OF A claim in this system is a single charge or group of charges along with the charge s associated payments adjustments and notations Quick MD will assign a claim number when a new claim is created Within each claim each individual charge will be given distinct invoice numbers When you are posting payments adjustments and notations to the ledger you will be posting them to a claim and invoice number A claim will also contain billing notations put in by Quick MD Whenever an insurance company or the guarantor is billed Quick MD will place a notation entry in the patient s ledger saying who was billed when they were billed and the amount of the bill These billing notations also have their own invoice numbers A primary insurance billing notation will have an invoice number of 1000 a secondary insurance billing notation will have an invoice number of 1001 a third insu
275. ox will display the claim balance lt F7 gt Lev Bat Use this feature to display the entire ledger claim balance in detail lt F8 gt Suppty Use this feature to edit and view the HCFA 1500 SUPPLIER INFoRMATION SCREEN HCFA 1500 SUPPLIER INFORMATION FORM FOR CLAIM 1 Date Of Illness or Accident 14 _ _ _ First Date Of Same Sim lilness 15 EZ Time Of Accident EE E Date Last Seen 19 _ Employment Related NJC1 0a nS Auto Accident y M JC1 0b IN State Of Accident 10b v Other Accident YNI 10c r Accident Cause Se TEE DLE Wl Ae Unable To Work From 16 a i To OK A Hospitalized From 18 CEN mz Duplicate Lab Work Outside Y N 20 J Lab Charges 20 a 00 Accept Assignment YN 27 ly Prior Authorization 23 ID Of Referring Phy Practice 1 7 ae D Of Facilty Service Was Done 32 Block 10d Block 19 NOT SET NOT SET Narrative 1 Narrative 2 Narrative 3 lt F9 gt Print Use this feature to print various forms from the Ledger Quick MD User Manual Page 176 of 308 Secondary Insurance Claim Third Insurance Claim Patient Statement Ledger Itemized Claim Itemized By Date Range Query Patients Ledger Other Forms Primary Insurance Ciaim Prints a Primary Insurance HCFA form from claim Seconpary INsuRANcE Clam Prints a Secondary Insurance HCFA form from claim THIRD Insura
276. p gt lt Pc Dn gt buttons allow for moving up and down the time slots within each provider s books or you may use a mouse with a scroll wheel REPORTS Quick MD User Manual Page 108 of 308 Print APPOINTMENT LISTING Use this feature to Print Appointment Listings for a day either for an individual provider or for all providers if left blank p List ppointments For Day Choose a date and a provider Leaving this field blank will print all providers in the scheduler Nore There are two different report formats available Standard or Four Column for more information see Sertincs on pg 114 Print APPOINTMENT LISTING FOR A DATE RANGE Enter the date range and select a provider or leave blank for all providers S List Appointments For A Time Period Quick MD User Manual Page 109 of 308 Print Super Bits Use this feature to batch Print Super Bills for a specific date HN Print Super Bills Ml x Provider Leave Provider Blank To Print For All OKA Cancel X Darte Enter Date for which you want Super Bills printed Proviper Enter the Provider for which you want Super Bills printed leaving this field blank will print all providers in the scheduler Or you may print a single super bill by clicking in the desired time slot and hitting the F8 key SEARCH For EXISTING APPOINTMENT Use this feature to search for and view an existing appointment for a patient
277. p you to that section of the manual When you are at the section you wish to read you can click the Bookmark tab again to close it and make your document full screen Additionally you should know that when ever you see a link that reads for more information see page clicking on the page number will jump you to that section of the manual After the TABLE OF CONTENTS you will find a RECENT ADDITIONS TO QUICK MD section You should use this section to get an overview of the many different features in Quick MD Additionally each time the software is updated you will want to use this section to learn about your new features and how to best utilize them After this the manual walks you through installing and configuring the software If you are setting the program up for the first time you will want to carefully read this section Your VAR will walk you through most of this setup but you should take the time to become familiar with what information you need to gather and to begin thinking about how you want to customize the software to meet the needs of your particular practice After the installation and setup section the manual will walk you through the various aspects of using your new system It is broken down in a logical order that begins with scheduling moves through working with your patients then on to Billing and finally explains how to use the other features of the program that are available to you The manual ends with a FREQUENTLY
278. pects of the program w Keeps the wizard from running full screen d lt milliseconds gt This option controls how long the thank you screen will be displayed PATIENT INFORMATION Patient Information Frist Name Last Name Middle Name Generation Title Address Address City State z M Date of Birth aa O Morth _ a Year 2 ean Home Phone o Work Phone n Ext noe ay Employer OO Emp Status 01 EMPLOYED FULL TIME Maral Status 1011 MARRIED Provider 01 JOHN DOE Previous Next Cancel From this screen the patient can enter the following information e Patient Name First and Second Address City State and Zip Date of Birth Sex Home phone number Work phone number and extension Social Security Employer Employee Status Marital Status Provider Finish Quick md User Manual Page 297 of 308 PRIMARY INSURANCE INFORMATION When the patient has finished entering the main information the wizard will ask if they have a primary insurance onir x Q2 Do you have a Primary Insurance If the patient answers yes the Primary Insurance Information screen will be displayed Primary Insurance Information E Company Name Patient s Relationship 01 PATIENT IS INSURED h Click if the subscriber is the same as the patient Frist Name Last Name Middle Name Address Address City State Zip Date of Birth Sex Mal
279. posted to the balance forward claims When all patients and their balances forwards are in Quick MD you will then have Quick MD produce an aging report by patient and compare Quick MD balances with your information from outside Quick MD to make sure all your transfers are accurate Correct any mistakes you may find and the startup is complete Run your pre existing system parallel with the new system until you are comfortable with dropping the old system When payments are received for charges that were brought across as balance forwards post them to the charges in the old system as well to the balance forward in the new system In a short amount of time the old system will wind down Remember that you will still have to refer to your old system for detail and information on charges payments etc that happened before the implementation of the new system Quick MD User Manual Page 36 of 308 INSTALLING Quick MD Installing Quick MD on the Server 1 Create a folder named qmed and share it out on the network 2 Copy the contents of your installation CD into this folder via the DOS prompt 3 Create a subdirectory under this folder and name it meddocs INSTALLING Quick MD on THE CLIENTS Create a new Short Cut that points to quickmd exe in the shared qmed folder on the server INSTALLING Q ScHEDULE ON THE CLIENTS Create a new Short Cut that points to newaps exe in the shared qmed folder on the server INSTALLING Mu ti View ScHEDULER O
280. r Manual Page 278 of 308 Sampce GeneraL Lepcer Summary Report CHARGES FROM 01 01 2003 TO 06 24 2003 Page 1 Date Pat ID Cnum Inum Description Amount GL Code 01 17 2003 8 2 1 OFFICE VISIT 100 00 40002000 01 24 2003 4 2 1 NEW OFFICE VISIT 200 00 02 12 2003 9 1 1 OFFICE VISIT 100 00 40002000 02 12 2003 9 2 1 OFFICE VISIT 100 00 40002000 02 12 2003 9 3 1 OFFICE VISIT NEW 125 00 40002000 02 12 2003 9 13 OFFICE VISIT 100 00 40002000 02 17 2003 11 1 1 NEW OFFICE VISIT 0 00 02 19 2003 8 3 1 OFFICE VISIT NEW 125 00 40002000 02 19 2003 8 3 OFFICE VISIT 100 00 40002000 02 19 2003 9 7 1 OFFICE VISIT NEW 25 00 40002000 075 00 PAYMENTS FROM 01 01 2003 TO 06 24 2003 Page 4 Date Pat ID Cnum Inum Description Amount GL Code 01 17 2003 8 2 PATIENT CHECK 20 00 01 17 2003 8 1 1 PATIENT CHECK 20 00 02 12 2003 9 1 1 BLUE CROSS PAYMENT 75 200 02 12 2003 9 L 1 COMMERCIAL PAYMENT 20 00 02 19 2003 8 1 PATIENT CHECK 580 00 02 19 2003 8 2 PATIENT CHECK 420 00 02 19 2003 8 3 PATIENT CHECK 25 00 02 19 2003 9 8 PATIENT CHECK 200 00 02 19 2003 9 2 PATIENT CHECK 80 00 1400 00 ADJUSTMENTS FROM 01 01 2003 TO 06 24 2003 Page 5 Date Pat ID Cnum Inum Description Amount GL Code App T 02 19 2003 8 2 1 TRANSFER OUT 50 00 99212 02 19 2003 9 8 1 TRANSFER OUT 100 0
281. rance billing notation will have an invoice number of 1002 and a patient billing notation will have an invoice number of 1003 Do not delete these invoices Quick MD uses them to determine if the responsible parties listed on the claim have been billed Quick MD will consider the claim paid when there is a zero balance on the claim All claims must reach a zero balance at some time whether by payment or write off so post all payments and adjustments to the claim they are intended to pay or adjust Whar are REsponsiBiLitiecs Cones Quick MD uses four responsibility codes in determining who is responsible for the claim I Primary Insurance S Secondary insurance A Third Insurance P Patient All ledger entries will contain one or more of these responsibility codes For example if we enter a claim where only the patient will be responsible for the bill only the P responsibility will be placed on the ledger entries for the claim If we enter a claim that the primary insurance company will pay and the balance will be written off we would enter the I responsibility on the ledger entries for the claim In short when one of the responsibility codes is placed on a ledger entry then Quick MD considers that party responsible for the balance of the claim Quick md User Manual Page 306 of 308 What types oF BiLe MetHops boes Quick MD Have This system supports three types of billing methods You may use any of the three methods at any time
282. rance company for the percentage of the bill that the insurance company is not going to pay Using this feature will decrease the practice s receivables Steps for implementing This feature are listed below a Set the patients co percent amount in the patient s financial information record For example if the patient s co percent amount is 20 then enter the number 20 in this data field This MUST be done first b When entering a insurance claim that you wish to bill the patient for the co percent place the I and P responsibilities on all of the charges for the claim c Post aco percentage billing note to the claim This is done the same way as posting a regular note but this note s pescription must start with a percent sign You may enter anything you wish after the percent sign The location of the note within the claim does not matter EXAMPLE CO PERCENTAGE BILLING As long as this note is attached to the claim the patient will be billed for his set co percent of this claim until that balance is paid If after you have received payment from the insurance company and it turns out that the patient is going to be responsible for more than the set co percent amount the steps to take are 1 Post the insurance payment to the claim 2 Delete the co percent note Quick MD will now ignore the co percent and bill the patient for the entire balance of the claim WHAT DATE IS USED TO DETERMINE WHAT INFORMATION IS ON THE DAILY R
