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1. Figure 6 5 Enter Back pain as the description of this case Change Marital Status to Single All the other information is taken from the patient record 64 NDCMedisoft Open the Account tab See Figure 6 6 T CASE TITLEALLNOOOO All Noit Headaches ms PP iMBetMD poco fe ae x eme ER H Figure 6 6 In the Assigned Provider field enter IMU for I M Urdoc In Referring Provider select Frank N Stein Let s say Mr Gone was referred by your stellar Yellow Pages ad In Referral Source select Yellow Page Ad You ve already received information from Mr Gone s insurance carrier and you know that treatment is authorized through October 2005 Enter that date in the Treatment Authorized Through field In Authorization Number enter 6489211 in Authorized Number of Visits enter 12 and in the JD field enter A Open the Diagnosis tab See Figure 6 7 Chapter 6 Patient Record Setup 65 T CASE TITLEALLNOOOO All Not Headaches dTicere Multimedia me zl EE O Figure 6 7 In Default Diagnosis 1 enter 724 2 and in Default Diagnosis 2 enter 847 2 Mr Gone has informed you that he is allergic to Codeine so enter that in the Allergies and Notes field Open the Condition tab See Figure 6 8 66 NDCMedisoft T CASE TITLEALLNOOOO All Noit Headaches Figure 6 8 The reported injury date was September 20 2000 the ness Indi
2. 0 0e00 111 Product charge sses 37 Production by Insurance report 115 Production by Procedure report 115 Production by Provider repott 115 Production reports Production by Insurance 115 Production by Procedure 115 Production by Provider 115 Production Summary by Procedure REEE 115 Production Summary by Provider E P R ans 115 Production Summary by Procedure RGPOLts iiec tioci ssion 115 Production Summary by Provider DEE 115 Productivity by User report 116 Program Options s es 140 Aging reports eee eeereeeeeeeee 27 Backup opttons 24 Color coding 29 Data entre 25 Default chotees eeeeeeeeees 25 Eligibility recetver 25 HIPAA is oa estates get docu es 28 Program Options Appointment display 142 143 Auto log oft 29 Default choices Auto create tax entry 26 Calculate disallowed amount 27 Define aging columns 27 Enforce accept assignment 25 Force payments to be applied 26 Mark completed claims Done 27 Mark paid charges complete 27 Multiply units times amount 26 Place of Service code 26 Show hmts 25 Show shortcuts eeeeeees 25 Show Windows on setup 25 Starting date 0 eee 27 Use Enter to move between Delles ee 26 Use numeric chart numbers 26 Use Zip Code oo ania 26 Views IR 142 Warn on unapproved codes 29 Prohibited uses 0 cccceceeeeeceeeee ii Drotocol
3. cccccesccesscessceseceecnsecnseeseeesecaeeeseeeseesseeseeneenaes 15 Pr ctice Meester Ed EEA E EE ENEE ER ORERE aii 15 DATAI CONVERSION EE 16 NDCMedisoft MS DOS Users Converting to Widong 16 Windows Converting to Upgraded Windows csccssceseceseeeteenseenseeneeessennees 16 CHAPTER EE 17 BASIC NAVIGATION IN THE MANUAL AND PROGRAM 17 How to Use the Manual 17 POY 7 61 ege EE EE 17 Data Entry EE 18 EE 18 Accelerator Keys Ee et Ae Eer Ee EE tele Seats 18 FUNCTION EE 18 CHAPTER 3 issesccsscsesvosessesdcsntussvssedesvesncessvesestesvecesusavecessucecdssvebedbestecedivavetessestosesseees 19 NDCMEDISOFT AT A ODLANCR neriie iee Er E EEEE eo ra T irie 19 Menu Bato EE 19 leen Pea eR PR EE 19 PE M 3010 Sper ee oe ee en E 20 ACHIVILIES M mtt 2sxmoseegteegeeee EE EEN 20 TeiStS Men AEEA PESA OERS AAEE ree ea a E 20 Reports Mentgen a ashes eed Dae A BA 20 TO0 S Menus sikisseiia tis accretion ao ee oa ees 20 AApeten Mem geess EEN ne ese se hase oes 20 Help Mensa o eea ee Ee ei reene E rO EEEE E EEE EEEE EE EEA EEE ETNE ESE 20 SELVICES MENU AAAS AEE EEREN ee 20 eet gees EEE E E E E O e 20 Arte DE eebe enge seess E EE 21 CHAPTER 4 acicssssscsccvssssiesonsocseseasesssscsssvinccodscbessodestesssdestessstecsssesdosssvustocesbessesestecss 23 GENERAL PRACTICE O U E a S E a 23 Open Practice New Practice 1 ccseccsssecescesnseessecesacecuscceeacecssceesaeeceaceesaeesnseeeses 23 Backup Data Backup Scheduler View Backups R
4. cceeeeseeereeeeeees 161 IR 166 Diagnose 61 Entering information 165 How to set up 165 Information shortcut 165 Medicaid kees tees cessveiscdeceas 61 Miscellaneous sssseenseeeeseeeeesee 61 Mulpmedia eeeeeeseereeeees 62 Newer engusir 60 161 Insurance Camger 161 Old data is oiiaii sisi 162 Place of Service 161 PHOVIGET Ss iien 161 Number 70 162 One Only oriire 165 Open existing file 165 Opening 60 Patient changes carriers 165 Patient on Workers Comp 165 Personal deed Un 60 Policy 1 2 Bennain 61 PUrpoSe 4 0s aie eee Re 164 Select by transaction date 70 Sharing same numbet 165 Switch to Drewvious eee 166 TRICARE unn 61 When to set Up 0 eee eres 164 Why open new seeeeeeeseeeeee 165 Workers Compensation 61 Case Setup nesini asninn 60 Case based cccceseeeceeeeees 70 182 What it means eee eeeeeeees 164 Cash Co payment eee 37 Cash Payment 37 Centers for Medicare and Medicaid SOIVICES ie rute Ze dee Bios 182 Changing claim status 84 Changing statement status 94 Chart number Automat 56 Chart Number 149 182 Check B kina 182 Check co payment eee 37 Check Payment 0 eee eee 37 CHOOSE eege eege hdeetS e geet 182 Claim management eee eee 79 Changing claim status 84 Creatin eier de ote ees 81 B lzen Eerst EE ER List claims that match 83
5. Program Options sl S Serial Port Parity Baud Rate Data Bits End Modem Stop Bits f Help Modem Initialization e Moden Teminat w OK X Cancel EE Figure E 2 The window is divided into three groups If you are using an in house phone system you may need to enter 9 or some other number in the Dialing Prefix field You are always required to enter a 1 for dialing a long distance phone number The Dialing Suffix is used to dial any extra numbers after the telephone number such as an extension In the next group are a series of scroll boxes for defining technical information about your modem The Serial Port field has four selections COM1 COM2 COM3 and COM4 In order to determine which Communications port your modem uses click Find Modem and the Modem Search Test window opens Look up Modem Search Check in the NDCMedisoft Terminal help files The lower third of the window has two fields Modem Initialization is normally left blank If you have problems connecting with your EDI receiver or BBS and your modem manufacturer suggests a Modem Initialization String enter the string here In Modem Termination enter a character string to terminate the phone connection after the transmission has ended if your modem requires this This field is usually left blank Look up Program Options in the NDCMedisoft Terminal Help file Dial Options Go to the Call menu and select Dial to ope
6. cccscesseeeeeseeseeeeeteeeeees 2 Step One Installing the Advantage Database Server 2 M Pre Server Installation Setup 2 M Server Installation Sep 3 E Starting and Stopping the Advantage Database Server Program 4 M Windows NT Installation cecceceesceesceeeceeeceeeeeeeceeecseecaeeeseeeneeeneees 4 E Windows 2000 XP Professional Installaton seese 4 Step Two Installing NDCMedisoft Network Professional 4 E Copying the Client Install to the Shared Drive ccs eeeeeeeeeeeeeees 5 E Installing NDCMedisoft Network Professional Directly on each MWorket tten ege beeeiegt edel tees Eed EES ee eebe 6 E NDCMedisoft Network Professional Custom Installation 6 Step Three Accessing NDCMedisoft Network Professional from the Workstations ee EEN H Troubleshooting ss n are E E EE E EEEE ER 7 NDCMedisoft and NDCMedisoft Advanced Installation nsss amp NDCMedisoft Custom Installatpon 8 STORING THE INSTALLATION M pa 9 INITIAE PROGRAM SETUP svivccsscscsstesvulsesuvsiecestvschsossvssnessceoceseveeatysepevecnsosesors sbeaneshenseests 9 REGISTERING THE PROGRAM 10 Modem Registration autre ERREECHEN eee Ee Be 10 Web REGIST ATION co aert EE EENEG ll Mail or Fax Registratie eoten roires eieiei ieue eos 13 SETTING UP THE PRACTICE ccsessccccccecsesssaececececsessaaeceeccecsesssaececeeecsessaeeeeececeenens 14 Billing Servite Snina ae EE ee EEN pee bens dooney 15 Setting Up Multiple Practices
7. Any status type C Pending m Billing Method From 7 M Billing Method To Paper Paper Electronic Electronic For Carrier Primary Tertiary C Secondary CG All Figure 8 5 Choose the Batch radio button and enter the batch number from the Batch J column in the Claim Management window Then choose the appropriate radio buttons in the Status From and Status To sections All claims with that batch number have the status changed when you click OK Selecting Multiple Claims When only one or a few claims within the same batch or claims from multiple batches need a status change hold down the key and click each claim that needs the status changed Note that the selected claims do not need to have the same claim status to begin with but they are all changed to the same status Click Edit In the Change Claim Status Billing Method window choose the Selected Claim s radio button then choose the appropriate radio buttons in the Status From and Status To sections If you have chosen claims with varying statuses choose Amy status type in the Status From section When finished click OK Look up Change Claim Status Billing Method and Marking Claims Chapter 8 Claim Management 85 Sending Claims to a File The HCFA11 program takes data and puts it in an MS DOS text file in CMS or HCFA format The program prints only the Group ID Number in Box 11 VS Only the standard CMS or HCFA form can be used with this f
8. 152 Help menu 20 Highlight A 184 mt e ere tute 184 HIPAA Compliance ues 28 HMO head 104 Hotspot uereg ege See 184 I ee EE 20 184 TD MUMbe Senan 40 Images feld 127 Indicator codes cscceseeeseeeteeeee 61 Inside lab charge cesses 37 Inside lab charge codes 37 Installation NDCMedisoft Advanced 8 Storing installation CD 9 Installation CD tom geed 9 Insurance Aging report 114 Insurance Aging Summaries 114 Insurance Analysis ecee 112 Insurance carrier records 40 Insurance carriers SET EE 40 RK E EE 186 Insurance Collection report 115 Insurance payment code 37 Insurance Payment Comparison 112 Internet NDCHealth web page 152 Tips and shortcuts 0 0 0 eee 152 K Keyboard specifications 18 Keys Alt aere nee 18 133 157 181 LS EE 18 85 95 181 Ctrl E 173 Delete teases ceed 18 139 Enter 3 8 18 26 75 76 149 SIE 18 149 PL erpen Ginnes 74 SE EE 18 123 ES EE 70 IS EE 18 FRE e giereg otseesesk 18 73 F8 18 36 38 39 41 43 44 55 56 58 60 70 163 F9 18 38 39 60 74 82 87 97 SHIRES asie 18 122 181 Tab E 18 149 AcCelerator ccccccccccesesesesereeees 181 L RE KEE 139 Ctrl 6 Pk E 139 Function s ss sseeees0ee000 18 181 184 E8 EE 135 137 L License agreement eee i Disclaimer 0 cccccccesesessccseesseesees i Limit
9. Entering a Charge in Transaction Entry Once you have selected patient chart and case number in the Transaction Entry window click New or click in any column of the Charges section See Figure 7 3 T Transaction Entry kb d ssen si 0111280000 1346 9 Figure 7 3 The current date is automatically entered If you are entering transactions from earlier dates insert the correct date of the entries with which you are working If you have a Chapter 7 Transaction Entry N number of transactions from a different date you can change the program date by clicking the date in the lower right corner of the program window and selecting a new date Be sure to change the date back to the current date when finished Enter information in the Procedure column and any other information that is necessary to complete this charge transaction The transaction is automatically saved by the program To create a second charge transaction click the down arrow key or click New Entering a Payment or Adjustment in Transaction Entry After selecting patient chart and case numbers in the Transaction Entry window you can enter a payment by clicking New in the Payments Adjustments and Comments section of the window The current date is inserted in the Date field Select the Pay Adj Code then enter Who Paid a Description and the Amount If the payment is being made by check the check number can be entered in the Description fi
10. File Maintenance m m i a gd m m m o o o o n m a o o a a Figure 4 7 Pack Data Select the Pack Data tab to choose the data files from which you want to remove deleted data Here again you can choose one particular set of files or click AX Files to include them all 32 NDCMedisoft Purge Data The decision to purge data files should be done only after careful consideration Data removed cannot be reinstated unless you have a previous backup disk containing the information You have a choice of purging appointment fields closed cases and claims data files In any case select the cutoff date to which you want to clear data All data in the selected file before and including the date specified is deleted Recalculate Balances You can recalculate ail patient balances in File Maintenance by clicking the Recalculate Balances check box then Start Recalculation of a single patient s account balance can be done in the Transaction Entry window by clicking on the Account Total amount Open the File Maintenance portion of the program and press EI Chapter 4 General Practice Setup 33 34 NDCMedisoft Chapter 5 Setting Up the Practice Here is a recommended sequence for setup that helps you get off to a great start Procedure codes and MultiLinks Diagnosis codes Provider records Insurance carrier records and their ID numbers Address information EDI receiver records Referring provider rec