283. rch Quick MD defaults to today s date as a beginning date for the search Enoinc Date enter the date you want Quick MD to end search Select lt SearcH Date Rance gt to display all appointments set for this patient QuerRY APPOINTMENTS Use this feature to run reports based your on the status codes of your scheduled appointments Exampte want to run a report of all patients who Div Not Snow within a date range HN Query Appointments Of x From Date M To Date _ _ _ Query Code Provider OKS Cancel From Date select the date you want to begin your report To Date select the date you want to end your report Query Cope select the appropriate Status code Proviper select the appropriate provider Select lt Ox gt Data Output Processor will display all patients with the selected date of appointments and the selected Query Code Select Print Att to print the report or Select Cose to exit Quick MD User Manual Page 111 of 308 Next Av Use this feature to search for the next available appointment Start Search As Of What Time 08 00 Latest Time Acceptable 04 45P OK f Cancel X Start Searcu as oF Whar Date pick date to start search Start Search as oF Whar Time use the down arrow key to display the earliest time you can make an appointment Latest Time AcceptaBLe use the down arrow key to display the latest time an appointment can be made Select lt Ox gt
284. rd insurance code MUST HAVE an in house code and CPT number of BFI the balance forward patient code MUST HAVE an in house code and CPT number of BFP Quick MD User Manual Page 35 of 308 After your two balance forward CPT codes are set up in the master CPT code table start entering the balances for each patient into Quick MD The portion of the balance that is insurance will be entered as a charge with the in house CPT code of BFI The portion of the balance that is patient will be entered as a charge with the in house code of BFP If a patient has an insurance and a patient balance DO NOT enter the BFI and BFP codes on the same claim Enter the BFI portion and save the charge then enter the BFP portion and save the charge In other words the BFI portion will be claim number one and the BFP portion will be claim number two Important Both balance forward entries must be on a claim of their own with no other charges on the claim When you are at this phase of implementation it is important that you get the balances in as quickly as possible because at this time you will also need to enter all charges payments etc into Quick MD that the practice incurs In other words once the patient s balance forward is entered into Quick MD then ALL charges payments adjustments and billings must be done in Quick MD to keep the patient balance and billing statuses accurate Payments adjustments etc that apply to the balance forward charges are
285. rea State Enter physician s state Zip Enter physician s zip code Prone Enter physician s phone number Mepicare Pin Enter physician s Medicare Pin Mepicain Enter physician s Medicaid License Enter license number if this record is for a FACILITY If not a facility leave blank Quick MD User Manual Page 49 of 308 Hospitat ID This field is used only by labs importing data from a hospital and is not applicable for physicians Type oF Recorp This field defines whether this record is a person or a facility All new records are marked as a person by default If this record is to be a facility then check the facility box When the record is a facility you must enter the information in the last name field only Do not put anything in the first name field lt Ox gt saves the record lt CanceL gt Exits without saving changes Note When adding a referring facility record facility name is entered in the L Name field Edit Referring Record J Browse Referring Physicians Facilities Ta Ea Last Name Browse Cancel Enter last name and click lt Browse gt Choose record and hit lt Enter gt or double click on record EDIT REFERRING PHYSICIAN ID 650 L Name Middle Bsaoco o Address 455 HEYMANN BLYD Address oO OS City LAFAYETTE OOOO State ja Zip fosos Phone e37593 0361 o C Medicare Upin alF43132 O OK Cancel NPI ol o OO Medicaid
286. rer ray 302 Seting up the HLZ internace to tead electonio S per BillS icinss ccncnsn cones iene is tadasaisnd lain canine nadia ences ihe a i 303 Loading ere lela loge tes rel nepca ere eTae ere Tay Tey ear Ee a ree nn rrerrerre rey 303 SLE UND a TUT ROLI eter ere veer tyes cee ent error e rea mE TeSOR ETT DE TEaTYIN Urn TErEEE eI rTeREM eT tren yrEnnT DY inerem Um iu nTeRTETe ny rer nrrrrnnrrver rer rr 304 Can Change the Fom Size on My Repol T uasna A 307 Why do my HCFA forms Patient Statements or SuperBills not line up from top to bottom ccceee 308 How do lee a e D eona a rre ne ate toe rr meyer etre terrr mem rrr errr rer errr eee 308 Leeda OLE Os a 18 nee eee erate etter ert ty aC Cerner eh etree ee Peer Peer er E nny eer rr etn acre EE ree er arte 308 Quick MD User Manual Page 7 of 308 HOW TO USE THIS MANUAL This manual details everything you need to know to effectively run your practice with Quick MD When using this manual you should know that there are four ways to find the information you are interested in The first is the Table of Contents The second is the Recent Additions The third is the FAQ And the fourth is to utilize the find feature lt CtrL gt F inside Adobe Acrobat to search for specific text To navigate this Manual click on the subject you are interested in viewing in the TABLE OF CONTENTS which is located behind the Bookmark tab to your left This will jum
287. rint out the audit trail in order to find your mistake When you are satisfied that all is correct simply hit the Post button and Quick MD will post all of the entries into the patients ledgers Nore If you have lots of entries in the module and need to go back to one in particular click on the lt Find gt button enter Patient ID and Cram and Quick MD will take you there Important Do not hit the Post button twice or Quick MD will post these entries again When you hit the lt Exit gt button Quick MD will ask you if want to save these entries This feature allows you to leave the module and have the module open back up to where you left off A great feature for going to lunch or finishing up tomorrow When starting a new EOB simply click on the lt Clear gt button Quick MD User Manual Page 241 of 308 RECAPING TRANSACTIONS FOR A DAY IN QUICK MD THE RECAPS MENU Use this feature to recap all activity charges payments and adjustments for a particular date Note In order for the operator defined parameter to work users must make sure that they are logged into a terminal with their own user ID and password This can be verified by looking at the operator name on the main screen for more information see Ser Operator Ricuts on page 286 Dary Recap This feature allows you to print or view an overall itemized daily activity report of transactions entered into Quick MD All charges payments and adjustments will be total
288. rmat 01 01 2000 S S Enter the Patient s Social Security number D L Enter the Patient s Drivers License number Quick MD User Manual Page 148 of 308 Menca Recorp Enter the Patient s clinical number assigned by the facility This number typically is either a Hospital record number or maybe a Chart number This number is not to be confused with the Patient ID number Quick MD can search for and retrieve a Patient s File by this number H Pun Enter the area code and phone number W Pun Enter the area code and phone number of Patient s employer EXT Enter the extension for the work phone number Cet Pun Enter the patient s area code and cell phone number Sex Enter the letter M if the Patient is a male or F if the Patient is a female Stop CH If you want to stop electronic billings through Clearing House click the box to put a check mark Deceasen If the Patient is deceased click the box to put a check mark to identify the Patient as being deceased Note All fields that have a down arrow on them you have the ability to make a selection by entering the number in front of the desired choice and then hitting the enter key by using the up and down arrow keys to bring in the desired choice and then hitting the enter key or by using the mouse to click on the arrow and then clicking on the desired choice Cass Use the down arrow key to select the Patient s Financial Class The Financial Class is
289. rom the electronic batch but DOES NOT REMOVE THE CLAIM FROM THE PATIENT LEDGER You must run the live billing run after you run Remove Claim From Run Select CLose to return to Bittinc Menu Step 3 Select Live Bittinc Run At Start Line Run Select Yes At Print Paper Cram Select No if you do not want a hard copy for the file At Put Bittinc Notes Select Yes Quick MD will then put a red billing note in the patient ledger which tells the system that the claim was billed and the date billed Quick MD User Manual Page 225 of 308 Note This live run stays in Quick MD till you run another Initial run which then overwrites the last Live Run Step 4 Select Recap Last Live Run At Print Recap of Last Live Run Select the button marked Yes Select Print Att to print Submission Recap Step 5 Select Make or Copy Last Live Run To Disk This will make a copy of the last live billing run and place it inside of your ebackup folder Step 6 Select Transmit cLaims To INSURANCE ComPANY At this point a blank screen will be displayed while Quick MD calls the insurance company Once a connection is made the computer will fill out the required information and upload the batch file After your file is finished uploading exit out of the window Step 7 Note Your claims may not be immediately available for download processing times are dependent on the insurance company Select Downtoap Insurance REPORTS At this point a blank scree
290. rs across the top are the column numbers They go from 1 to 0 which equals 10 and then repeat again 1 to O for the next block of numbers i e 1 10 11 20 21 30 etc It is helpful to pencil in the 10 20 30 40 00 etc across the top of the page The numbers down the left hand side are line numbers Quick MD User Manual Page 86 of 308 You will take the form that you have just printed this grid on top of and circle all of the x s that fall where you want your fields to print This will tell you the exact line and column numbers that you will then plug into your coordinates of these fields Trick Take a pencil and for each zero in the column row along the top of your grid write the appropriate value that that zero carries So over the first O you would write a 1 to signify that all the numbers following that zero are really 11 12 13 14 Over the second 0 you would write a 2 to signify that all the numbers following that zero are really 21 22 23 Doing this allows you to easily see the accurate column number when plugging in coordinates Important If the left margin is off or information on your form needs to be shifted downward these adjustments are made in Printer Settines You will also set your font sizes here for more information see page 85 Step Two Plug in your Coordinates Now you can simply go through the list of fields and plug in the appropriate column number for each entry Use the lt Page Up gt lt
291. rson the insurance policy belongs to These values are setup by you in the Patient RELATIONSHIP TABLE for more information see page 78 and are HCFA defined Sex Enter the appropriate sex of the insured party Enter M if the insured is a male Enter F if the insured is a female L N Enter Last name F N Enter First Name M N Enter Middle Name Appress Enter the address where the Insured resides Appress 2 Enter a second address if applicable Quick MD User Manual Page 152 of 308 City Enter the city where the Insured resides or you may enter in the Zip Cope here and Quick MD will automatically fill out the city state and zip for you State Enter the abbreviation of the state where Insured resides Zip Enter the Zip Code where the Insured resides Puone Enter the area code and phone number of the Insured SS Enter the social security number DOB Enter the date of birth of the Insured Emp Stat Use the down arrow key to select the employment status of the Insured Note The Emptoyment Status Taste for more information see page 78 can store up to 10 statuses Empcoyer Name Enter the name of the Employer HCFA Po t Enter the policy number of the Insured from the Insurance Medical Card If the Policy number is the person s social security number then enter SS and press the lt enter gt button this allows Quick MD to put Patient s social security number in HCFA policy number field Note If the P
292. rt This feature will generate an import file for Televox If the provider field is blank it will export all provider s appointments on the day selected Third Party Export List TEMPLETS This report will generate a text representation of the doctor s templets for a selected day of the week Quick MD User Manual Page 139 of 308 Cueck EiciBiity If you are using Gateway EDI as your clearing house then you have the option to check eligibility with in the scheduler All of the existing patients for the day selected will be sent to gateway You will get a report back for each patient explaining their current primary insurance eligibility Check Eligibility For A Day ioj x Date To Check MEUUSEULY Provider ff OK XM Cancel Next AVAILABLE This feature allows you to search for the next available appointment time Search For Next Available Appointment J _ O x a ee OS09 2005 search Starting With Date iisitsisuksisisis Search Ending With Date 03092006 Search Starting vith Time Search Ending With Time Time Unit Duration E Search For Provider E Search For Provider ilf provider 2 is setthen both books must have the open time requested to be selected wf OK x Cancel Search Starting With Date This is the date that the system will start searching from Search Ending With Date This is the date that the system will search too
293. rte Users who learn to use the lt Att gt keys will be much faster than those who rely on the mouse lt Hot Keys gt The key that is hot has a dotted line around it The enter key will activate the key that is hot Also the up and down left and right arrow keys on the keyboard will move the hot key in the desired Direction Once the desired function key becomes hot simply press the enter key This is a very fast way of utilizing Quick MD s features lt Esc gt Key There is never a reason to use the X at the top right of each screen This means abort and you will lose any changes you have made If there is not a Save or Exit button then the lt Esc gt key allows you to exit windows lt F12 gt Key Opens the Standard Scheduler from anywhere in the patient s demographics or ledger and allow the user to return to his original spot when finished scheduling On ine HELP Each screen in Quick MD will have a button with a red question mark on it this is a help button Clicking on a help button will start a tutorial explaining the uses and concepts of that particular feature for more information see page 301 YELLow FieLDs While using Quick MD you will notice that many fields on the various screens are colored with a yellow background Yellow Fields are special fields that allow you to either browse the information from a table lt F1 gt or add information lt F10 gt directly to that table if it is not yet setup The two keys that you
294. rties E Bill NSF E Bill ANSI System Utilities g 3 fle Operator BRYAN Quick MD _ A Professional Physician s Practice Management System x p You have mail Open E Mail system J De e Quick md User Manual Page 295 of 308 SENDING AN EMAIL To send an email click the Email Icon or Button depending on the location you are at Front Screen Scheduler or Phone Messages in EMR then press the WRITE button at the bottom left hand corner of the window Green EMails Sent By You Blue EMails Not Opened Red EMails That Have Been Opened DEMO USER 04 17 2002 STAFF MEETING DEMO USER BETTY BILLER 04 17 2002 AETNA F Press Fi or Double Click To Read Mail wite e Joose Classa Delete All Mail Press F10 To Delete Highlighted Mail Close Send One Send To an Print Er tere rary SCHEDULER z Subject xray The operator will have the option of sending to one operator or all users of Quick MD at once Quick MD tracks the email sent and received by you and which ones that have and have not been read All commands are across the top and bottom of the opening window Quick md User Manual Page 296 of 308 WAITING ROOM WIZARD Quick MD comes with a wizard that allows patients to enter their demographics electronically STARTING THE Wizard The waiting room wizard will excepts a few command line parameters You can enter these parameters behind the executable to control certain as
295. s Company For more information see page291 e You can now use templates for other documents in the Medical Records Interface For more information see page202 e The balances screen now lists the Referring Physician That was set on the last claim in the Patient s ledger For more information see page 182 e You can now exclude financial classes from the Brief Ageing Report Detailed Ageing Report and the Collection Work Report For more information see pages 256 257 263 e A Custom Information screen was added to the patient file For more information see page 182 e There is now a check box on the clearing house initial run screen that if checked will Only pick up claims for companies that have a clearing house ID set in the insurance Record For more information see page 227 e During the charge entry process Quick MD will now check to make sure all diagnosis attached to the charge are set in the patient s diagnosis table For more information see page 163 VERSION 3 9 e Inner Office E Mail was added you can also e mail patient notes For more information see page 295 e Recurring Charges amp Payments Module was added in System Utilities For more information see page 292 e Have not visited since date of was added to patient file query report For more information see page 247 e The ability to narrow recall report to one type of recall was added For more information see page 279 e CPT codes report ca
296. s Simply open Word and type your document as you wish for it to appear When you save your document save it using the following naming conventions Operative Transcriptions naming convention Example PO00001C0002 DOC The file name must start with P and then must be followed by six digits representing the patient s Account number A C must then follow it and four digits representing the claim number you wish to attach this document to The file extension must be doc Example P000001C0002 DOC The above name would be for patient ID 1 and claim 2 Two in the patient s ledger Note You can only have one Operative Transcription attached to a claim at a time Other Documents naming convention Example POO0001D DOC The name must start with a P and then followed by six digits representing the patient s Account number A D must then follow it and what ever the operator wants to enter after the D The file extension must be doc Example PO00001D DOC The above name would be attached to patient ID 1 You can replace the s with any text you wish to identify the contents of the document Note You can as many Other Documents attached to a claim as you wish Quick MD User Manual Page 201 of 308 Creating and Attaching Other Documents to a Patient s File To create a new Other Document simply open up the Patient s Demographic Screen that you wish to attach the documen
297. s Esc Key To Exit F3 Post Note F4 Post Secondary Billing Note F5 Post Third Billing Note Once in the ledger you highlight an invoice and hit enter to bring over that invoice or you may hit the lt F1 gt key to bring over all invoices within that claim Nore If you are browsing the ledger by date of service and you enter charges the day of the date of service then the ledger date is your date of service If your date of service is different than the ledger date the day you enter the charges i e hospital charges then go to Properties Misc Defaults Put Service date on ledger Screen and turn this feature on so the dates of service will be in the Service Date field The lt F3 gt key will allow you to post a note in the ledger to claim that is highlighted If you wish this note to print on the patient statement simply precede the note with an asterisk Important If the secondary insurance is an automatic crossover from the primary you may post a red billing not to the claim so Quick MD will not pick this claim up and bill it therefore allowing you to re assign responsibility to the secondary for reporting purposes Once you have selected the claim and invoices to be paid within that claim Quick MD will bring over the existing charge payments and adjustments The cursor is now in the yellow payment field For convenience purposes from the next three yellow fields the lt F1 gt key will pop up a calculator Enter the paym
298. s _ x HCFA 1500 FORM Font Size 6 10 pt Le e H 5 M 3 p H 3 CELE Degree fa Valid Lines a 1 66 ua L Margin 0 150 px _25 o ja 1 Valid negara mee E esas tee Line Degree Line Degree Font Size o ja o ja Valid Lines 6 10 pt s 1 66 Ee EE eae ce fe att peores POF oe E p2 EER IILL Line Degree Line Degree Font Size o ja o ia Valid Lines 6 10 pt s 1 66 Ee EE a eo Po fe Reports Font Reports Left Format Reports Size 6 10 pt Margin 0 150 px 25 For Landscape ox f The test grid will represent the size of the Font being used if you wish to change the size simply enter the size desired into the Font Size field Re print the test grid When you print your grid and lay it over your form if the left margin is too far to the left increase the number in the L Margin field and reprint the grid till you have moved it to the right enough If information is printing high on a form and needs to be lowered the solution is referred to as dithering Take the form that you have printed a test grid on and note the line number you wish to move downward and the amount you wish it to be lowered 1 whole line 2 1 2 line 3 1 3 line and 4 1 4 line Important When a dither is inserted into a particular line it moves all entries on the rest of the page down by the amount specified HCFA 1500 SETTINGS Use this feature to setup Quick MD t