11. Resource Exam Room 1 EN Cale g _ amp Ceci Cancel Description gi Help Figure 14 9 Leave the Code field blank In the Description field enter Treadmill Click Save Click Close 144 NDCMedisoft Entering Appointments I B Gone remember him calls and needs to see Dr Urdoc today Amazingly enough Dr Urdoc actually has an opening at 11 30 am In all views except Monthly Advanced and above and Multi View Advanced and above select Dr Urdoc in the provider box to the right of the Exit speed button in the toolbar In any Multi View be sure to locate Dr Urdoc s appointment column You see that the 11 30 time slot is open for Dr Urdoc so double click it to open the New Appointment Entry window See Figure 14 10 Chatt ze A Save Name x Phone Resource X lel IE f Status Gel Hel e Unconfirmed Reason e le C Confirmed Lenath 15 minutes eeh Missed Color ICT Silver e C Cancelled 7 C Being Seen Date 12 6 2002 D Time Ja am EE C Checked Out Provider iM gt 2 Mallard J D Need Referral Repeat No Repeat Change Figure 14 10 In the Chart field enter GON to locate I B Gone s chart number Press Enter In Resource enter T to help locate the treadmill resource Highlight the correct resource and press Enter In the Nore field enter the following information Emergency physical for work The Case defaults to Mr Gone s mos
12. The Diagnosis new window displays fields for the code number and description You also have the option of entering Alternate Code Sets These can be used later for entering codes for different carriers but for the same diagnosis Look up Diagnosis Entry 38 NDCMedisofi Provider Records The Provider List is accessed by going to the Lists menu and selecting Providers or by clicking the Provider List speed button Specific provider information is accessed by clicking Edit or pressing F9 and the Provider new setup window is accessed by clicking New or pressing F8 See Figure 5 3 Sr Provider new Bisi E Address Default Pins DefaultGroup IDs PINs If the Code is left blank the program will assign one Last Name Middle Initia First Name KH Cedentisls Street FH City State Zp Cod E Mail L Office Fax z Home Ts Cell iY I Signature On File Signature Date v I Medicare Participating License Number Specialty General Practice e foot Code T Inactive Set Default Figure 5 3 Address Tab Provider Code numbers are assigned to more than the doctors Every member of the staff should be set up as a provider and receive a provider Code number Provider and staff member Code numbers are utilized in Transaction Entry to identify the author when a Patient note is generated The only provider Code number that is printed on a claim form or
13. 47 48 49 50 51 52 55 71 72 76 135 Next uneis EE INO EE ele EE is ele EE 70 OK 3 7 8 9 45 76 85 89 95 98 158 171 172 Options iee neite 170 Payment Deal 74 Print Receipt eeeeeeeee 72 Print Send 83 88 93 97 Remove Detauft 57 Save Payments Adjustments 103 Save 14 48 49 50 51 52 53 64 123 134 135 Set Default 0 0 ececeeeeeeee 57 Start Data Conversion 158 Start enn 33 73 89 98 kee cc ated ee ed d ee sde 3 4 Maximize 0 ce ceeeeeeceeeeee 19 185 Minimize 0 eee 19 185 Navigatpon 74 Kat eegene 185 Spedisci siisii 185 Add New Data Field 59 62 Address List 42 51 Claim Management 80 Diagnosis Code List 48 Diagnosis List 38 Enter Deposit Payment 101 Insurance Carrier List 40 50 Patient List 63 64 Procedure Code List 46 Provider csini 49 Provider List 39 Quick Balance 74 Quick Ledger eee 73 Referring Provider List 52 Statement Management 91 Transaction Entry 70 75 C Calculated feld 125 Cancel EE 183 CapitatlOn EE 182 Capitated plan 61 Pavment ienne en 104 O I E E AEE EEEE 182 e en a i 6l Billing Service 0 eee 166 Capitated plan 61 Case based What it means eee 164 Condition s seesesseeseeseserseeseesee see 6l Co Pay Amount s seseeeeseeseeeeeee 61 Crossover Plan 6l Definition
14. Web pager isc insan 152 NDCHealth s geht ii NDCMedisoft Copvptghts ESA i NDCMedisoft Advanced installation8 NDCMedisoft MS DOS converting to Windows oseese 16 NDCMedisoft Report Designer 119 Calculated field properties 125 Data field properties 123 Data fields and expressions 128 Format ed 120 Images field properties 127 Report properties s ssseses0 121 Shape field properties 126 Standard field properties 121 System Data field properties 125 Text field properties 122 Toolbar Sattnteaes 120 NDCMedisoft Terminal 117 ADS WLS Aeren 168 ANSWETINE ooien 175 LEE 117 171 Dial options n e e 169 Dialing a BBS ote 171 Program Options eee 168 Drotocols cece eeeeeeeeeeeees 172 Receive file 00 0 0 168 173 Receiving reports 00 eee 167 196 NDCMedisoft Sending Des 171 Speed buttons eee 168 Transfer protocols e 172 Network Errors Initialization failure 154 Invalid directory alias 154 Network installation Copying to shared drive 5 Networkung renet ras 1 New Practice sonniers sisir issia 15 Numbers Punctuation 57 O Office Hours Accelerator keys Alt Tab eee 133 Keys At E 133 REI 133 Main window seses 133 Open Item Accounting 116 159 Operations MENU sesser 185 Outside lab charge 37 P
15. Facility iernare 113 INSUPANCE nien 112 Insurance Payment Comparison SE ee SE 112 IST EE 112 Referral Source 0 0 eee 113 Referring Provider 112 Unapplied Deposit 113 Unapplied Payment Adjustment SEBES SSC 113 Appointment List 144 Appointment Btatus 0 0 0 144 AE eegener eegen 116 Data Audit eee 116 Productivity by User 116 Billing Payment Status 112 Collection Insurance 115 Patient 115 Custom List 117 Daily Activity report 115 Data Audit 116 Purging eere 116 Day Sheets 0 eee eeeeeeeee 111 Baute egener 113 Guarantor Quick Balance List 116 Insurance Aeng 114 Insurance Aging Summaries 114 Insurance Analysis 0 000000 112 Insurance Collection 115 Insurance Payment Comparison 12 Load saved oo eee eee eeseeeeeeeee 117 Monthly Activity report 115 Patient Aging 00 cece 114 Transaction age 114 Patient Collecpon eee 115 Patient Day Sheets 0 0 0 111 Patient Ledger eee 116 Account status 116 Procedure vossos nieis 116 Patient Remainder Aging 114 Patient Remainder Aging Detail Desen 114 Payment Day Sheets 112 Practice analysis 112 Practice Analysis Summarizes activity 112 Procedure Day Sheets 111 Production by Insurance 115 by Brocedure 115 by Drowvider cesses 115 Summary by Procedure 115 Summary by Provider 1
16. Policy 2 3 Patient Guarantor Other Information Signature on File Insurance Carrier Options Patient Signature on File Patient Guarantor Other Information Signature on File Insurance Carrier Options Insured Signature on File Case Condition njury Illness LMP Date Case Condition Date Similar Symptoms Case Condition Dates Unable to Work Case Account Referring Provider Referring Provider Default PINs UPIN Case Condition Dates Hospitalization Box Claim Form Box Name 19 Local Use B 20 Outside Lab 21 Diagnosis codes 22 Medicaid Resubmission 23 Prior Authorization 24A Dates of Service 24B Place of Service 24C Time of Service 24D Procedure codes Modifiers 24E Diagnosis codes 24F Charges 24G Days or Units 24H ESPDT 241 EMG 24J COB 24K Local Use 25 Federal Tax ID 26 Patient s Account No 27 Accept Assignment 28 Total Charge 29 Amount Paid 30 Balance Due 31 Physician s Signature 32 Facility Address 33 Physician Billing Name PIN and or GRP Data Source Case Case Case Case Case Transaction Transaction Transaction Transaction Transaction Transaction Transaction Case Case Not used Provider Practice Patient Case Transaction Transaction Transaction Provider Practice Provider Provider Appendix F Window Field Name Case Miscellaneous Local Use B Case Miscellaneous Outside Lab Work Case Diagnosis Default Diagnosis 1
17. When instructions say an entry can be alphanumeric it can be letters numbers or a combination of both In most cases a chart number is alphanumeric a combination of letters and numbers When instructed to enter a date or phone number use no punctuation The program supplies the punctuation automatically For dates use the format of either MMDDYY or MMDDCCYY for Medicare claims only Appendix A Where to Find Help 149 Title Designations For identification purposes all menu selection options mentioned in the manual are in bold print File menu Program Options titles of actual windows are in bold and italicized print Patient List and field names within a window are in italicized type Description Support Options Technical help for learning and working with NDCMedisoft is available in the following options 1 key or Help buttons access online information while within the program 2 accessing the NDCHealth web site 3 training options 4 local Value Added Resellers and 5 NDCHealth telephone technical support NDCHealth support is unable to provide training on the telephone Using Online Help No matter where you are in your NDCMedisoft program help is close at hand If you don t understand what is wanted or how data should be entered press F click Help if available or click the Help speed button and data files are opened Specific information and examples of how data should be entered is displaye
18. care plan Information returned includes but is not necessarily limited to the status of the patient s deductible and maximum benefits the applicable co payment and coinsurance amounts and information on the patient s status in specific plan programs e g spin down EPSDT dates PCP etc You must register to process verification requests and there is a fee assessed each time you request an eligibility verification Contact your local Value Added Reseller or NDCHealth directly at 800 333 4747 Look up Eligibility List and Eligibility Verification NDC Electronic Claims Processing NDCMedisoft offers the ability to file electronically Electronic submission through NDC Electronic Claims Processing is a separate procedure and requires enrollment To get started with electronic claim submission contact your local Value Added Reseller or call NDCHealth directly at 800 689 4550 and request the enrollment package Optional direct claims software is available to send claims directly to selected carriers throughout the country Most of these are set up on a state or regional basis and handle Medicare Medicaid Blue Cross Blue Shield and often commercial claims There is a cost for each of these programs but in most cases there is no charge for claims filed Information on other available EDI modules can be obtained by calling your local Value Added Reseller or NDCHealth directly at 800 689 4550 Chapter 11 Electronic Service
19. that provider or not Case A grouping of claims usually with at least one thing in common i e the same carrier the same diagnosis etc Case based A method of accounting that helps keep track of transactions of a common nature transactions tied to a case Chart number An eight character control number to a patient s information Check box A square box with associated text that represents a choice When a user selects a choice a check mark appears in the box to indicate that the choice is in effect Choose To execute and complete a command Some commands are executed when you select the menu command others execute when you choose OK in a window or dialog box Clearinghouse A company set up to process NDCMedisoft insurance claims transmitted electronically distributing those claims to various carriers Click To place the mouse pointer at the desired location and then quickly press and release the left mouse button once Close button The button in the top right hand corner of an active window which when clicked ends an activity and removes that window from the display Closing a program window clears the immediate screen in which you are working See also Exit Close The button in many windows that closes the active window but not the program CMS Centers for Medicare and Medicaid Services formerly known as the Health Care Financing Administration HCFA Combo Box cont
20. the font list in the Font window a sample of how a highlighted type face looks is shown in the sample box Background Color You can change the background color for each field These colors are printed with the report if you have a color printer Handles When a field is selected it displays black handles The handles allow the field to be resized shaped and moved by dragging the handles with the mouse Multiple Fields If you hold down the key and click on any field speed button you can drop multiple fields by placing your pointer on the format grid and clicking Use the arrow key on the toolbar to release the multiple lock or click on another speed button You can also use the key to select multiple fields to size or align all at once Other You have the choice to show the ruler snap to the grid or designate the grid size Snap to the grid means the field adheres to the grid lines and does not float when you click it Look up Format Design Reports Text Field Properties A Text field is used to enter static text or text that you want to print the same way every time such as the word Signature next to a blank line A Text field does not retrieve stored information from program database files It prints on the form in the position you specify and what you type is what prints This is contrasted with the Data field which pulls data from your program data files See Figure 13 3 Text IS i i Alignment Size Left
21. you can further limit the statements created by entering information in the Select transactions that match Include statements if the remainder total is greater than and Statement Type areas of the window Look up Create Statements Editing Statements Highlight a specific statement and click Edit or press to edit a statement You can modify general statement information the transactions that appear on the statement and any comments attached to the statement When you make changes in the Statement edit window you modify only that statement and do not affect the defaults for other statements See Figure 9 3 92 NDCMedisoft Statement 9 Bisi E Statement 9 Statement Created 10 8 2003 Guarantor GONIOOO0 I B Gone General Transactions Comment Status gt Billing Method Hold Paper Ready to send Electronic d SCH eee Type Standard Initial Billing Date Oboe Batch 0 Submission Count 0 Billing Date x Figure 9 3 The detail also indicates submission method assigned to the statement paper or electronic as well as the statement status Statement status options include Hold Ready to send Sent Failed or Done You can also see the statement type initial billing date batch number submission count and most current billing date Any time a statement is sent the program assigns the statement a batch number That number shows in the Batch field T