299. s during a date range The results of report can be limited by Provider Location or Insurance Company PAYMENT ANALYSIS BY CPT CODE FROM 01 01 2011 TO 07 15 2011 Page 1 OffCode CPT Code Description Units Total Average Of Total 41520 41520 FRENOPLASTY W Z PLASTY L00 5 00 5 00 2 63 42831 42831 ADENOIDECTOMY OVER 12 PRIMARY 1 00 25 00 25 00 13 16 99241 99241 OFFICE CONSULT FOCUSED 1 00 10 00 10 00 5 26 CREDIT CREDIT SURGERY DEPOSIT 1 00 150 00 150 00 78 95 190 00 Quick MD User Manual Page 269 of 308 Diacnosis Copes ANALYsIS Diagnosis Codes Analysis Report Of x From Date ee To Date _ _ _ Provider Location Order Of Sort __ Report By What Date Office Code Ledger Date C ICOM Code C Service Date From C Description OK f Cancel x Use this feature to generate a report on the total number of Patients and the total dollar amount generated for the selected dates on each Diagnosis Code utilized Since more than one diagnosis code may be used with a Procedure code the dollar amounts generated in this report or for reference only and not to be used in the accounting process Sampce Diacnosis Copes AnaLys s REPORT Page 1 DIAGNOSIS CODES ANALYSIS FOR ALL PROVIDERS 01 01 2003 To 06 24 2003 CODE ICDM DESCRIPTION TOTAL TO
300. s modified It now has a check box Use Actual Balance If this is checked the report will use the actual balance of the claim as is in the ledger all charges payments adjustments are considered If it is not checked the report will works as it did in the past which is the dollar amount that was put in block 30 of the 1500 form Also totals for Primary Secondary and Third billings was added at the bottom of the report Version 4 7 Louisiana Kidmed electronic filing module was added The Kidmed company must be setup as the third Ins In the patient s file The charges must carry the A responsibility code The Kidmed company must be defined in properties Ins ID numbers The electronic kidmed settings must be set in properties The file name will be H450 KID The prescription records were changed so that up to 4 prescriptions per record can be added For more information see page 208 Also a drug table was added to the tables menu You can now pull the drugs into the prescription records from the table For more information see page 61 On the prescription browse screen you can now highlight a prescription and press The F3 key and a refill will be generated For more information see page 208 On the diagnosis browse screen you have a complete browse data field If you enter characters in this field the browse will pull up all records that have that set of characters in the description line no matter where it is on the lin
301. s of the Q ScHepuLer you must open the Q ScnHeputer and use the Sertines button for more information see page 114 To configure the defaults of the Mutti View Scueputer you must open the Mutti View Scueouter and use the properties button for more information see page 124 Quick MD User Manual Page 79 of 308 Appointment System Defaults i i i i Holidays EEE l i i i f i Time Intervals C 10 Minute Appointments 15 Minute Appointments Starting Time C 7 AM 8AM M Block Weekend Scheduling M Pop Inner Office Messages I Pop Ledger Information Check For Future Appointments M Use Default Providers Provider 1 v Default Provider 2 Default Next Super Bill i Ks Houipays When trying to set appointments for the dates selected Quick MD will pop a warning box Time INTERVALS You can select 10 minute or 15 minute appointment intervals and Quick MD will default all calendar days to the selected time intervals Brock Weexenp Scueouuine If selected Quick MD will pop a warning box when a user tries to schedule an appointment for a weekend Pop INNER Office Messaces or Pop Ledger Information The system will display the inner office messages or information from the patient account depending on which box is checked when booking an appointment for an existing patient Cueck For Future Appoint
302. s only starting with the oldest one in the ledger if you don t have Ger att Batances checked If you want this module to always get all balances both patient and insurance responsible check the box Get any BALANCE IN Payment Postine in MisceLLaneous Derautts for more information see page 91 In the yellow field enter the patient in If you don t know it the hit the lt F1 gt key to browse the patient file and bring in this patient Enter the payment amount in the PAYMENT field Enter the Lencer Date you wish this payment to carry Enter the responsibility code that the payment is coming from I for primary insurance S for secondary A for third or P for patient payment Quick MD User Manual Page 231 of 308 Enter the check number in the Cu field Pick your Payment and Apyustment codes you wish this entry to carry in the ledger Once you have entered the patients ID patient responsible claims with a balance will be brought into the module starting with the oldest first If you have Ger att Batances checked then insurance claims with a balance will also be brought over The claim number s and the balance of the claim will automatically be displayed Enter the payment amount in the PAYMENT field If the patient has an unapplied credit it will be displayed in the upper right hand corner of the screen If you wish to apply an unapplied credit simply type the amount in the UC PAYMENT field If you wish to write any
303. s the facility where service where rendered regardless of the insurance company that is being billed VERIFY USE OF NEW PATIENT copes Use this feature if you want the system to warn you when you are entering new patient CPT codes on existing patients Note Quick MD considers CPT codes 99201 through 99205 and 99242 through 99245 as new patient CPTs Patient STATEMENT Options Set the default behavior for patient statements for more information see page 216 Note If PRINT USING STANDARD PATIENT STATEMENT iS Check then Quick MD will print the complete patient statement Otherwise it will print on a pre printed form THIRD PARTY INFORMATION Third Party Integration Setup O x IV Activate Third Party Integration With Medical Records Software Software To Integrate With C Medamation C MediNotes MedNotes C Medical Voice Products C SOAPware Path And File Name To Export Lab Information To CAEMR_LOCATIONILAB TXT IV Activate Lab Export Lab To Integrate With tf Quest Diagnostic C Lab MD J OK Quick MD can export patient demographics to a number of different EMR and Lab systems To be able to use this feature you will need to type the location where you want the export file located Next you will check the button labeled Active Third Party Integration or Activate Lab Export Choose the EMR system that you will integrate with and click OK Tase Data PatHs Quick MD User
304. se the down arrow key located at the end of the Sort Code box to select the Appropriate Sort Code statements are to be processed To have all statements processed for every Sort Code then do not select a Sort Code leave Sort Code box blank Icnore Balances Less Tuan System will default to 1 00 This feature allows Quick MD to ignore any Patient balance that is less than the amount indicated in this box and statements will not be processed Do Not Print Statements To Patients THAT Have Been Biren Since If you do not want statements to be processed for Patients who received statements on or after a previous date then enter that appropriate date To have all statements processed leave this field blank Gtopat Mess 1 Grosat Mess 2 GLoBat Mess 3 This feature allows you to enter in three different messages that you want to print on the Patient Statements These messages will print on all statements provided they are configured to print on the statements Note If you have Dunning Messages set in Properties Patients Patient Dunning Messages for more information see page 77 and a patient is late with their payment the appropriate dunning message will overwrite the global message IMPORTANT Make sure that your patient statements are loaded in your printer before selecting lt OK gt As the print job does not come to the screen it goes straight to the printer After all these steps have been completed Select the button marked lt Ox g
305. snnnnssnnnrssnrnrsssrnrsssnnrsssnnrsssrrsnes 182 Configuring Quick MD to handle Un Applied Credits s issirisonniinnnisinasiniinienn iiaiai iaaa 187 DECC DUIS UNA POU Croio ccana a 188 Appying Us AG Pld Credis orcsoun bias suiamasbandan lenaaswakda i 189 Applying Un Applied Credits during Charge BN Yc iccsccciiiessccocisaciesieavinusalsmeninasaaumeiiindsaneminiinaraiaraniemniabs 189 Applying Un Applied Credits using the Payment Posting Modules 189 managed care MANAGED CARE MODULE cieiirntaniad aca iiincanidean iiia iiaa 190 Ee id Bere n eae T a 6 Bammer cere ea err eee meets mer pee rear me Eee nme pe cere ner nS reer En rene meee eee emer 192 ELECTRONIC MEDICAL RECORDS a AA EENES eee ere aS eee meer nee eee eT II RN IO err 193 UDT E Sarasa eg wes erate alias tans iaceie acca eden haan ea deaitantided aus taelerad de panindsiedias 199 nsernon Commands asai ai Vaandde Ale eadetetanhe E a 199 HERR e CA e E E A E E AEE NE APOE A PAT E N E IEE AET R ATA 213 aE on LOT 812 aa a a ET rerere mtn rrr irrmenrn rere vert errrrr in 214 Peki A ag eek hha ea ek sie a ad wl maa aac ha 214 ELLIN A O UC D set ease an thse icin ae at et aces maa aaa ceed da solald nla tual uated da detae nun adiatland Ratiataans 216 UN TUT Res Te schicken a at Sig aa and sR i a cidade ae ta es acaba said at a Hd sa eae eacehtha dea Rbatitalbnts 216 THE SILONG VENU P apa E aa 216 Patient EEEE I EE E
306. sponeibiltyie OK yf X Cancel Check Number Payment Code JPATIENT CHECK X Amount Of Payment 0 00 Operator BRYAN onan Location MAIN OFFICE Claim E Invoice Primary l AETNA Seconday S ACADIAN HEALTH CARE ALLIA Third 4 ACADIANA HEALTHCARE ALLIC Note ALWAYS POST PAYMENTS TO THE INDIVIDUAL CLAIM BEING PAID NEVER POST ALL PAYMENTS TO ONE CLAIM or just to the last claim the ledger Iuportant Remember all claims must eventually come to a zero balance either through payments or adjustments Quick MD User Manual Page 173 of 308 lt F2 gt Abu allows user to post an adjustment to the highlighted claim as a whole or each line item Ledger Date SAEZ Provider JOHN SMITH z Responsibility Adjustment Code COURTESY DISCOUNT Amount Of Adjustment g 0 00 0K yf X cance Commen Operator BRYAN Location MAIN OFFICE Claim _ Invoice i Primary l AETNA Seconday S ACADIAN HEALTH CARE ALLIA Third 4 ACADIANA HEALTHCARE ALLIC Iuportant Always post adjustment to the individual claim being adjusted Never post all adjustments to one claim in the ledger or at the bottom of the ledger lt F3 gt Note allows the user to post a note to the highlighted claim up to five lines in length and gives the user the option to have the note printed on the Patient s billing statement if you proceed the note with an asterisk Ledger Date 01 23 2008 Notation Claim i Inv
307. sustments As Amount BILLED Amount Pa If this option is selected then the adjustment will be the difference between the amount billed and the amount paid Use Apsustment Listen In Remittance Fite If this option is selected then the system will use the adjustment amount returned in the 835 file Put Zero Do tars In Apsustment If this option is selected then the system will use a zero dollar amount for the adjustment Quick MD User Manual Page 228 of 308 835 REPORT To get a legible report of the 835 file follow the following steps 1 Click on the Report EOB button 2 The system will now ask you to pick a file Choose your 835 file and click open Open Remittance File For Reporting Look ir 835 do test 235 File name Oper Files of type Cancel 3 Keep a copy of the report for your records Hi Quick MD User Manual Page 229 of 308 LoapING THE 835 FILE This option will load the 835 file directly into your payment module 1 Click on the Load into Payment Posting button 2 Pick your 835 file and click Open 3 Verify that the remittance has been downloaded xi G Remitance has been downloaded 4 Go to the main payments menu and choose Insurance Payments By Invoice or Insurance Payments By Claim Note If you have work sy tine item Set in the properties then you will need to choose by invoice otherwise you will choose by claim for more information see
308. t to begin processing and printing then go to step 14 If you do not want statements to be processed select the button marked lt CanceEL gt To send Patient Statements Electronically Click on the box send statements electronically This lays out the electronic file to the path and assigns the file name located in Properties Misc Defaults Patient statement path Use your communication software to send the file to Pro Bill Note Pro Bill will fax an acknowledgement of Statement Date Statement Totals Total Statement Amounts This acknowledgement letter should match your print out received from step 1 Primary INSURANCE Use this feature to print a batch of HCFA 1500 forms based on criteria you specify Getting there At Quick Med Main Menu Select BiLtine At drop down menu Select one of the following Primary Insurance SECONDARY INSURANCE THIRD INSURANCE Quick MD User Manual Page 219 of 308 File Biling Recaps Tables Payments Reports Properties E Bill NSF E Bil ANSI System Utilities Patient Statements Primary Insurance Secondary Insurance Third Insurance Test Print 1500 Form Test Print Patient Statement Report Last Batch Printed Delete Billing Notes For Last Batch Printed THe Barch BiLLiNnG SCREEN Batch Bill Primary Insurance 5 x Do Not Print Forms After Date ot a Provider H Location z Print For One Company Only Exclude A Company Exclude A
309. t Ox gt The Data Output Processor will display all patients with the selected date of appointments and the selected Query Code Select Print Att to print report or Select CLose to exit PRINT SUPER BILLS Use this feature to print Super Bills for all patients with appointments on the selected date Print Super Bills Iof x Date 0107 2003 Provider JOHN SMITH OK Cancel Date select the date of appointments Super Bills are to be printed Prover select the appropriate provider that Super Bills are to be printed To print Super Bills select appropriate Printer then select lt Ox gt to print Super Bills Note Always select Ext to exit Appt Reports Menu and return to Appointment Calendar Note There is a cut and paste function available in the appointment scheduler that allows you to move a patient from one appointment to another Double click with the left mouse key on the time period that the appointment is currently set for Go to the new time period and double click with the left mouse key Quick MD will prompt you to paste Choose lt Ox gt and the appointment is moved Once patients are scheduled click in a desired time slot and hit the lt F1 gt key to view this patients information Quick MD User Manual Page 123 of 308 Mutti View SCHEDULER Getting there The Multi View Scheduler is a separate but integrated application that is started from its own icon Set an icon to books exe
310. t Report Batch Print Super Bills Third Party Export List Templets Check Eligibility Exit Quick MD User Manual Page 136 of 308 List ApPoiNtTMENTS For a Day This report allows you list all appointments for a day for a single provider or for all providers if the provider field is left blank List Appointments For amp Day al ES Print LISTING FOR A PERIOD This report runs the Day Listing for every day in the range specified List APPOINTMENTS COMBINED This feature allows you to print a combined appointment list A combined appointment list will show all appointment for all of the providers checked per time slot List Appointments Combined For A Day Sees eRe ee eee ha a a j s ok X Cancel Quick MD User Manual Page 137 of 308 Query Appointment Status Copes This report allows you to list all of the appointment in a date range that match the provider and the query code selected Query Appointment Status Codes Mal x AppPoinTMENT Aupit REPORT This report will show a list of patients on the day selected that do not have charges for that day in their ledger Appointment Audit Report E 0 x Quick MD User Manual Page 138 of 308 Batch Print Super BILLs This feature allows you to run a super bill for all appointments on the day selected If the provider is blank super bills for all providers will be printed Print Super Bills Tuirp Party Expo
311. t to Then hit lt Shift gt lt F1 gt to activate the Medical Records Interface Medical Records Interface ZOO Mew WHETaIVE Ea If you want to use a preset template choose the template from the list and click lt Open gt If you wish to create a new document that is not based on a template click the lt Cancel gt Open O meddocs ha E OHEADOO2 TXT OHEADOO1 TXT Op Reports Templets E Quick MD User Manual Page 202 of 308 taj Document Microsoft Word a laj x Eile Edit View Insert Format Tools Table Window Help Ix Normal gt drial vio B Zz U H EE GE O S A Deusek 2B gt RORZaBOd om Q k as P024485D DOC Document Name Quick MD will automatically assign the proper naming convention to this document if you opted not to use a template so that it is readily available to the operator when needed Important Any document may be attached to a patient file No matter if you are creating a new document scanning the document in or receiving it as an email when you hit save your file name it in the following way use the letter P followed by the patients 6 digit patient ID number then the letter D followed by something meaningful to you maybe the date of service and ending in DOC These documents must be saved in the folder and path defined in Medical Record Settings in Miscellaneous Defaults in Properties for more informati
312. te Of Service Jf OK X Cancel Use this feature to generate an accoun s receivable aging report of all Insurance Companies The report list all Insurance companies by ID and each patient that has that insurance and his aged trail balance A wonderful report to see what insurances your patient base has and how well they are paying you Sample Aceinc Report For Att Insurance Companies AGEING REPORT BY INSURANCE COMPANY 06 24 2003 Page T COMPANY 4 AETNA Acct Patient Name Current Over 30 Over 60 Over 90 Over 120 Total 9 FUSILIER BRYAN 125 00 600 00 475 00 155 00 0 00 1355 00 34 JOHNSON AMBER 150 00 0 00 0 00 0 00 0 00 150 00 275 00 600 00 475 00 155 00 0 00 1505 00 COMPANY 3 BLUE CROSS Acct Patient Name Current Over 30 Over 60 Over 90 Over 120 Total 8 ALDER JACOB 0 00 0 00 125 00 0 00 0 00 125 00 14 BRIDGES JEFF 0 00 0 00 0 00 125 00 0 00 125 00 22 FUSILIER BRYAN 0 00 0 00 605 00 0 00 0 00 605 00 18 JONES JIMMY 0 00 0 00 125 00 0 00 0 00 125 00 31 KRAMER KEITH 0 00 67 50 0 00 0 00 0 00 67 50 15 SMITH KIRK 0 00 0 00 0 00 230 00 0 00 230 00 0 00 67 50 855 00 355 00 0 00 1277 50 COMPANY 6 CIGNA Acct Patient Name Current Over 30 Over 60 Over 90 Over 120 Total 33 DAVIS JOHNNY 150 00 0 00 0 00 0 00 0 00 150 00 35 FUSILIER AMBER 150 00 0 00 0 00 0 00 0 00 150 00 9 FUSILIER BRYA
313. te claims in Quick MD Charge Entry Screen Use this feature to enter line item charges for procedures performed at your practice The overall concept is to enter the appropriate CPT Code attach the corresponding diagnosis codes and post any payments or use Un Applied Credits against this procedure The proper use of this screen is essential for accurate claim creation so we will walk you through the entire process step by step Charge Entry For Act 47 ANTHONY GREEN Selected Diagnosises From Patient s Table Click Here To Browse Patient s Table And Carry Over Diags Code 24D Description Diagnosis 24E 21 Cost 24F Payment 01 02 03 04 05 06 07 08 09 10 Un Applied Credit 0 00 Save Cancel Payments Block Billing To Primary Ins For This Claim PT Code Messages Prim Co Pay 0 00 Sec Co Pay 0 00 Third Co Pay 0 00 Note If you check Block Billing To Primary Ins For This Claim then the system will not bill this claim Also the number in parenthesis behind code diagnosis and cost corresponds to the block number of these fields on the HCFA 1500 form Quick MD User Manual Page 163 of 308 Step ONE ENTER THE CPT CODE Cope Enter the Office Code here Note If you don t know the procedure code the lt F1 gt key allows you to browse the table You will then have the option to browse by house code CPT code or by description These defaults are set up i
314. ted the patient file will be shown in the lower right corner Of the patient demographics screen All the patients entered before V4 4 will be Defaulted to operator 1 e You can default the prior Auth in managed care module to the previous number by pressing the lt F1 gt key For more information see page 190 e Super bill printed checkbox was added to the enhanced appointment system When checked it will put a in front of patient name e Last CPT code entered in the patient s ledger was added to the super bill print Beginning and ending session dates was added to the super bill print For more information see page 115 Version 4 3 e Historical secondary insurance information was added To force a use secondary company put the amp symbol in the comment filed followed by the company ID For more information see page 154 e Anew payment posting module was added It will post payments by line Item and will allow you to use un applied credits This module can be used for both patient and insurance payment posting For more information see page 231 e The Paper forms batch billing modules have a check box that will allow you to run a pre billing report before printing the paper claims For more information see pages 219 221 221 e The Brief Ageing report can be narrowed to patient responsible balances only For more information see page 256 e The Current Ledger Browse Window can be narrowed to 1 claim by pressing lt Shift gt
315. telide J intelppm M IPBusEnum IpFilterDriver AppDirectory REG_SZ c winmed Computer HKEY_LOCAL_MACHINE SYSTEM CurrentControlSet Services imedscan Parameters To start or restart the service you will go to the Control Panel Administrative Tools and Double Click on Services At this point you should see an entry for imedscan Highlight that entry and choose the action that you want to perform Start Restart or Pause Note All path setup in the register and used by the HL7 programs should point to a local directory when used as a service The service runs as a different user and may not have these directories mapped the same way IMED Scan When imedscan exe is started it will immediately minimize to the task bar You can get to the menu by right clicking on the icon in the task bar If you need change the amount of time that imed scan waits between scans then click on Set Scan Time from the imed scan menu The scan time is in milliseconds and is set to 5000 5 seconds by default The main form option of the menu will bring up a screen that will let you manually run a scan If you need to close imed scan then choose exit from the menu Logging is always on for imedscan The log file is stored in the Quick MD data directory as imedque log If this file is not found you may need to update the imedscan executable Quick md User Manual Page 302 of 308 SETTING uP THE HL7 INTERFACE TO READ ELECTRONIC SUPER BILLS