22. 0 00 0 00 0 00 0 00 0 00 JM Alert When Claims Are Done Options There are 2 charge entries M Bill Remaining Insurances Now A Save Payments Adjustments d n Close I Print Statement Now Figure 10 5 Locate the 65 charge click the Payment column of that record and enter 30 In the box below part of the 10 charge record enter 5 Click Save Payments Adjustments then Close A message is displayed letting you know that both claims will be marked Done for the primary carrier This is based on a selection made in Program Options To review what you just did click Details in the Deposit List window See Figure 10 6 106 NDCMedisoft Deposit Date 9 11 2003 Deposit Amount 35 00 Dicono Gone 1B GONIOOOD Gone 1 B Figure 10 6 The Deposit Detail window shows which transactions were affected and what was applied This window is only for reviewing the details of a deposit You cannot edit any transaction in this window Click Close after reviewing the details Click Close again to close the Deposit List window If you return to the Transaction Entry window a new entry has been created in the Payments Adjustments And Comments section this insurance carrier payment di Chapter 10 Deposit Payment Application 107 108 NDCMedisoft Chapter 11 Electronic Services Eligibility An eligibility inquiry can be made concerning a patient s enrollment status in a health
23. 120 et EE 120 SNE EE ees 120 Standard field properties Algenment 121 Background color 122 F nt erensia gege ger 122 Handles iis erini sinz 122 Matching alignment and size 121 Multiple fields 0 122 DEE erennere Seite 122 POSItION enira 121 Ee ethan EE 121 Transparent background 121 leg Seneca duce 119 Insurance form 00 119 Labels eantaire ea 119 E EE 119 E 119 Statement eege dea 119 Walkout Receipt 119 Toolbar E E 120 BIN gege 120 Find Again oo eee 120 Sr CHE 120 New 120 OCD E 120 Preview ccceeescsceceseesesseeeees 120 Prnt 120 eege 120 Report printing Insurance claims Claim not centered 83 Patient Remainder Statements 118 Report styles Insurance form s es 119 Eabet eier Geert ee 119 Ledgers genee ege 119 Lists ic aie ea alee an 119 Statement 119 Walkout Receipt eee 119 Reports nieste ai e 111 143 Activity Daily Activity eee 115 Monthly Activity 115 Summary by Insurance 115 Summary by Procedure 115 Summary by Provider 115 Activity Summary by Insurance Geet EE 115 Activity Summary by Procedure Warde a inionbeaa bidet 115 Activity Summary by Provider 115 Add Copy User Reports 117 Aging Insurance 114 Insurance Summaries 114 Patent nai anamensis 114 Patient Remainder 114 Patient Remainder Detail 114 Analysis Billing Payment Status 112
24. Country fuss Mal Home a Work E a Cell Fax Der Birth Date x Sex Female D Birth Weight fo Units l v Social Security Number M Appointments Set Default Figure 6 4 The Patient Guarantor new window opens on the Name Address tab Chart Number is the first field Skip this field and let the program create a unique chart number Create a record with the following information Name I B Gone address 246 Outtahere Street Pasturize IA 55555 e mail address ibgone wahoo com home Chapter 6 Patient Record Setup 63 phone number 513 224 4668 remember to not enter parentheses or hyphens in phone numbers work number 123 456 7890 cell phone 513 224 1111 fax number 513 531 9766 birth date 1 12 1975 sex Male Social Security Number 012 34 5678 Open the Other Information tab In the Type field select Patient Assign I M Urdoc as the provider click Signature on File and enter the signature date of September 15 1998 In the Employer field select Pizza Hut Mr Gone s status is Full time When finished click Save Click Close Opening a New Case Open the Patient Guarantor List window by clicking the Patient List speed button Highlight I B Gone in the left section of the window Then choose the Case radio button at the top right of the window Click New Case See Figure 6 5 5 7 CASE TITLEALLNOOO0 All Noit Headaches STEFROOO le
25. Designer function see Chapter 12 page 119 you have tools with which to define the fields place Text or Data fields in the window in whatever order you desire and create shapes to frame divide or accent the fields or sections within the window There is an Add New Data Field speed button that lets you specify the type of data the fields contain Alphanumeric Date or True False and establish the field names Click a field type speed button then click in the window to place the field Each field when created can be adjusted as to size alignment and position Multiple custom case tabs can be designed in a database and you can access them by clicking on the appropriate tab in the patient Case window Look up Custom Case Designer and Format Design Reports 62 NDCMedisoft Tutorial Practice To review the procedures outlined in this chapter you can perform the following steps using the tutorial database provided with this program Entering Patient and Case Records Setting Up a New Patient Record Click the Patient List speed button to open the Patient List window Click New Patient See Figure 6 4 ZS Patient 7 Guarantor new Bisi x Name Address Other Information A Save If the Chart Number is left blank Chart Number the program will assign one Cancel Inactive Copy Address Last Name e FistNams Middelnitiai Street DOO O El City State E Zip Code E
26. Eeer 55 Patient LAST ee eege EE EE 55 DOL IPs ssa caste ses EEE oseatcasatoaus deve pate dh soy sdbeveusey sueseray os resect sureetpes mee ed 55 Setting Up the Chart Number 56 New Patient Setup Widong 56 Custom Patient Designer Advanced and above 58 KEE 60 Custom Case Designer Network Professional Only 62 Ra e E LEE 63 Entering Patient and Case Records sccccssccssesscsseeseeseesceseceesecuseeeenseeeeesecaseneeas 63 Setting Up a New Patient Record 63 Openitig a New Cases orere esl peste ae deg dee EE eebe ere 64 CHAPTER E 69 TRANSACTION ENTRY deg 69 Start with Chart Number pivc ccvccsswcsscesscotsnssiesiseesecuevssaeascsssevesusobesevsaseiaseonensee 70 Entering a Charge in Transaction Ent 71 Entering a Payment or Adjustment in Transaction EN try seese 72 Apply Payments or Adjustments to Charges cscsccssesccsseesestecssesceseeaeeseeneeeeenaes 72 Patient Treatment Plans Network Professional oni 73 Print Receipts Create Cloime enie e ania EEEE REESS 73 Billing Charges Advanced and oaboue 73 Quick Ledger Advanced and oboue 73 Quick Balance Advanced and above iiccccccssscesseccceesseceeseseesessneeecussaeeesnesseeneaes 74 TUTORIAL PRACTICE a ea A E E E E EEEE E EAEE E EESE 75 Transaction EENG rie no eia aeei a e ia aSr inadkar 75 Transaction Documentation 77 CHAPTER 8B sscssssssrssssrsesesssrsesessensessesensnsescesensessesenssseeesessenssseseesessesessessesessens 79 CLAIM MANAGEMENT eiei
27. Hours Professional 142 BB KE 142 E Week Miew ue EES 142 BM Month VieWi i 2 8 Accaieie iii iy ae Ai ee a e aes 142 BR Multi View Multiple Provider Resource View sceescceseeeeeeeeee 143 Appointment Display Office Hours Professional 143 TEE 143 Reports m Office TOUTS earnais o EAEE EASO R aS 143 Appointment List csc eceania rrini ere ir orn io i erie rk 144 Appointment Status Advanced and above ceeseseescseeeeceseeeeeseeeeeeeens 144 Printing Superbills ienee ceinen arsi i area ii aea aRar i 144 TUTORIAL PRACTICE aea E E i TET N TENET 144 EE 144 Entering Appointments issii triseseisisiesi nsei rior iaEee iiti aiak oik epia 145 Repeating APPOintMents ccccccecccesccesscesecesecesecssecaecsecssecasecseeeseeeseeseeeeeeesees 146 KE 146 EE 146 Creating Templates Office Hours Professional 146 Creating Multi Views Office Hours Professional 147 Using the Wait List Office Hours Professional 147 APPENDIX A csscsssssrserssssrsessessrsessesersersessesersessessnsesscssssessessssessesensessesensessesenees 149 WHERE TO FIND HELP WITH NDCMptsott Aen 149 Fhe Man l scsi daiasacctbasivages gue dE ee cade sina ddnoaa ts S Rsi 149 Documentation Conventions ccsesecssssceseeeceseeeeesecseesecneeseceaseeceaeeaseaeeas 149 E Buttons and Keys ci c ccsssssssesesesssspessissssessessonssoseseesbensespestbasbestosseens 149 M Entering Information eee ecsseceeesecseeecneceecaeeeeeaeeateseeneeees 149 M Title De
28. Numbers go to Program Options open the Data Entry tab and click Auto format Soc Sec in the Patient area Then enter Social Security Numbers without hyphens Chapter 6 Patient Record Setup 517 The Other Information tab contains fields for additional information relevant to the patient record such as the assigned provider identification codes and emergency contact numbers If you have chosen to use patient flagging Advanced and above the Flag field lets you choose which flag to associate with the patient record including None if you want to disable the feature after assigning a flag Look up Patient Flagging Advanced and above If the patient s employer record has been set up in the Address file this data is available in the Other Information tab Clicking the arrow or magnifying glass icon to the right of the Employer field displays a list of those employer records already stored in the program Ifthe employer record you need is not available press F8 for the new employer setup Look up Patient Guarantor Entry and Patient List Custom Patient Designer Advanced and above A practice may need information that is not already gathered in the accounting package NDCMedisoft lets you design a custom tab in the Patient Guarantor window for gathering this data It could be eye color hair color emergency contact information and so on Go to the Tools menu and select Design Custom Patient Data If your insurance carrier requ
29. Printing claims s es 83 Reprinting claims 0 0 0 0 eee 83 Claim Management 163 Batch number uu eee 82 Creating Ran SeS 2 rcessesesseiiieesissssaeesctsts 81 EDI receiveri snini aniti 82 Manager s ob 79 Marking claims Multiple claims in same batch 85 Clearinghouse eeeeeeeeeeeeeee 182 Chek tia E T 182 CMS eisai ais eee eileen ds 182 CMS 1500 form 43 Data Sources 0 ee eee eee 177 COdES ie Retest Qa lh ohes 21 Adjustment s 37 Altern te ees 38 EU 44 Billing charge 37 Cash co p9vment ee 37 Cash pavment eee eee 37 Check co pavment 37 Check pavment eee 37 Comment 37 Credit card co payment 37 Credit card payment eeses10ee 37 Deductible cece eeeeeeeeeeeee 37 Diagnose 38 SOUP ite assesses aude 38 Format egene geet 184 Inside lab charge ee eee 37 Insurance payment 37 Mulot nk 38 Outside lab charge 37 Procedure ccsecseceeeeeeees 35 112 Procedure charge 37 Product charge 37 E 37 192 NDCMedisoft Withhold adjustments 37 Collection reports Insurance 115 Papent 115 Color coding Patients cccceecescccceesesseesseseees 30 Transactions 00 cccceseessesseeeeee 29 Combobox Control 182 Comment COdES cceeeeeeeeeeerees 37 Conditional expression 128 182 Contact list records cccccceceeeeee 44 Control 183 Check box 182 ComboboX cceeeeeeeeeseseeeereeees 182 elek
30. See Figure 10 2 Apply Payment Adjustments to Charges 3 ENEE Figure 10 2 102 NDCMedisoft In this window select the patient chart number and apply the portion of the payment to the applicable charge s When finished click Save Payments Adjustments to create the transactions If you check Print Statement Now and click Save Payments Adjustments you print statements from Statement Management E Then if you need to apply payments from the same deposit to another patient record select the next patient chart number and continue making payment applications This window is also tied to the Payment Application tab of Program Options Unless deactivated all payment applications are automatically checked as paid in full by the payer allowed amounts are calculated on all charges and any charges over the calculated allowed amounts are automatically entered in the Adjustment field Be sure to click Save Payments Adjustments before closing this window or transactions cannot be created E The payment application feature is designed specifically to closely match the format of an EOB When you receive an EOB with a payment from an insurance carrier open the Deposit List window create the total amount deposit and then apply the payment to the cases as specified in the EOB EOB Payments Part of the payment structure to a healthcare office from an insurance carrier involves a check and an Explanation of Benef
31. Software and documentation are licensed to Purchaser on an AS IS basis Liability of NDCHealth will be strictly limited to the purchase price of the Software in any case IN NO EVENT SHALL NDCHEALTH BE LIABLE FOR ANY DIRECT INCIDENTAL OR CONSEQUENTIAL DAMAGES INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS LOSS OF BENEFITS OR LOSS OF DATA RESULTING FROM THE USE OF THIS SOFTWARE OR ARISING OUT OF ANY CLAIMED OR ACTUAL BREACH OF WARRANTY Some states do not allow the exclusion or limitation of direct incidental or consequential damages If Purchaser resides in such a state the above limitation may not apply to Purchaser NO OTHER REPRESENTATIONS OR WARRANTIES CONCERNING THE SOFTWARE OR DOCUMENTATION MAY BE GIVEN EXCEPT THOSE CONTAINED HEREIN Termination of License NDCHealth may terminate this License Agreement upon a breach by Purchaser of any term hereof Upon such termination by NDCHealth Purchaser agrees to immediately return to NDCHealth or destroy all copies of the Software in Purchaser s possession Miscellaneous The failure of NDCHealth to enforce any rights granted hereunder or to take any action against Purchaser in the event of a breach hereunder shall not be deemed a waiver by NDCHealth as to subsequent enforcement of rights or subsequent actions in the event of future breaches Neither this License Agreement nor any interest in this License Agreement is assignable by Purchaser This License Agreement represents the entir
32. added feature allows the sender to provide the receiver with the name size time stamp with the incoming file YModem G has a streaming feature and operates in a similar manner to XModem 1K But like YModem itself YModem G offers the advantages of batch transfers and file information This protocol shouldn t be used unless you are using an error correcting modem with error control turned on E Kermit allows file transfers in environments that other protocols can t handle Examples of different environments would include those that transfer only seven data bits links that can t handle control characters computer systems that can t handle large blocks of data ASCII is a convenient way of transmitting a text file Because ASCII follows no real protocol it is difficult for the receiver to know when an ASCII transfer has completed The ASCH protocol terminates on any of three conditions when it receives or saves the file a DI character when it times out waiting for more data or when the user aborts BPlus protocol is a proprietary protocol designed and used exclusively by CompuServe Look up Send A File and or File Transfer Protocol in the NDCMedisoft Terminal Help file Receive File To receive files while logged on to the BBS go to the Transfer menu and select Receive File See Figure E 7 Appendix E NDCMedisoft Terminal 113 Recieve file Figure E 7 As with sending a file enter the loca
33. as necessary Windows 2000 XP Professional Installation l Nn oA o N In the Task bar click Start select Settings and then select Control Panel Select Administrative Tools Double click Services Right click Advantage Database Server Select Start or Stop as necessary Step Two Installing NDCMedisoft Network Professional There are two methods available for installing NDCMedisoft Network Professional d NDCMedisoft e Copy the program installation file into the shared drive then you can install the program from each workstation by accessing the shared drive and not need to use the CD for the program install e Move the CD to each workstation or each CD ROM needed to install the program on each workstation e Copying the Client Install to the Shared Drive In the splash screen select Copy NDCMedisoft Client If this option is not available select Networking and Tools then select Copy NDCMedisoft Client In the Welcome screen enter the first four digits of your Serial Number Then click Next In the Choose Destination Location screen select the shared directory for the program files on the network We recommend that you use the default path Click Browse to locate the directory you want Click Next when finished with this step Click Next in the Start Installation screen When the installation is completed click Finish Select Exit in the splash screen The INSTALL E
34. be printed showing the age of each unpaid transaction for patients Default aging criteria is based upon the number of days between the creation of the transaction or claim and the date of the report you are generating The columns break down the amounts due that are 30 60 and 90 days old Aging is from actual date of the transaction so it reflects the true age of the account The aging criteria and columns can be altered in Program Options This report includes all unapplied amounts in the totals The Date filter has been removed as it would return invalid values This is the same report that was available in NDCMedisoft V8 Look up Patient Aging Patient Remainder Aging Network Professional only This report has the same format as the Patient Aging but there is a key difference in how it works A charge does not show up on Patient Remainder Aging until all insurance responsibility has been marked complete Look up Patient Remainder Aging Report Patient Remainder Aging Detail Network Professional only This report has the same criteria as Patient Remainder Aging Detail however it also lists each insurance company on the patient s account and the date the insurance payment was marked complete Look up Patient Remainder Aging Detail Patient Aging Applied Payment This report differs from the Patient Aging Report in that it contains only applied amounts in the totals and it has a Date filter In earlier Version 9 releases this
35. below 6 You are ready to install Click Next 7 Once installation is complete click Finish 8 Select Exit in the splash screen Repeat the instructions in steps 1 through 8 directly above for installing NDCMedisoft on each client workstation NDCMedisoft Network Professional Custom Installation E l We recommend that this type of install is only attempted by someone who has extensive computer installation experience After following steps 1 through 4 immediately above select Custom Install in the Select Installation Type screen Click Next In the Select Components screen you can indicate which components to install by marking those to be loaded To select a component click the check box next to the item you want to install A U is displayed next to that component After you have made your selections click Next In the Select Destination Directory screen you need to specify the drive and directory on which you want the program installed We recommend that you use the default path Click Next You are prompted to back up your existing files We highly recommend that you perform this backup function now By default Yes is selected If you choose not to perform a backup skip to step 6 In the Select Backup Directory screen indicate the directory in which you want the backup files to be stored Click Next 6 NDCMedisoft 6 You are ready to install Click Next 7 Once installati
36. claims that match a certain criteria that she has determined The List Only Claims That Match window is a show me window that lets the Claim Manager review all that is in the program The claims that come before her can be given a final check for accuracy and completeness She can select specific or all carriers to review She can group all electronic media claims Besides these three focus areas the Claim Manager also has responsibility to mark claims that are paid and those that are rejected Marking paid claims The date of submission in the Claim Management window indicates when the claims were shipped or transmitted Claims are marked under the designation of Sent and the date is automatically inserted The claims stay in Claim Management marked as Sent until they are manually changed in the Claim edit window as having been received and dispatched by the carrier When a payment is received use the EOB to enter all payments through transaction entry If selected in Program Options Payment Application tab Mark Completed Claims Done field the status for paid claims is automatically changed to Done Handling rejected claims When a paper claim is rejected for payment by the insurance carrier change the payment status in the Claim Management window from Sent to Rejected Now put yourself in the picture Picture yourself as the Claim Manager The tools by which you get the job done are found in Claim Manage
37. five character code yourself Enter the provider s name and pertinent information PIN and ID numbers assigned by governmental carriers and other commercial carriers are recorded in the Default Pins tab of the Provider new setup window as well as the Group Number and UPIN when needed Look up Provider Entry Setting up Patient Records This can be done in either NDCMedisoft or Office Hours Click the Patient List speed button and click New Patient or press to display the Patient Guarantor new window You can create a chart number yourself eight alphanumeric characters or let the program create one Enter information in as many of the fields as necessary in both tabs When finished click Save Repeat this process for each patient who visits your practice Look up Patient Entry Setting up Case Records This can be done in either NDCMedisoft or Office Hours Click the Patient List speed button and then choose the Case radio button in the top right corner of the window Then click New Case or press to display the Case Patient Name new window 134 NDCMedisoft Enter information in as many of the fields as necessary When finished click Save Repeat this process for each case you want to enter In the Case window you cannot press F8 or F9 to access records available VS from lookup fields such as Facility or Attorney The ES and F9 keys are only available in the Case window from within NDCMedisoft itself
38. for that US treatment without creating an entirely new case Just select different diagnosis codes in Transaction Entry when creating the transaction Existing case numbers are found in the Patient List window through which you set up new cases Case numbers set by the program are sequential and not one of the numbers is repeated within the program in a single data set An existing case can be edited or reviewed through the Patient List window or accessed from any Case fields in the program by pressing F9 The patient Case window contains tabs that display fields necessary to complete an insurance claim form Look up Understanding Cases In NDCMedisoft Advanced and NDCMedisoft Network Professional you can limit the tabs that are displayed Ifa tab is not applicable to your practice or if you would prefer not to have it visible right click the tabs In the list that appears click each tab you don t want displayed That tab no longer appears in the Case window To add tabs that are not visible right click the tabs and click the tab you want displayed to remove the checkmark The Personal tab establishes the patient and his or her guarantor information marital and student status and employment Look up Case Personal 60 NDCMedisoft The Account tab displays the provider referral and attorney information set up in the Address file It also covers billing and price codes and information on visit authorization including the nu
39. format MMDDCCYY ce ceeeeeeeeeeeee 183 MNDD Ree 183 Day Sheets AAA 111 Patient Day Sheet 111 Payment Day Sheet 112 Procedure Day Sheet 111 Deductible codes s ssnneeseeeeeseee 37 Default Zeie 183 Default choieeg 25 Auto create tax entry eseese 26 Calculate disallowed amount 27 Define aging columns 27 Enforce accept assignment 25 Enter to move between fields 26 Force payments to be applied 26 Mark completed claims Done 27 Mark paid charges complete 27 Multiply units times amount 26 Place of Service code 0 0 26 Show bunt 25 Show Shortcuts ceeceeeeeseeeeee 25 Show Windows on setup 25 Starting date 27 Use numeric chart numbers 26 Use Zip Code issie enres 26 Default directory 0 eee eeeeeeeeee 15 Deposit payment application 101 Diagnosis codes 00 cesses 38 183 eng EEEE 38 Dialog box 183 Directories Default idee 15 Disclaimer ceecceeseeeseeteeeeeeeeeeees i Document number 70 Donble chck IER Dag et E 183 Drop down menu ssessseseeeseeeee 183 E EDI Receiver r Eege ae 43 Sending claims to file HCFA sage a ae 86 EDI receiver csccsscesssesseeseseees 82 EDI receiver records 006 43 Edit contra 183 Eligibility 0 eeeeeeeeeeeeee 109 Employer E DEE 58 Newer 58 EOB Explanation of Benefits 103 Repti enar nnna 183 Transa
40. indicate whether this doctor is a Medicare participating healthcare provider Chapter 5 Setting Up the Practice 43 Default PINs Tab The Default PINs tab displays UPIN and other identification numbers and information Ifa practice is performing internal lab work and or X rays the attending provider is also the referring provider To get paid for this service the attending provider must also be set up in the Referring Provider file and assigned to the patient Look up Referring Provider Entry Billing Code List A Billing Code is a user defined two character alphanumeric code Billing Codes can be effective in sorting and grouping patient records Go to the Lists menu and select Billing Codes See Figure 5 6 i Billing Code new Code EZ Jil Save Description Figure 5 6 The Billing Code List window lets you review and edit the codes contained in the program and create new ones If you want to use a code you have not previously entered click New or press F8 and the window for a code and description appears A billing code range is a filter available in most reports printed in NDCMedisoft Look up Billing Code Entry Contact List Advanced and above The Contact List contains a ready reference of people with whom you have had contact during the course of business The Contact window has space where you can add notes concerning your conversations to help you keep track of what was discussed an