316. ter setting up the demographics so the system can auto decide who is responsible for the claim during the charge entry process Notes After the patient s information has been saved you can print a label by pressing lt F2 gt or lt F3 gt Dupticate Patient Winnow Quick MD will notify you if there is a potential duplicate entry in the system You May Have A Duplicate Entry Of x BRYANFUSLER SCS Popo LAFAYETTE Aara D O B 09 01 1956 ggg 435 19 8706 Financial Class MEDICARE PATIENT Quick MD User Manual Page 150 of 308 ENTERING PATIENTS INSURANCE INFORMATION Once the patient s basic demographics are entered it is time to setup their insurance information The first three buttons across the top of the Patient DemocrapHics Screen are used for setting up and maintaining the patients Primary SECONDARY and Tuirp Insurance Policies PATIENT FILE FORID 4 DOROTHY HALL W 2 canal ID First Name Last Name Middle Name Generation Title o E i E ire 2 FIFTH AVE E ag GREENSBORO ammas ar 04838 ayy 10 14 1921 BAG WE 234 34 2342 EMNE Sa Medical Record eM em 886 434 5519 By xf EEA Location Patient Source Employer Emp Status Sort A i Marital Status Primary Ins BLUE CROSS BLUE SHIELD OF LOUISIANA Block Bill SOERA Ins ADMINISTRATIVE BENEFITS Dee ene 04 19 2005 Forms Third Ins JILL SMITH Always Begin by setting up the patients Primary Insurance Quick MD User Manu
317. teria and then select the lt LookUp gt button to search Quick MD User Manual Page 211 of 308 Note Quick MD allows you to choose what field the prompt starts in when looking up patient files This is set in the Browser Derautts for more information see page 76 Although Quick MD allows you to set this default you are still able to look for a patient by any of the other methods Simply back tab or click on that field and enter the search data Patient Fites BROWSER The Patient Files Browser allows you to select the appropriate Patient by using your up and down arrow key to highlight the Patient name and press the lt Enter gt button to enter the Patient File 3 Patient Files Browser IDH Last Name 222 FOHTENOT 31 FOHTENOT 172 FOHTENOT 261 FOHTENOT 159 FOHNTENOT 56 F OHTENOT 43 FONTENOT 231 FOHTENOT 182 FOHNTENOT 178 FOHTENOT 209 FOHNTENOT 63 FONHTENOT 252 FOHTENOT 21 FONHTENOT 40 FONTENOT 256 FOHTENOT 80 FONTENOT 169 FOHTENOT Press F1 To See More Information F2 Label F3 Label Other Infe ALYSSA D CLAYTON MR ELIZABETH A GEORGE H GILL HALL JENHHIFER JOSEPH R JUDY JUDY S KATILYN MARK A RALPH W STEPHEN J SR TOM A TRACT WYATT Address 123 MAIN ST P O BOX 311 2003 E MILLER STREET 321 MAIN 3214 GREEN DR 3212 OCEAN SIDE 2334 MARY ST 2043 GARDINIA ST 333 FIRST ST 3456 BIRCH ROAD P O BOX 3214
318. the Payment Table The Adjustment Table and the Financial Class tables correspond to each other For example if Patient Check is setup in field one of the payment table then you would want the number one position in the adjustment table to be a patient write off and in the Financial class table the first one would be self pay The reason being that the desired selection may be brought in by simply entering the number of the desired selection and hitting the enter key For example if BCBS is number 4 in all tables then when desiring to enter BCBS in the Financial class payments or adjustments tables simply enter the number 4 and hit enter to bring in BCBS It is easier to remember the number if they are the same in all tables ADJUSTMENT TABLE This feature allows you to define up to twenty five description types for posting adjustments By posting adjustments according to description types the user is able to generate many meaningful reports to see how much money is being adjusted off Examp e Courtesy Discount PROFESSIONAL Discount Menicare Write OrF Menicain Write OrFr BCBS write ofF AETNA ETC After your major payers you will want to enter Private InsuRANcE WRITE OFF TRANSFER IN TRANSFER OUT PATIENT AND OR INSURANCE REUND NSF CHECK ETC Quick MD User Manual Page 68 of 308 DESCRIPTION l GL CODE 01 26 E 02 27 03 28 04 29 05 30 06 31 07 32 08 33 09 34 10 35 11 36 12 37 13
319. thout setting them up in the system first If the patient does not show up for the visit then you have not wasted an Id number nor lost the time to set them up un necessarily Nore Also you may want to view this Patient s Ledger Balances and Inter Office Messages when scheduling if brought in by Acct These features are turned on in Properties for more information see page 124 F Name Once the patient has been pulled into the scheduler by Acct this field will be populated with the patient s first name If you are scheduling an appointment for a new patient one that is not already setup in Quick MD you can type the patient s name here Note If your cursor is in the name field and the patient has been pulled into Multi View by ID you can hit lt F1 gt to verify and even edit the patient s demographics from this field while you are scheduling your appointments History This feature allows you to see a complete history of this patient s appointments Quick MD User Manual Page 133 of 308 Reason Enter the reason for the visit in the comments field or hitting lt F1 gt will open the Appointment REASON Taste where you have already setup your top 25 Appointment Reason Codes for more information see Sertincs on pg 128 Type the number of the appointment reason listed and hit lt Enter gt Note If Quick MD is setup to interface with a third party EMR you can enter a time behind the reason code and this appointm
320. tifying Doctor s License Number 10 g e Certifying Doctor s Phone 11 2 Certifying Doctor s Fax 11 2 e Certifying Doctor s Address 12 Certifying Doctor s City State Zip 12 1 The concept for lining up this form is the same as lining up your 1500 or patient statement forms You may want to review this information before proceeding First you generate a grid on top of the DWC69 form Next you adjust your dithers until the rows fall correctly in part 1 of the form If changes have been made to the dithers then you will need to generate a new grid Once the dithers are in place type in the correct row and column for each data filed Options MiscELLANEous DeFAuLTs Use this feature to define all Miscellaneous Settings that will be used throughout Quick MD The majority of these settings are designed to allow ease of use when enter data and performing functions throughout Quick MD Quick MD can be configured to your way of doing business Unlike the startup files these settings can be modified at any time during use of Quick MD and the changes will be reflected on the client s computer that made the changes Quick MD User Manual Page 91 of 308 ID From Payment Table For Patient Check h Ledger Date Check O m ID From Adjustment Table For Patient Write Off H Ledger Date Check To i _ ID From Adjustment Table For Medicare Write Off p State You V ill Be Filing Ins Forms In ha ID From Adjustme
321. ting at this field you are skipping all of the information primarily related to Illness or Accident workers compiliability info This feature does not exclude you form entering information in any of these fields If you want to enter any information in these fields you can either back tab or use your mouse to get to these fields NOTE Offices who do a limited amount of Workers Comp would want to check this box Get Any Batance IN Payment Postne Click this box on to always pull all balances of claims regardless of the responsibility in the Patient Insurance Payments by Claim quick posting module Go To Lencer Date on Charce Enit Click this box on if you want the prompt to start in the ledger date when editing claim charges If not the prompt will begin in the diagnosis field Ask Asout Reassicnments Click this box on if you want to be asked about reassignment of responsible party when posting payments in the patient ledger utilizing the F1 Pay function if the patient has a secondary or third insurance A ways Put Pin on 1500 Click this box on if you want the referring physician s UPIN number to appear on all insurance claims Norte Quick MD will always put the pin on government claims even if this option is not checked Skip Patients With Companies Set WHEN Bituinc Patients Click this box on to utilize the occupational medicine industrial medicine component to generate an invoice to a company instead of individual claims P
322. tinue re running the Repeat Initial Run until the report is empty meaning there are no more errors in the batch Click lt Live Billing Run gt If you want to remove a claim from this billing batch click lt Remove Claim from Run gt If you wish to save a backup of this billing batch click lt Copy Last Run to Disk gt 0 To read the response file from your last transmission click lt Read Response File gt O On ES SO PN PRINTING AN INDIVIDUAL HCFA 1500 Form 1 Open the desired Patient s Ledger 2 Select the claim you wish to print the HCFA for 3 Hit lt F9 gt to bring up the print window 4 Choose the appropriate option you wish to print Payments Quick REFERENCE Postinc PAYMENTS for detailed information about Posting Payments see page 231 Payments can be posted in two ways in Quick MD You can post payments directly to charges in the patient s Ledger or you can use the Payment Posting Modules LEDGER To post a payment in the ledger open the ledger and select the charge that you wish to apply the payment to Hit the lt F1 gt key to post a payment Postinc Moputes Payments can also be posted through any of the four Patient Posting Modules in Quick MD Each is described briefly below Quick MD User Manual Page 33 of 308 File Biling Recaps Tables Payments Feports Properties E Bill NSF E Bill ANSI System Utilities Patient Insurance Payments By Claim Insurance Payments By Claim
323. to charges For more information on using the Payment Posting Modules see page 231 Quick MD User Manual Page 189 of 308 manacen care MANAGED CARE MODULE Use this feature to track up to 15 Pre Authorization numbers This Module can be accessed in Quick MD from the patient s demographics screen the Supply Form for more information see Charge Entry on page 163 and from the booking screen within Q Schedule for more information page 107 Managed Care IB Date Provider Referring Phy Auth Active Dates Visits RV gt i gt om gt f m 037112005 pora WILSON Y om BOE faasase7e9 fos 09 2000 faayor soos CE a a a a a U U U a U U a Jf 0K x Cancel Mea Records IB This is for clients that are using the managed care module for tracking inbound and outbound referrals Date Date the Pre Authorization was issued Proviper Provider the Pre Authorization was issued to REFERRING PuysiciAn lt F1 gt in the yellow field allows you to select a referring physician lt F10 gt allows you to add a referring physician if they are not already in the system Autn Enter the Pre Authorization number here Hitting the lt F1 gt key will automatically enter the previously used number into this field Active Dates Starting and Ending Dates of Authorization numbers validity Visits Number of visits Authorized by the number RV Displays remaining visits left as the authorization numbers is used during th