41. needed for claim filing add modifiers The HIPAA Approved field indicates whether the code is HIPAA approved The Revenue Code is used with the UB92 claim form You can adjust the number of units associated with this code in the Default Units field If the code is used only with a service that the practice purchased usually from a lab click this check box Look up Procedure Payment Adjustment Entry General Tab Amounts Tab The Amounts tab is linked with Case information Account tab Price Code field NDCMedisoft Advanced and NDCMedisoft Network Professional allow 26 charge amounts for each code entered in the program The applicable charge amount is selected in the Account tab of each patient s Case window Look up Procedure Payment Adjustment Entry Amounts Tab Allowed Amounts Tab Advanced and above The Allowed Amounts tab keeps track of how much each carrier pays for a particular code The program calculates the allowed amount based on the amount paid any applicable deductible and the service classification This amount is used in calculating the patient portion of any transaction entered in Transaction Entry Look up Procedure Payment Adjustment Entry Allowed Amounts Tab Chapter 5 Setting Up the Practice 37 Multilink Codes MultiLinks are groups of procedure codes combined under one access code They are for procedures that are normally performed at the same time e g for a physical exam a routine set of treatments
42. or press Enter Select Networking and Tools In the second splash screen select the correct database option Select either Advantage NT Server or Advantage NetWare Server In the Enter Number of Users screen enter the number of users that will be accessing NDCMedisoft data on your server Click OK If you select a number of users that exceeds the number allowed by your program an error code is displayed Inthe Welcome screen click Next In the License Agreement screen read the agreement then click Yes to proceed with the installation You are given information concerning registering Advantage and then be asked if you want to proceed Click Yes In the Install Location for the Advantage Database Server screen select the directory into which you want the Advantage Database Server program installed It is recommended that you use the default Click Browse if you want to locate a different directory Click Next after selecting the directory Ifthe folder into which you want the program to install does not exist the Confirm Newly Selected Directory screen appears asking you if you want to create it Click Yes A Setup box is displayed while the computer creates the folder and sets up the program The Product Information screen requests the Advantage Serial Number Validation Code and the name of the Registered Owner Refer to the Advantage Certificate of Authenticity included with your inst
43. out your purchase information window enter all information as completely as possible The Customer Number issued by NDCHealth consists of five digits If you purchased the program directly from NDCHealth the Customer Number is in the upper right corner of the invoice 10 NDCMedisoft received with your order If you purchased the program from a Value Added Reseller leave this field blank In the Number of Users field enter the number of computers on which NDCMedisoft will be installed In the Number of Providers field enter the number of providers in your practice Click Next In the Please fill in all providers window enter each provider s name credentials and specialty If you need additional lines click New if you need to remove a provider from the current list highlight that record and click Delete When all the information is entered and correct click Next In the Please enter your Serial Number window enter the Serial Numbers of each listed unregistered product The Serial Number is a 14 digit number printed on the Certificate of Authenticity received with the CD Click Next The program begins an immediate search for a modem If a modem is found the Register by modem window opens Enter your area code and if necessary any number s needed to access an outside line Click Next Note If no modem is found the program automatically searches for an Internet connection See Web Registration below s
44. print a title page for every report Network Professional includes an option to synchronize your computer time with the time on the network server a Eligibility Receiver Designate the receiver for your eligibility verification requests Look up Program Options General Tab Data Entry Tab The Data Entry tab gives you lots of options for various sections of the program See Figure 4 2 ST Program Options General Data Entry Payment Application ate Aging Reports HIPAA A Save A Cancel gI Her Patient Use numeric chart numbers M Auto format Soc Sec T Force Document Number Case Default Last Case Used 7 I Force payments to be applied IV Multiply units times amount J Auto Create Tax Entry teate statement billing notes Create claim billing notes Use Serialized Superbills Transaction Default Place of Service Code 11 Statement Billing Note Code SE Claim Billing Note Code y e 9 Default Tax Code T Quick Formats Receipt walkout Receipt All Transactions z Statement Patient Statement 7 Face Sheet z Figure 4 2 Chapter 4 General Practice Setup 25 You can indicate whether to use as a toggle to move between fields to force payments to be applied and to multiply unit times amount Using the zip code to enter city and state information can save a lot of time In the Patient section you can choose t
45. referred to as the function help bar Chapter 3 NDCMedisoft at a Glance 21 22 NDCMedisoft Chapter 4 General Practice Setup Open Practice New Practice To change practices or create a new practice database go to the File menu and select the appropriate option To open an existing database go to the File menu and select Open Practice Choose the practice you want to open and click OK To create a new database follow the same procedure as described in the Setting Up the Practice section page 10 Backup Data Backup Scheduler View Backups Restore Backups Information concerning backups is contained in the online Help Go to the File menu in your NDCMedisoft program select any backup related topic and then press EI Look up Backup Backup Scheduler View Backup or Restore in the Backup Help file Program Date You can change the program date for back dating a large number of transactions This affects all dates in the program except the Date Created setting which always reflects the System date Chapter 4 General Practice Setup 23 Program Options Go to the File menu and select Program Options There are a number of tabs within Program Options several available only with NDCMedisoft Advanced and NDCMedisoft Network Professional Each is described below General Tab Backing Up Data The General tab deals with backups which are an essential part of maintaining a computer generated billing pr
46. that led up to the error Write down every word and or number EXACTLY as it appears in the error message the operation you are using the last few entries you made and any other facts such as power failure or changing data disks etc If you recognize the error and have an idea as to what to do correct the problem Then try to repeat the operation you were working on when the error occurred Appendix B Program Installation Troubleshooting 153 If you are not sure how to handle the error the Knowledge Base is very useful to check first Look for articles concerning the error you received The web site address is www medisoft com kb Sometimes the error repeats itself in an identical pattern This type of error should be reported to your local Value Added Reseller who can give you further suggestions or call NDCMedisoft technical support at 800 334 4006 to get the help you need Note Please note that you are required to have a valid or current support contract in place or be prepared to set one up when you call NDCMedisoft technical support In some cases it may be necessary to restore a data backup This means that you would restore a backup copy of your NDCMedisoft data back onto your hard disk so that you are using a set of data that was not corrupted by the error It is very important that you make regular backups of your NDCMedisoft data Although the software is painstakingly designed and tested and while you may exercise
47. the data has been entered it must go through the Claim Manager s office before being sent to an insurance carrier The Claim Manager focuses on three principal areas not necessarily sequential Review batch and final review Chapter 8 Claim Management 19 Watchdog The Claim Manager is first of all the watchdog of the claims She checks each claim and verifies the numbers She has the authority to edit the claim and make needed changes If she sees that a claim should go to a different carrier than indicated or if the EDI receiver information is incomplete she corrects the record She has access to all three carriers primary secondary and tertiary She checks the billing date and how the claim is to be sent either by paper or electronically And then she can indicate the status of the claim There is a place where she can add any special instructions that need to go with the claim Batch em up The function of creating claims serves to group claims that are headed to the same destination The Claim Manager gathers and sorts by range of dates or chart numbers Transactions can be selected that match by primary carrier Billing Code case indicator or location Random Billing Code numbers can be selected The Claim Manager can also indicate a minimum dollar amount for creating the claims eliminating claims too small to be worth billing Reviewer The Claim Manager has at her fingertips a List Only button that lets her retrieve
48. tie ee 183 IER e oxic ste ooo aes 184 Scroll box 184 Conventions Documentation Buttons ee 149 Entering information 149 ege ts 149 Title designations 150 Keyboard 18 Conversio nea a a 16 All transactions 00 ccccceeeeeees 158 Data files affected 158 Bringing detail from another GE 159 Data CONVERT LOG 000 159 EDI batches 000eeeeeeeeeeeeen 157 What doesn t convert 157 MS DOS gece EE EE 157 MS DOS data to Windows data 16 NDCMedisoft MS DOS to Windows 157 Notransactong 158 Data files affected 158 Patient balances forward 158 Data files affected 158 Windows data to upgraded Windows data 16 Co Pay Amount 00 eee 61 Copyrights se sese ds wert eps i Creating claims ccs eeeeeeeeeee 81 Credit card co payment s ese e 37 Credit card powvment eee 37 Crossover claims ceeeeeeeeeeeeee 61 tert ciscussstistisssssviesteiseesieveens 183 Custom Case Designer 62 Custom Patient Designer 58 Custom Report List 117 Customizing statements 110 Cyclical billing eee 183 D Daily Activity Report 115 Data Audit report eee 116 Data Audit Report PUTZIN inna 116 Data conversion MS DOS converting to Windows SOEN eet 16 Windows converting to upgraded Windows eeesceeseeeseeeeeeeeeees 16 Data comtecton 18 Data Dell siet ess Set asss 123 Date
49. transmitted electronically is that of the physician assigned to the patient All others are for in house monitoring and accounting Look up Provider Entry Address Tab Chapter 5 Setting Up the Practice 39 Default Pins and Default Group IDs Tabs PIN and ID numbers assigned by Medicare Medicaid TRICARE Blue Cross Blue Shield and other commercial carriers are recorded in the Default PINs and Default Group IDs tabs Look up Provider Entry Default Pins Tab and Provider Entry Default Group IDs Tab PINs Tab The PIN matrix is contained in the PINs tab This contains all of the provider s PINs assigned by the various carriers This is the same table as that contained in the Insurance Carrier record Look up Provider Entry PINs Tab Insurance Carrier Records Setting up the insurance carriers correctly is essential to getting claims paid in a timely manner Go to the Lists menu and select Insurance Carriers or click the Insurance Carrier speed button Address Tab The information contained in the Address tab is standard and includes the Practice ID code Look up Insurance Carrier Entry Address Tab Options Tab The Options tab provides fields for more specific information including plan name and type See Figure 5 4 40 NDCMedisoft T Insurance Carrier Aetna Address Options EDI Codes Allowed PINs Plan Name Type Other D Plan ID Alternate Carrier ID M Delay Secondary Billing
50. 15 Production by Insurance 115 Production by Procedure 115 Production by Provider 115 Production Summary by Procedure SEENEN 115 Production Summary by Provider SEAN 115 Productivity by User 0 00 116 Receive Send thru NDCMedisoft Terminali iiien eiere 117 Referral Source 113 Referring Provider 112 Title pages 111 Unapplied Depnosait 113 Unapplied Payment Adjustment EE 113 Reports Menu 2 00 ee eeeeeeeeees 20 Reprinting claims eee eeeeeeeee 83 Reprinting statements sseesese ee 94 Right click nine 185 S Scroll boX aeran aen 184 Security Setup 19 30 DESC aes eee EREE 185 Select case by transaction date 70 Serialized software eeeeeeeeees 1 Service classifications ee 46 Setting up Breaks iinet 137 Repeating seeen 138 Patient records 134 Provider records ceeeeeees 134 Repeating breaks 0 eee 138 Resource record 135 200 NDCMedisoft SECUTITY eege Eed eas 143 Shapes field sepira eia 126 Shortcut ce cececeesesseeeeeeeeees 18 185 Speed button 20 120 Claim Management 80 Diagnosis List s es 38 Insurance Carrier List 40 Provider List 39 Quick Balance 74 Quick Ledger eee eeeeeeeees 73 Statement Management 91 Transaction Entry eee 70 Speed men E 186 Statement management 91 Changing status 94 VE 92 Editing usteet 92 TASHiN 8 drett aint en arians 94 Marking statements
51. 2 3 4 Case Medicaid and Tricare Resubmission No Original Reference Case Miscellaneous Prior Authorization Number Transaction Entry Date From Date To Transaction Entry Place of Service Transaction Entry TOS Transaction Entry Procedure M1 M2 M3 M4 Transaction Entry Diag 1 Diag 2 Diag 3 Diag 4 Transaction Entry Amount Transaction Entry Units Case Medicaid and Tricare ESPDT Case Condition Emergency check box Provider Default PINs PIN This field is determined by the carrier to which the claim is being sent Insurance Carrier Options Print PINs on Forms Provider Default Pins SSN Federal Tax ID Patient Guarantor Name Address Chart No Case Policy 1 2 3 Assignment of Benefits Accept Assignment Calculated field Transaction Entry Payment Calculated field Provider Address Signature on File Insurance Carrier Options Physician Signature on File Case Account Facility Provider Address First Name Middle Initial Last Name Street City State Zip Provider Default PINs and or Default Group IDs PIN Group Numbers CMS or HCFA 1500 Data Sources 179 180 NDCMedisoft Appendix G Understanding the Terminology Many of the words in this list may be familiar but a common understanding of their meanings is helpful Abort To discontinue or stop the current function or process Accelerator key hot key A shortcut key on the keyboard that can be pressed t
52. 3 Applications Menu 181 Appointment Finding time slot eee 137 Repeating sesser 137 Sette pani iieii eiee 135 Audit reports Data Audit 116 Productivity by User 116 Auto log oft 29 B Backup kierper 24 181 OPOS iian nrnna 24 BBS Bulletin Board Service 117 Billing Cyclical isei nenies 183 Billing charge codes cee 37 Billing charges ceceeeeeeeeeeeee 73 Billing codes ccceesceseeseeereeeees 44 Billing services 15 Billing Payment Status report 112 Bit map 182 185 Boolean vies cccticwatawenk 182 Browser Window cseeeeeeeeees 185 Buttons Add Tutorial ccceeeeeees 10 AU EE 158 Apply Payment to Charges 72 76 Apply 76 102 103 IT Browsel 3 5 9 172 174 ICancell 149 183 190 NDCMedisoft Change Status eee 84 95 Change 137 138 Close 72 76 77 149 182 Close Exit 19 182 183 Copy Case sisisi issii isesi 60 Create Claims 00 72 86 Create Statement 96 reate EE 87 97 RTE CB 139 Edit Casel 162 Edit 38 39 51 74 82 85 87 95 97 BEDA A 3 icc Rey tect SERD 183 Filter geseet Sege geg det 74 Find beid 124 Find Modem n onnnoooneoeneee0eee 169 Finish cece 5 6 7 8 9 II Accent 5 6 8 List Only ee eeeeeeeeee 80 83 New Case 60 64 162 163 New Data beid 123 New Expression 128 New Patent 56 63 New 18 36 38 39 43 44 46
53. 82 Conditional expression 182 Controlis ictcicd nti nn 183 E Le 183 Cyclical bullmg eee 183 Date Tomat 183 Detapltz pe nerenin 183 Diagnosis codes 0 0 eee 183 Dialog box 183 Double chck 183 LEE 183 Drop down menu ssseseeeeeseee 183 Main Menn 183 Edit control 183 EOB report 183 E EE 183 Expression IER Field gege ees geess e dee 183 Filt r esiin anniks 183 FOCUS riesis esrere isesi roi 184 10 C6 lt r 184 Format code 184 Function keys seese 184 GTAYING neeesa ioi 184 Guarantor cece cececeseseseseseeees 184 TIC EE 184 Highlight c ee eeeeeseeeteeeee 184 E re e 184 Hotspot 184 Jemen Rete 184 Tist DOK eet ee deve Rete 184 List Window uu ceceeeeeeeeeees ER Browser ER Managed care eee eee 185 Maximize cccccceccceceesseseeeeee 185 Minimize cece ceeeeeeeeeeeeeee 185 Modal ainina soune anie 185 Operations menu s s s 185 PIKE 28 is eenn aas 185 Procedure Code 185 PROVIDET 35355 020 coddecesees bide 185 Radio button 185 Riebht check 185 SeleCty assis iach aves Bie 185 SHOLCUL enese ieee 185 Speed button 185 Speed menu 186 Statement 186 Status bar 186 Submenu 0 0 eeeeeeeeeeeeeee 186 SUDOPHION s es 186 Index 201 e UE 186 System meng 186 Task barii nianna 186 RE E EE 186 Title batire ierann 186 Topple iiciin 186 Toolbar norinni 186 TransactiOn cecceseeseeeeeeees 186 Naldaton esee 186 Walkout Rece
54. Accelerator Keys 181 Alt WE 18 157 181 REI A 157 Alt Tab eee 133 Alt X eeens 18 Ctrl chai tite at 18 181 KIK 171 Shift EE 18 122 181 Accelerator Keys Ctrl ANIL 139 Ctrl IDN 139 EE 181 Activities menu 20 Activity reports Daily Activity 115 Monthly Activity eee 115 Summary by Insurance 115 Summary by Procedure 115 Summary by Provider 115 Activity Summary by Insurance wo eee eee 115 by Procedure seriis 115 by Provider 115 Add records On the fly esti 41 Add Copy User Reports 117 Address File Type ATLOMEY ees geed deed 43 Employer eiee ienee 43 Facility or eneeier 43 Provider 43 Address Record OK 43 Address records 42 Type Laboratory eee eee 43 Miscellaneous 43 Adjustment codes eee eee 37 Adjustments Apply to charges ceeeeeeees SE Advantage Database Server Starting and stopping NDCMedisoft Network 4 Aging reports Insurance 114 Insurance Summaries 114 Patent 114 Patient Remainder 114 Patient Remainder Detail 114 Alphanumeric cee 149 181 Appendix G Understanding the Terminology 189 Analysis report 112 Billing Payment Status 112 Facility oaea enen ioa 113 Insurance 112 Insurance Payment Comparison 12 NEE 112 Referral Source 113 Referring Provider 112 Unapplied Depnosait 113 Unapplied Payment Adjustment se DEENEN 11
55. DCMedisoft program has information on every field in the program 2 Look for a listing in the Table of Contents Index or in the section of the manual that discusses the operation in NDCMedisoft that you are using 3 Look up the Knowledge Base on the Internet The web site address is www medisoft com kb If you take the steps listed above and still can t find the answer to your question check the Knowledge Base www medisoft com kb call your local Value Added Reseller or call NDCHealth at 800 334 4006 for technical support Before you place the call make note of the following information 1 Your Customer Number Your Serial Number Your practice name and location The name and version of the program you are using The exact error message or problem The sequence of steps taken before the error ONS SPE SS e Zi Your exact actions since the error occurred With this information it is easier to understand the problem and quickly find a solution Near a Phone It is usually necessary for you to be able to work on your computer while you are talking to the support staff at NDCHealth so be sure your phone is close to the computer Appendix B Program Installation Troubleshooting 155 156 NDCMedisoft Appendix C Converting Data What Doesn t Convert Before you undertake the conversion of NDCMedisoft MS DOS data to the NDCMedisoft Windows program you need to know that there are several types of data
56. Justified Align to band Height 7 ES Width 33 Right Justified IV Auto Size Position Left 128 TT Transparent Background T 47 7 e Font Background Color a Help Figure 13 3 122 NDCMedisoft Insert a Text field by clicking the Text speed button on the toolbar then clicking the report grid A field labeled Text1 is displayed and each time you add a text field the number advances Text2 Text3 etc Look up Text Field Properties Data Field Properties Si A Data field allows complete control in retrieving data from your program data files Case Insured Claim etc through the use of expressions Click the Data Field button on the toolbar and then click on the grid to place a Data field on the form To set the properties of the field double click on the field or right click and select Properties The Data Field Properties window appears See Figure 13 4 Data Field Properties If Patient Signature on File False then print 7 If Case Insurance Carrier 1 Signature on File Signature on file then print Signature o If Case Insurance Carrier 1 Signature on File Print name then print Patient Full Name Figure 13 4 The Data Field Properties window lists any expressions that have already been created To create an expression click New Data Field select a field from the list and click Save or press F3 See F
57. Look up Case Entry Setting up Resource Records The Resource List is a tool to help you manage the scheduling of rooms and equipment in the office To create the list click the Resource List speed button or go to the Lists menu and select Resource List In the Resource List window click New or press F8 Create a code for the resource or let the program create one based on the description Enter a description e g Room 1 Treadmill etc and click Save Repeat this process until all rooms and or equipment are contained in the list Look up Resource Entry Setting an Appointment To set an appointment in Office Hours first select the provider for whom you are scheduling The provider box at the top right of the toolbar has a drop down box arrow Select the provider you need or press F8 to set up a new provider record In any Multi View Office Hours Professional select the provider by clicking in the appropriate provider s column Select the date on which the appointment is to be set You can use the Day Week Month and Year selection arrows below the calendar to locate the correct date or use the Go to Date feature Next in the appointment grid double click a time slot which is highlighted with a heavy line border You can also click the New Appointment speed button right click in the time slot and select New Appointments press F8 or go to the Lists menu and select Appointment List then click New to open the N
58. Multiple statements in same batches cit ienisantes 95 PANUS aiaa catas 93 Reprinting eects eeeeeeeneeeee 94 Statement Management Batch number 93 Statements EEN 186 Status Jare EENEG 186 Subnenn EEN 186 S111 010 0 5 0 iesti hii tei ain a 186 Superbills nn siaina a 186 Support options NDCMedisoft web site 150 Online help cece 150 System Data field eee 125 System menu 186 T Task Dese 186 Tax charge reseni as 37 Tax charges 46 Technical Help from NDCHealth 155 Technical support 155 Terminal NDCMedisoft Answer nnnsnoosssooneesoseeeeoe 168 175 LEE 171 Dial options eee eee 169 Program options ee 168 Protocols e inona 172 Receive file 0 168 173 Receiving reports 0 167 Send Die 171 Speed buttons 168 171 Transfer protocols 4 172 Termination of license s seseeeee iii Terminology Abot annann aao 181 Accelerator key 0 0 0 eee 181 AI t n ates 181 L rg E 181 Shift WE 181 ACUVALE cere cots 181 Alphanumeric 181 Applications menu s s 181 Backup escien ere 181 Bitmap iowa aie 182 Boolean eceeceeeeseeereeesneeeees 182 Capitation 182 Casini toi nadie teea 182 Case based ieee 182 Chart Number 182 Check Dee sictccveicetdisis 182 Choosen a eetet dears doen 182 Clearinghouse n se 182 Elek eege hides cintels 182 COSC See ege eene a iets coats 182 Close button 182 Combobox Control 1
59. NDCMedisoft Chapter 7 Transaction Entry The Transaction Entry window is designed for easy transaction entry and to display as much information with as few clicks or keystrokes as possible Not only do you record all patient visits and their charges you also enter payments and adjustments that may be added to the ledger See Figure 7 1 T Transaction Entry Figure 7 1 Chapter 7 Transaction Entry 69 NDCMedisoft is an Open Item Accounting program meaning that transactions entered are marked when paid but remain on the active ledger as long as the case is active There is no clearing of the ledger and bringing up a total to start a new month as with a balance forward program Transaction entry is generally case based Transactions are entered into the patient ledger grouped by case number You can have a case for each transaction or for each diagnosis type Look up Transaction Entry Start with a Chart Number Click the Transaction Entry speed button Within Transaction Entry two numbers are of prime importance the chart number and the case number Enter the chart number or click the Chart field and select the chart number from the drop down list If the patient record has not yet been set up press F8 to bring up the Patient Guarantor new window See Chapter 6 for setting up a patient record page 55 When you press or Enter a case number is selected in the Case field if one is available B
60. NDCMedisoft Network Professional is the ability to perform file and record locking functions which allows more than one user to access data files without file sharing violations or file damage Check the NDCMedisoft web site www medisoft com or the Knowledge Base www medisoft com kb for current information on this topic Chapter 1 Getting Started Installation Check the NDCMedisoft Knowledge Base www medisoft com kb for the most current technical information Close all open applications prior to installation SZ Call for Help If you have any questions call NDCHealth technical support at 800 334 4006 If you are installing NDCMedisoft Network Professional see NDCMedisoft Network Professional Installation instructions below If you are installing NDCMedisoft or NDCMedisoft Advanced see the NDCMedisoft and NDCMedisoft Advanced Installation instructions on page 8 NDCMedisoft Network Professional Installation These instructions are provided based on certain assumptions Your network is properly configured and all machines are communicating with each other You have purchased NDCMedisoft Network Professional You have network hardware because of timing issues with new computers Fast Ethernet also known as 100mbps or 100BaseTx is highly recommended for use in this capacity The person performing the install has some level of networking expertise so that terminology does not cause any misunderstanding The person per
61. Pack d t oirr 32 Patient Setup Guarantor ossseseseeesseeeereeeeeeeeeee 56 Head of bousehold 56 New eegener 55 Patient Aging report 114 Patient Collection report 115 Patient Day Sheet 111 Patient Ledger eee 70 116 Patient List 20 EEN 162 Patient records eeeeeseeeeeeeeees 55 Patient Remainder Aging Detail EE 114 Patient Remainder Aging report 114 Patient treatment plans 73 Payment Day Sheetg 112 Payments Apply to charges eceeeeeeeees 72 Pending changes 152 Permitted uses c ceeceeseeseeeeeeees ii PiX lna taiak e a n 182 185 PPO E 103 104 Practice Setup Address records s seseseeee 42 Billing codes eseeeeeeeee 44 CASES eini a aa 60 Contact list records 44 Diagnosis Code 38 EDI receiver records 43 Insurance carrier records 40 MultiLink codes eensnoenseee 38 Multiple practces 15 NW te anaa RNR 15 Patient records 55 Procedure codes e eeeees 35 Procedure Codes sessseee00 35 Provider records 000 39 Referring provider records 43 SOCUIIEY EE 30 PY PO nr nres amp ecitsteeeees Rises ees 15 Practice AnalySis ccceee 112 Summarizes activity 112 Primary care Drovider 104 Printing Claims ce eeeeeeeeeeeeee 83 Printing statements cee 93 Prior author zap on 6l Procedure charge code 37 Procedure codes 35 112 185 Procedure Day Sheets