324. to exclude the highlighted charges from printing on the claim Charges that have been excluded will have an asterisk next to them in the ledger This is the way to exclude invoice s paid fix invoice s denied by editing and re billing the claim simply by hitting the F9 print key only with the one that needs rebilling Nore Be sure to hit the F11 after reprinting the form to remove the asterisk s so that those invoices will be picked up when this claim is reassigned to secondary insurance lt SHiFT gt lt F3 gt CONVERT BILLING NOTE Use this feature to change a red billing note into a regular note The note number will become 999 This type of note will let the system re bill a claim but stays in the ledger for audit trail purposes Exampte In the past in order to re file a claim you needed to delete the billing note for Quick MD to pick up the claim in the next filing run Now you can simply change the billing note to a regular note which gives you a more accurate audit trail lt Suirt gt lt F2 gt Browse 1 Cram Allows you to filter the patient ledger so that it displays only the claim you are interested in working with lt Suirt gt lt F4 gt ToGGLe zero BALANCE cLaims Allows you to filter the patient ledger so that it displays only the claims that have a balance This will hide all zero balance claims from being displayed which can make the ledger easier to read in certain high volume practices Nore
325. to move the appointment to lt Dous e cuick gt to open the booking screen Hit the lt Paste gt button Quick MD will ask you if you want to paste this appointment select lt Yes gt NO OT OTS VERIFYING APPOINTMENTS You can easily see which appointments have been verified or not from within the scheduler Verified appointments will have an before the name of the patient To mark an appointment as verified follow these steps 1 Select the Appointment you wish to verify 2 lt Douste Ciick gt to open the booking screen 3 Click the button next to the verified field 4 This appointment will now be preceded by an when viewed in the scheduler Warne List ADDING A PATIENT TO THE WAITING LIST lt Douste cuick gt on the time slot that you want to book this appointment for Add the information to the booking screen Click on the lt Put on W List gt button The system will ask you if you want to add this patient to the waiting list Click lt Yes gt Click lt OK gt on the waiting list screen Click lt OK gt on the Booking Screen OarPon gt BOOKING A PATIENT FROM THE WAITING LIST 1 lt Douste Cuck gt on the time slot where you want to book the appointment On the booking screen click on the button lt Wartine List gt Click the lt BK gt button next to the appointment that you want to book Confirm the dialog boxes by clicking lt OK gt and lt Yes gt Click lt OK gt on the booking screen gE ON PRINTING Super B
326. to use for more information see page 91 NOTE If you change the CPT Code to a different code than the one listed and want Quick MD to automatically update the price you will need to set that option in Properties Misc Defualts For more information see page 91 lt F5 gt Reassicn Use this feature to Re assign the claim To re assign the billing responsibility to another pay source Primary Ins I ETNA Secondary Ins S ACADIAN HEALTH CARE ALLA 00 Third Ins ja ACADIANA HEALTHCARE ALLIC 00 Statement P ABB VETCO GRAYINC EMPBN Resp To Add E OK yf Cancel X Put Billing Note For The Added Resp Quick MD User Manual Page 175 of 308 Note To re assign to a historical Secondary Insurance company you must use the Edit charge feature lt F4 gt or let the system auto decide which one to use for more information see Epit Cuarce feature above NOTE If you know the company you are reassigning responsibility to is an automatic crossover medigap company check the box put billing note for added responsibility and the system will not pick this claim up and bill it But it will then be reassigned and in the proper reporting lt F6 gt Cim Ba Use this feature to view the balance of each claim selected Use the up and down arrow keys to highlight the claim then press the lt F6 gt key for the claim balance The balance of the Invoice highlighted will also be displayed in the INV box The Total b
327. tract ledger entry will appear in the Contract box within the patient file Post RE occurinG CHARGES AND PAYMENTS This feature allows Quick MD to post payments and or charges to an unlimited number of patients by assigning a sort code to patient on the demographic screen When this utility is run it will make the ledger entries according to the parameters set below Quick MD User Manual Page 292 of 308 an Recurring Charges And Payments Sort Code To usel Date Charge Entries Vill cz Responsibility Entries Will he CPT Code Charges Will pal Inner Office Code Amount Of Charges l Amount Payments Will Canys Payment Code z Date Payments Will O E Check Numba For Patients At Loctaion foptional d x JA Post X Cancel Set Next Patient NUMBER an Set Next Patient Account Number Of x Next Account Number Will Be No Other Terminals Can Be Using Quick Med While This Is Being Done If Other Terminals Are In The System Then Click Cancel JS OK X Cancel This feature allows you to select the next Patient ID number System automatically assigns each new Patient an ID number in numeric order When utilizing this feature Quick MD will assign the next new Patient the ID number you selected Warnine No other terminals can be using Quick MD while this feature is being utilized Run Detetep Recorps LEDGER REPORT Use this feature to run a report of all Ledger Entries that have been deleted from the
328. tronic Medical Records Interface you must make sure that you have Microsoft Word 97 and Windows 98 or later installed on the computer You activate and configure the Electronic Medical Records via the Medical Records Settings Found in Properties gt Misc defaults gt Med Record Settings Medical Records Interface Settings Mel x Path To Medical Records Folder C AMEDDOCS Jf oK Example C DOCUMENT Must End With A Back Slash M Activate Interface With MS Word PScript Reply Table Phone Messages Reply Table fauesTIONSANSWERED SS C SSS JREFEREDTOBLUNG SSS ereo onse ooo enom Sf PatH To Menica Recorps Fotper Set the path to your computer where you will store all your Medical Documents Note You will also want to set your default directory in MS Word Inside Word go to Tools Options File locations and define to Word where these documents will be stored Activate INTERFACE witH MS Woro Click this check box to activate the Medical Records Interface with MS Word Important In order to use the Electronic Medical Records Interface each user will have to have Word 97 or later installed on their local hard drive Also you will need to go to System Utilities Set Operator Rights and be sure each operator has the rights to use the Electronic Medical Records and its various features Quick MD User Manual Page 194 of 308 Medical Records Interface Settings QUESTIONS ANSWERED REFERED TO DR REFERED TO
329. try in as much as it is possible to have the entries in the Payment Table The Adjustment Table and the Financial Class tables correspond to each other For example if Patient Check is setup in field one of the payment table then you would want the number one position in the adjustment table to be a patient write off and in the Financial class table the first one would be self pay The reason being that the desired selection may be brought in by simply entering the number of the desired selection and hitting the enter key For example if BCBS is number 4 in all tables then when desiring to enter BCBS in the Financial class payments or adjustments tables simply enter the number 4 and hit enter to bring in BCBS It is easier to remember the number if they are the same in all tables FinaNcIAL CLass TABLE Financial Classes allow you another way of grouping and viewing your patients This time you are grouping by Quick MD User Manual Page 69 of 308 your practices major payers Defining meaningful financial classes allows you to run powerful reports on where your money is coming from 1 Green 2 Blue 3 Red 4 Silver 5 Gray 6 Lime 7 Yellow 8 Black Description pyOCHNER S ooo 15 PPO PLUS ig PRIVATE HEALTH CARE SYS BEST CARE ooo 1g PRO AMERICA ooo g CHAMPUS ooo 20 OTHER INSURANCE a ooo 2 BLL PT VIALS ONLY 23 NO CHARGE FOR ANYTHING acoc 25 BAD DEBT OK Nore This table is used for reporting purposes only It is designed
330. ts are chosen for collections one sort code within the Patient file needs to be set to Cottection Letter 1 This is accomplished by generating an ageing report deciding which accounts will go to collections and then setting the sort code for each of those patients Once done the screen above can be completed for the select by section at a minimum sort code needs to be defined The pata To merce section is then completed with the information you want to see on the collection letter Once complete click lt Ox gt and proceed with the mail merge function within Word or Word Perfect This will complete the task of sending out collection letter 1 To Generate Collection Letter 2 To send out the second of three collection letters on accounts that are still unpaid you will first need to change the sort code on those accounts Unlike the initial task of manually setting the sort code to Correction Letter 1 Quick MD will automatically accomplish this task by using Reassicn Sort Cope for more information see page 291 Once that task is completed go through the same procedure above choosing the sort code of Collection Letter 2 To Generate Collection Letter 3 To send out the third of three collection letters on accounts that are still unpaid you will first need to change the sort code on those accounts Quick MD will automatically accomplish this task by using Reassicn Sort Cope for more information see page 291 Once
331. ts can have preset colors and a preset amount of time blocked out This is done in the Scheduler Settings Set Appointment Reasons The commands are listed there for the setup For more information see page 115 Select lt Ox gt and the Patient name will appear in the selected time area Movinc APPOINTMENTS Quick MD allows user to cut and paste appointments when moving an appointment within the schedule is necessary To use this feature click in the desired time slot of the appointment to be moved Double click or press lt F1 gt to open the appointment window and click on the lt Cut gt button Quick MD will ask you if you want to cut the appointment Choose yes Then go to the provider book time and day that you want to move the appointment to Double click or press lt F1 gt to open the appointment window and click on the lt Paste gt button Quick MD will ask you if you want to paste the appointment Choose lt Yes gt Biockinec AN Entire Day You can prevent appointments from being scheduled on a particular day by blocking the entire day Select the provider you wish to block the day for and then use the Calendar to select the day you wish to block Put you cursor in any time slot and hit lt F9 gt All time slots will be turned to the color red which signifies blocked time To unblock the day put your cursor in any timeslot and hit lt F11 gt This will revert the blocked day back to the original template Pc Up Pc Dn The lt Pc U
332. u want to have the window pop up that asks if you want to print a receipt after a patient payment is recorded in the charge screen Put Balance Forward On Receipts Click this box on if you want the balance forward to print on the patient s receipt Loop Patient Loox Up Click this box on if you want to have Quick MD prompt you to look up another patient when performing the patient look up function Once you choose save within a patient file Quick MD will then prompt you to look for another patient if this feature is turned on Ask Asout Write Orrs Click this box on if you want to be prompted about writing off the claim balance when entering payments in the patient ledger utilizing the F1 Pay function Catcucate Write Orrs By Cram Click this box on if you want to calculate write offs by claim and not by line item Don t App ResponsisBiLities Click this box on if you want to replace the existing responsibility code in lieu of adding the additional responsibility to that field when reassigning a claim Put Service Date on LepGer Screen Click this box on if you want the date of service to appear in the comment field on the patients ledger screen Auto ReFresH APPOINTMENT Screen STANDARD SCHEDULER ONLY Click this box on if you want to auto refresh each user s screen in a network environment This will update the screen every 15 seconds for any changes made to the schedule by another user Use ApPoINTMENT TEMPLATE STANDARD SCH