62. Patient 9c Employer School Patient 9d Insurance Plan Name Program Insurance 10a Condition Related to Employment Case 10b Condition Related to Auto Accident Case 10c Condition Related to Other Accident Case 10d Local Use A Case 1 Insured s Policy Group FECA Case lla Date of Birth Patient 11b Employer School Patient llc Insurance Plan Name Program Insurance lld Another Health Benefit Plan Case 12 Patient Signature Patient 13 Insure s Signature Patient 14 Date Current III Inj LMP Case 15 Same Similar Date Case 16 Dates Unable to Work Case 17 Referring Physician Case 17a ID Number of Referring Referring Physician Provider 18 Hospitalization Dates Case 178 NDCMedisoft Window Field Name Patient Guarantor Name Address Street City State Zip Case Personal Marital Status Student Status Employment Status Case Policy Insured 2 3 Case Policy 2 3 Policy Number Group Number Patient Guarantor Name Address Birth Date Sex Patient Guarantor Other Information Employer Insurance Carrier Options Plan Name If empty prints carrier name Case Condition Employment Related check box Case Condition Accident Related To Case Condition Accident Related To Case Miscellaneous Local Use A Case Policy 1 Policy Number Group Number Patient Guarantor Name Address Birth Date Patient Guarantor Other Information Employer Insurance Carrier Options Plan Name If empty prints carrier name Case
63. Procedure Code Set Gs Diagnosis Code Set fl z Patient Signature on File Signature on fle Insured Signature on File Signature onfe zl Physician Signature on File Signature on file zl Print PINs on Forms PINOy H Default Biling Method Electronic zl Figure 5 4 This is where you indicate the Procedure and Diagnosis Code Set that are used by this carrier select options in the various Signature on File fields and specify the Default Billing Method The various Signature on File fields are provided to determine what prints in Boxes 12 13 31 and 24K of the CMS or HCFA 1500 claim form Look up Insurance Carrier Entry Options Tab EDI Codes Tab In the EDI Codes tab be sure to enter the EDI Receiver if you are planning to submit electronic claims If the EDI receiver you want is not in the list you can add it on the fly by pressing F8 After you have signed up with a receiver for your electronic claims that receiver assigns your EDI Payor ID and EDI Sub ID numbers and any other necessary numbers or codes Look up Insurance Carrier Entry EDI Codes Tab Allowed Tab Advanced and above This tab contains a listing of allowed amounts paid by the selected carrier for each of the procedure codes contained in the program Enter these amounts by hand or let the program gather the information from insurance payments entered in the program Look up Insurance Carrier Entry Allowed Tab Chapter 5 Settin
64. Statement editing window Open the Comment tab Type the following message Notify attorney when statement paid Click Save Sending Statements Once the statements are ready to go in the Statement Management window click Print Send to open the Print Send Statements window See Figure 9 8 d i Chapter 9 Statement Management 917 Print Send Statements r Sele t statement method J OK C Electronic R Cancel Di M Electronic Statement Type Help z T Exclude Billed Paid Entries Figure 9 8 We are only dealing with paper statements in this tutorial so leave the setting at Paper and click OK The Open Report window opens so you can select the statement form on which to send the statement For now highlight Patient Statement 30 60 90 and click OK The Print Report Where window pops up to indicate whether you want to preview the statement before printing or just send the statement directly to the printer For now leave the setting on Preview and click Start The program assembles the information and then displays the Data Selection Questions window In each of the Chart Number Range fields enter GON and press to print only Mr Gone s statements Click OK The statement is displayed in the Preview Report window Click the Print Report speed button Answer whatever questions you may need in the Print window and then click OK Click Close in the Preview R
65. To Revise an Existing Report 130 How To Create a New Report 13 CHAPTER 14 cssssssssssssrsersessrserecssrssscssssessnsssessnsesscssssessesessessesensesscsessessesenees 133 OFFICE HOURS PATIENT APPOINTMENT SCHEDULER 133 TNEPOMUCH eege ee EE ee NEES e Ee ENEE 133 Starting Office FOUTS orani renie aE Eae EE NEESS 133 Accessing Office Hours from Other Programs csssseeesecseeeeeneeeeeees 133 Office Hours ergeet a sur bans ee bden EE ee eels 133 Setting up Provider Records 134 Setting up Patient Records 134 Setting p Case Records soere esat eneee eevee es ere Miete see odes 134 Setting up Resource Records 135 Setting AN Appointment 0 cesccescsse ese eseeeeeeseesecesecesecesecuaecesenaecuaecsaecsaeeaeeeaeees 135 Repeating Appointments oes eeeeeecseeeecneeseceseeeeeseceeesecsecaeeseenerseenaeeeeas 137 a 137 Setting Up Repeating Break 138 Moving Deleting Anpotmentig 138 Changing Appointment Status Office Hours Professional 138 Moving an Appointment ceeecesesecesecseeseceeesecneeecsseeecsaecatesecnerseenaeseeeas 139 Deleting an Appomntment eee eeeeceeeeeceseeeceseceeesecneesecsaeeeesaecaeaesaeeseens 139 Patient Recall Office Hours Professional Integrated o c 139 Eligibility Check Office Hours Jutegrotedl 140 Multiple Booking Columns 140 Program OPUIONS 0coesiscctencassessigstscvicsssnnsiiersecsaasesceatbesdsovesonsbesibecdbasdssasdiesbentses 140 Appointinent Length EE 140 Views Office
66. XE file has now been copied to the network shared drive From each client workstation navigate to the shared drive and double click the INSTALL EXE file 1 In the Welcome screen enter the first four digits of your Serial Number Then click Next 2 Click I Accept at the End User License Agreement screen If you do not accept the terms set forth you cannot complete the install 3 In the Select Installation Type screen it is recommended that you use the Express Install option If you choose to perform a Custom Install move to the NDCMedisoft Network Custom Installation section below 4 You are ready to install Click Next 5 Once installation is complete click Finish 6 Select Exit in the splash screen Chapter 1 Getting Started 5 e Installing NDCMedisoft Network Professional Directly on each Workstation 1 Insert the CD in the local CD ROM drive 2 When the installation splash screen appears select Install NDCMedisoft 3 In the Welcome screen enter the first four digits of your Serial Number The Serial Number is on your Certificate of Authenticity Then click Next 4 Click I Accept at the End User License Agreement screen If you do not accept the terms set forth you cannot complete the install 5 In the Select Installation Type screen it is recommended that you use the Express Install option If you choose to perform a Custom Install move to the Network Professional Custom Installation section
67. a Comment transaction line is added in both Transaction Entry and Quick Ledger whenever a claim is billed The note includes the carrier name date billed claim number and the name of the provider associated with the claim Be sure to select a default Billing Note Code You can also select default Receipt and Statement formats which give you one button printing of these documents from Transaction Entry and Quick Ledger You can choose a default form to print as a face sheet This is connected to a button in the patient Case window Look up Program Options Data Entry Tab Payment Application Tab Advanced and above In the Payment Application tab you can establish default settings that affect the payment application function See Figure 4 3 26 NDCMedisoft 5 Program Options TAKI Figure 4 3 If you choose to accept the default settings any amount applied to a charge is automatically marked as paid by that particular payee the allowed amount is automatically calculated and the difference between the calculated allowed amount and the practice charge is offset in the Adjustment column In addition any claim that has received payment from all responsible payers is automatically marked Done In the lower half of the window select default billing codes to be applied when using this feature Look up Program Options Payment Application Tab Aging Reports Tab The Aging Reports tab lets you alter the starting date for
68. ab and click Force Document Number Return to the Transaction Entry window Chapter 7 Transaction Entry 15 To create a new transaction click any column in the Charges section or click New Any information contained in the case Allergies and Notes box are popped up for your view Click OK to clear this message and continue Enter 99214 Office visit in the Procedure column Press Enter All available information concerning that procedure code is automatically entered in the appropriate column The charge shows 65 for the visit To create a second charge transaction press the down arrow or click New Now enter a second procedure code for this visit 82950 Glucose Test Note that the Amount field shows 10 Mr Gone is making a payment of 10 on the account Click any column in the Payments Adjustments and Comments section then enter the procedure code for a cash co payment COPAY In Who Paid select Mr Gone In the Description field enter Co payment and enter 10 in the Amount field Click Apply The Apply Payment to Charges window shows each of the charge entries that have been made and a white column marked This Payment See Figure 7 6 Apply Payment to Charges Payment From G Unapplied For Gone 1B ter oenen cl Se T pame Foon Fo base aen Je ss 2 soc base aen Je soon zl o There are 2 charge entries E Ge ge Figure 7 6 With the 10 to apply select the charg
69. abase for these exercises See Figure 9 6 ZS Statement Management Ol x Search Sort By Batch Number zl List Only Change Status m sl gt ll el Ready to Send 2 SHOUOOOO Ready to Send 3 STEFROOO Ready to Send Figure 9 6 Creating Statements Click Create Statements in the Statement Management window to open the Create Statements window See Figure 9 7 96 NDCMedisoft Create Statements Range of Transaction Dates z tof D Chart Numbers zlej to zle M Select transactions that match Biling Codes t lt C sS Case Indicator EH Location amen Provider M Include statements if the remainder total is greater than Enter Amount M Statement Type Standard C Remainder Figure 9 7 Since we created two charge transactions for I B Gone in the Transaction Entry portion of this tutorial let s create the statement for these charges Click the first Chart Numbers range field and type GON to set GONI0000 in the first Chart Numbers field Repeat this process in the second Chart Numbers field Click Create When you return to the Statement Management window type GON in the Search field A new statement has been created for GONI0000 VS The statement number may not match that shown in figures below Editing Statements To edit the statement highlight the GONI0000 statement and then click Edit or press to open the
70. allation materials for your Advantage Serial Number and Validation Code Select the Service Chapter 1 Getting Started 3 11 12 14 15 Startup Type The default Automatic Setup is highly recommended Selecting Manual Setup requires that extra steps be performed every time you start the Client Server Click Next In the ANSI Character Set screen be sure the character set is correct usually English For most users the default is the correct choice Click Next In the Registration screen enter your five character registration code This code is provided on the Certificate of Authenticity Click Next A browse screen is opened Close this screen Several Question dialog boxes are displayed If you want to view the Read Me file click Yes After reading the document close it and continue with the next step If you don t want to view the Read Me file click No The next Question dialog box states that the setup is complete and asks if you want to start the Advantage Database Click Yes Select Exit in the splash screen Starting and Stopping the Advantage Database Server Program The information in this section is necessary if you selected Manual Setup in step 10 above Windows NT Installation ie 2s 3 4 In the Task bar click Start select Settings and then select Control Panel Locate and double click the Services icon Right click Advantage Database Server Select Start or Stop
71. ame ee FistName Middelnitiat geet st lt sCS EE City es State A Zip Code E Country EE EM Home ee Work o O Cell E Fax nt Ohe Birth Date od Sex Female e Birth Weight fo Units x Social Security Number D Set Default S Figure 6 1 Enter all known or necessary information When entering an address the focus moves from the Street fields directly to the Zip Code field The program has a feature that saves city state and zip code information in a table Once you enter a zip code with its associated city and state the next time you enter the zip code the City and State fields are filled in automatically saving you time when entering new records In the NDCMedisoft Advanced and NDCMedisoft Network Professional programs you can establish default information applied to all new patient records Enter that information which is generally the same for all of your patients then click Set Default To remove your new default settings hold down and the button name changes to Remove Default When you enter a Social Security Number the program checks through the patient records for any duplications If a number you enter is a duplicate the program displays the name and chart number of the patient first showing that Social Security Number Do not include spaces or hyphens as you enter dates or phone numbers If you want the program to automatically hyphenate Social Security