333. ual Page 213 of 308 Open Patient LEDGER Getting there At Quick Mep Main Menu Select the File button At drop down menu Select Open Patient LEDGER File Biling Recaps Tables Payments Reports Properties E Bill NSF E Bil ANSI System Utilities Add New Patient File Lookup Patient Fast Charge Entry Open Patient Ledger Delete Patient File Exit At LookUp Patient Fite Enter the information you have available on the desired patient then select the LookUp button to search This will take you directly to the ledger for this patient for more information on the PATIENT LEDGER see page 172 Derete Patient Fite This feature allows you to delete a Patient File if you have the proper users rights Norte Quick MD will not delete a patient file that has ever had an entry in their ledger Getting there 1 At Quick Med Main Menu Select the Fite button 2 At drop down menu Select Derete Patient Fite File Biling Recaps Tables Payments Reports Properties E Bill NSF E Bill ANSI System Utilities Add New Patient File Lookup Patient Fast Charge Entry Open Patient Ledger Quick MD User Manual Page 214 of 308 Look Up Patient File pT At LookUp Patient File Enter the information you have available then select the LookUp button to search At Patient Files Browser Select the appropriate Patient by using y
334. ual days of the week lt F3 gt Previous Day Use this feature to view previous appointments for each individual day of the week lt F4 gt Btock UnB ock when lt F4 gt is selected a first time this allows you to Block a selected time from any appointments being set When lt F4 gt is selected again on the Blocked time this allows the time to be Un Blocked and appointment can be set lt F5 gt BLock Day Use this feature to Block any day of the week from appointment being set lt F6 gt Derete Use this feature to delete an appointment that has been scheduled lt F7 gt Super But Use this feature to print a single super bill for a selected patient lt F10 gt Exit Use this feature to return to Appointment Calendar Click in the time slot that you want to schedule an appointment for and select lt F1 gt to Set Appointment p Name Home Phone ee Work Phone LS Verify Code NOT VERIFIED Query Code SHOWED Comment FO OK Sf cancel X ID select lt F1 gt to browse for an established patient Highlight the desired patient and hit enter to bring Patient s current information to appointments Patient name and telephone number will follow Nore While browsing Patient Tables you may Press lt F1 gt to See More information on the patient that is highlighted Also you may want to view this patient s ledger and inter office messages when scheduling These features are turned on
335. uick gt to open the Booking Screen 3 Hit the lt Cancet gt button 4 Quick MD will ask you if you want to delete this appointment select lt Yes gt Movinc AN APPOINTMENT 09 OLB Oo Select the Appointment you wish to move Hit lt F1 gt or lt DousLe Ciick gt to open the Booking Screen Hit the lt Cut gt button Quick MD will ask you if you want to cut this appointment select lt Yes gt Select the time slot you wish to move the appointment to Hit lt F1 gt or lt DousLe Ciick gt to open the Booking Screen Hit the lt Paste gt button Quick MD will ask you if you want to paste this appointment select lt Yes gt VERIFYING APPOINTMENTS You can easily see which appointments have been verified or not from within the scheduler Verified appointments will have an before the name of the patient To mark an appointment as verified follow these steps 1 2 Select the Appointment you wish to verify Hit lt F1 gt or lt DouBLe CuicK gt to open the Booking Screen Quick MD User Manual Page 28 of 308 3 Click the button next to the Verified Field 4 This appointment will now be preceded by an when viewed in the scheduler PRINTING Super BILLS Super Bills can be printed in batches by a date or individually as needed e To print a batch of Super Bills for an entire day go to the Reports menu and select Print SUPER Bus Enter the date you wish to print Super Bills for e To print an individu
336. under Properties Miscellaneous Defaults Medical Record Setting Pscript Units of Measurement Inactive Check this box if the drug is inactive Sic Enter the instructions for use Comment Enter any internal comments here these will not print on the prescription Inrmiacs Enter the operators Initials here Quick MD User Manual Page 209 of 308 The top 10 reply s to the patient are user definable and this table may be populated in Medical Records in Misc DeFautts in PROPERTIES FOR MORE INFORMATION SEE PAGE 96 The prescription may be printed out ready for signature All of this patients prescriptions will now be tracked by the date that it was entered into Quick MD FORMS Texas Workers CompPensaTioNs Forms Other Forms Printing Menu Texas Worker s Compensation Work Status Report e Texas Worker s Compensation Work Status Report Clicking on this button will fill out the Texas DWC 73 form e Texas Worker s Compensation Medical Evaluation Report Clicking on the button will fill out the Texas DWC 69 form Quick MD User Manual Page 210 of 308 Lookup Patient Fite Getting there Look Up Patient Fite Screen The Patient File can be searched by any of the following fields ID Patient ID Sociat Security Social Security Number Mepicat Recorps Medical Records Patient Name Patient s First and Last Name Date OF Birt Patient s date of birth Enter your cri
337. up The calendar is shown in the upper left hand corner of the form The current date is always circled in red At anytime to quickly return to the current date click on the button that says Today is followed by the current date Quick MD User Manual Page 132 of 308 CREATE AN APPOINTMENT Double click in the time slot where you want to create an appointment Booking For DAYID BROWN On Wed Mar 09 2005 At 08 00AM Acct 500 F Name Aaa L Name SMITH Mamea LAKE CHARLES LA 777777777 PRIMARY PHY DAVID BROWN Reason H Phone 123 456 7890 W Phone __ __ Ext Cell Phone _ _ ___ PreCert a Status SHOWED gt Time Unit ee 2 Note 1 Note 2 RefPhy Booking Operator Date get 03 08 2005 Sup Verified J Super Bill Printed Block This Time Slot Silver waiting List Put On List J OK X CanceliDelete Cut CR Paste Copy Acct Enter the patients account number if you know it or Select lt F1 gt to bring up the Loox Up Patient Fite Screen where you can search for the patient in your database for more information on using the Look up PATIENT Fite screen See page 211 Important If you are scheduling an appointment for a patient who is not in your system then enter through the ID field and simply enter the new patient s name phone number and the reason for the visit This allows you to schedule patients wi
338. up Contract Pay Due Date Amt Due Payment Payment Date Pay Due Date Amt Due FPayment Payment Date i Contract Start Date 01 we o oo 0 00 Jo 13 0 00 0 00 ae ox 0 00 0 00 EE 19 0 00 0 00 a 03 z o oo o oo 15 0 00 0 00 aa oy 0 00 0 00 EN 1s J 0 00 0 00 a 05 z jo oo o oo Js yn 0 00 0 00 ar er o 0 00 0 00 ae 18 0 00 0 00 ey ory 0 00 0 00 wy 19 0 00 0 00 EE pay 0 00 0 00 aw 20 0 00 0 00 ww pay 0 00 0 00 ae ny 0 00 0 00 EE 10 EE jo 00 o oo Eg 2 0 00 0 00 i ny 0 00 0 00 ea 23 0 00 0 00 EE 1 0 00 0 00 a 24 0 00 0 00 ae lo AS K x Cancel Contract Is Active This form will allow you to setup up to 24 expected payments Once this form is set up when the operator enters a payment with a P responsibility code the system will ask the operator if it is a Promise To Pay payment If the answer is yes it will post the payment in the ledger and also into the promise to module Note There are two reports based on the information from the Promise to Pay module One will list past due payments and one will list all Promise to Pay contracts and there statuses Before running Patient statements run Generate Contract Lepcer Entries for more information see page 292 and this will go to all ledgers and apply the appropriate amounts to be billed RECALLS Patient RECALLS This feature allows the user to run a recall report
339. ut Mencare AND Mencap on Receipts Click this box on if you want the provider s Medicare and Medicaid numbers to appear on patient receipts Put Tax ID on Receipts Click this box on if you want the provider s tax ID to appear on patient receipts Auto Check E Maic Click this box on if you want the system to automatically check your email for you Sort Cuarces By Cost on Enter Click this box on if you want charges to automatically be sorted in descending order by cost regardless of which order they were entered Put Onty Balance Forwarb On Patient STATEMENT Click this box on if you only want balance forward to print on the patient statement and not the charges forward and the credits forward Derautt Diacs To Previous Diacs Click this box on if in the Charce Entry Screen for more information see page 211 you want the current charge to automatically use the diagnosis from the previous charge line when entering charges on a claim DerauLt Serv Dates To Previous Click this box on if you want the service date of the line item that you are adding to default to the one entered before it Aways Cueck Accept Assien Click this box on if you want to accept assignment on all insurance claims Quick MD will accept assignment on government claims if that box is checked in Properties Patients Patient Defaults even if this option is not checked Quick MD User Manual Page 94 of 308 Asx lF Want To Print Receipts Click this box on if yo
340. wnloaded to one of the payment posting modules if there is a secondary insurance setup for the patient then the reassignment will be set as S 2 Auto second billing notes on medigap companies If this is checked when the post button is clicked on one of the payment posting modules a secondary billing note will be put on the claim if a The patient s second insurance Company has the box This is a medigap company checked in the master insurance record b The patient s primary insurance company is Medicare c The reassign code for the claim or line item is set at S 05 17 05 for more information see page 103 e An Average reimbursement report was added to the Reports menu 07 12 2005 for more information see page 272 e Promise to pay contract balance was added to the super bill in the multi view scheduler e Effective date of policy was added to the patient s subscriber secondary and third insurance screens These dates if set will appear on all Quick payment posting modules When re assigning claims to S or A from the payment posting modules it is the operator s responsibility to check these dates before re assigning When working inside the patient s ledgers where the operator cannot see the effective date the system will check them for you when you re assign a claim If a date of service on the claim is before the effective date a warning message will appear 07 26 05 e The read ebill report will now automatically recog

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