72. ance accessed through the File menu Look up Data Audit Report Productivity by User Network Professional only This report tracks user activity in the program Look up Productivity by User Report Patient Ledger This report reflects the account status of each patient Charges are shown until a payment is entered to remove a specific procedure paid You may include all patient accounts or select a few The patient ledger is similar to a ledger card in a manual accounting program Since the NDCMedisoft program is a true Open Item Accounting 116 NDCMedisoft program it can show all or part of the financial activity for a patient including the current balance and what procedures have not been paid Past activity in the account includes a listing of all transactions indicating those that have been paid The report marks those transactions that have been paid and the amounts Look up Patient Ledger Guarantor Quick Balance List Network Professional only This report lists the guarantor quick balances that appear in the Quick Balance feature These balances are the guarantor remainder balances so if there are charges that the insurance company has not paid on yet then they are not reflected in this report Look up Guarantor Quick Balance List Custom Report List Design capabilities in the program let you generate a variety of custom reports to meet the needs of your practice To access the customized reports go to the Reports m
73. and have been saved Look up Load Saved Reports Chapter 12 Reports 117 Add Copy User Reports This option allows you to share reports by adding reports to your database that may have been prepared by another practice or copying reports to disk for use by another practice or for disk storage Look up Add Copy User Reports Receive Send Reports Through NDCMedisoft Terminal Within NDCMedisoft the NDCMedisoft Terminal option can be used to send or receive reports by connecting to various bulletin boards using a modem The BBS Bulletin Board Service is set up through NDCMedisoft Terminal See Appendix E NDCMedisoft Terminal page 167 Look up NDCMedisoft Terminal Troubleshooting Report Printing Patient Remainder Statements Advanced and above If you are having trouble printing patient remainder statements check to be sure the following items have been performed 1 The patient has insurance coverage other than Medicare This is indicated in the patient Case window Policy 1 tab Insurance 1 field also Policy 2 and Policy 3 tabs if there is secondary and or tertiary coverage 2 A charge has been posted in the patient case 3 A claim has been created 4 An insurance payment or adjustment has been posted applied and marked as Complete to the account for each applicable carrier 118 NDCMedisoft Chapter 13 NDCMedisoft Report Designer Report Designer One of the most exciting features of NDCMedisoft is th
74. anywhere you see a hand Text that is linked to a hotspot is displayed in green and underlined in one of two specific ways Solid double underlining moves you to another topic or activates a particular macro dotted underlining displays a brief definition Icon See Speed button List box A control that presents its data in a list format from which a user can make a choice Normally a vertical roll bar appears on the right side of the list Also known as a scroll box 184 NDCMedisoft List window A window unique to NDCMedisoft programs which presents each record of the given data file in a list format This window is also called the browser window indicating that the data can easily be viewed and browsed through Managed care Healthcare organizations that offer patients treatment to contracting providers and facilities for payment of a set co pay amount Services and co pay amounts vary with the plan under which the patient registers Maximize To expand the active window to fill the entire screen The Maximize button is the middle of three buttons in the upper right corner of the Title bar Minimize To reduce the program to a button on the Task bar The Minimize button is the first of three buttons in the upper right corner of the Title bar Operation A function in the program which may be selected from a menu Operations menu The main list of options in a program Also referred to as the application menu o
75. arriers in the practice Look up Insurance Payment Comparison Practice Analysis This report summarizes the activity of a specified period e g a month listing each procedure performed the number of times it was performed and the total dollar amount generated by each procedure It shows the average charge includes any costs involved with that procedure and calculates the net monetary effect on the practice s income Look up Practice Analysis Insurance Analysis Advanced and above This report summarizes all claims filed by category Primary Secondary Tertiary Claims totals are shown for charges and insurance payments in both dollar amount and percentage Look up Insurance Analysis Referring Provider Report Advanced and above It is good to keep track of the source of your patients The Referring Provider Report shows which patients were referred by other practices and the percentage 112 NDCMedisoft each referral contributes to the overall referred income of the practice as of the date of that report The report also includes the UPIN of the referring provider By blanking out the Referring Provider range in the Data Selection Questions window a report can be generated showing what percentage of the entire practice has been referred Look up Referring Provider Report Referral Source Report Advanced and above This is another report for tracking the source of patients who come to the practice For the repor
76. ase enter your Serial Number window enter the Serial Numbers of each listed unregistered product The Serial Number is a 14 digit number printed on the Certificate of Authenticity received with the installation CD Click Next The program begins an immediate search for a modem If no modem is found the program automatically searches for an Internet connection If an Internet connection is not found the program asks if you want to connect to the Internet yourself and then try again Click Yes and a Dial Up Connection window opens where you select the service you want to use and enter your user name and password Click Connect 5 After a successful connection the NDCMedisoft Online Registration page opens A floating Serial Number List window also opens if you have multiple products to register This window includes the Serial Numbers of each product The registration page automatically fills in the information you entered in the Purchase Information window Fields marked with an asterisk must contain information before registration can proceed Note Do NOT change the Registration Practice Name setting Doing so will cause the Web registration to fail 6 Click Submit If registration is successful the registration page reloads with your Registration Code displayed at the top of the page Note This Registration Code has to be entered in the Please enter your registration code window to complete registration 7 Click P
77. borders with inserted text Shapes and colors can add greatly to the appearance of reports and creative possibilities are almost limitless In the Shapes category you can choose from rectangle circle horizontal line vertical line right and left lines and top and bottom lines Backgrounds can be solid cross diagonal cross backward diagonal lines horizontal lines forward diagonal lines vertical lines and clear See Figure 13 9 126 NDCMedisoft Shape Properties Figure 13 9 Choices for border style are clear solid dash dot dash dot dash dot dot and inside frame Colors can be basic or custom and within custom you can designate hue sat lum which is set for brightness plus basic color mixes Look up Shape Field Properties Images Field Properties The Images feature permits you to add bitmaps sound and videos to patient records in the program Add images to your reports such as a company logo or picture of the office building See Figure 13 10 Chapter 13 NDCMedisoft Report Designer 127 Left Top 44 K cancel Size Height 16 wat 70 Stretch Load Image Dive Figure 13 10 Look up Image Properties Data Fields and Expressions Of the field types available in the Report Designer the Data field is the only type that allows for expressions to be defined An expression is a formula or equation that lets you introduce variables to det
78. c Figure 9 5 Choose the Batch radio button and enter the batch number from the Batch column in the Statement Management window Then choose the appropriate radio buttons in the Status From and Status To sections All statements with that batch number have the status changed when you click OK Selecting Multiple Statements When only one or a few statements within the same batch or statements from multiple batches need a status change hold down the key and click each statement that needs the status changed Note that the selected statements do not need to have the same status to begin with but they are all changed to the same status Click Edit In the Change Statement Status Billing Method window choose the Selected Statement s radio button then choose the appropriate radio buttons in the Status From and Status To sections If you have chosen statements with varying statuses choose Any Status Type in the Status From section When finished click OK Look up Change Statement Status Billing Method and Marking Statements d i Chapter 9 Statement Management 95 Tutorial Practice To review the procedures outlined in this chapter you can perform the following steps using the tutorial database provided with this program Statement Management To perform any statement management functions click the Statement Management speed button to open Statement Management Be sure you are using the tutorial dat
79. cal support staff so be sure your phone is close to the computer Appendix A Where to Find Help 151 m Service Hours Remember Arizona doesn t change to daylight saving time Year around support is available from 6 00 AM until 5 00 PM Monday through Friday Mountain Standard Time Updates and Changes Go to the Help menu and select Online Updates Any free update available is downloaded to your system Look up Online Updates Tips and Shortcuts on the Internet There s a wealth of information on the NDCMedisoft web page on the Internet The web site address is www medisoft com 152 NDCMedisoft Appendix B Program Installation Troubleshooting Handling Errors and Problems When you have trouble with your computer it is not always easy to determine the problem You may occasionally experience hardware difficulties program errors data problems or operator errors This section covers the basics of troubleshooting including how to define problems how to recover from them and how to avoid trouble Error Messages Written Error Description This is the most important part of the error message Because it is a written description it can give easy to understand information and help to solve a problem quickly Recovering from Errors When you get an error in NDCMedisoft your ability to recover from it is based on what you do next Always stop immediately to make note of the ENTIRE error message and retrace the steps
80. cator is Injury the first consultation date was September 21 2000 There have been no similar symptoms This was related to an auto accident so select Auto in Accident Related To Mr Gone lives in Iowa but was visiting people in Arizona when the accident happened so indicate AZ as the State In Nature Of select Injured during recreation No other fields are important for this case so leave them blank Open the Policy 1 tab See Figure 6 9 Chapter 6 Patient Record Setup 67 7 CASE TITLEALLNOOOO All Noit Headaches pero II Free zs ae ae Figure 6 9 In Insurance 1 select A1 Insurance Partners Mr Gone s Policy Number is 9782XYZ and his Group Number is 98KEY The Policy Start date is September 15 1998 and the End date is September 14 2005 Click Assignment of Benefits Accept Assignment Leave the default information in the rest of the fields in this tab Mr Gone has a secondary insurance policy Open the Policy 2 tab Select First Rate Insurance Company as his secondary coverage Policy Number 00034526Z and the Group Number is 888B Policy Start and End dates are October 1 1999 and September 30 2004 respectively Click Assignment of Benefits Accept Assignment Your carrier assigns a Claim Number in our case let s use 283 8765D No fields in the Medicaid and Tricare or Multimedia Advanced and above tab are necessary for Mr Gone so skip this tab Click Save when finished 68
81. ce List Network Professional only 117 Custom R port Listini a eea ea ara EEN 117 Load Saved Reports veces czsisscsbessisesstesscudecsissctdessbensdusisneddesanensueedisesducestcasanesoignss 117 Add Copy User Renorte AEN 118 Receive Send Reports Through NDCMedisoft Terminal 118 Troubleshooting Report Printing cccccsccesesscssecssesecnseesceseeseesecasesecneeeeeeonaes 118 Patient Remainder Statements Advanced and above 118 CHAPTER 13 cscsssssssssssrsersessrsessessrsesscssssessrsesscsensseessrsesecsensessecessessesenseseesenees 119 NDCMEDISOFT REPORT DpecnNtR AE 119 EE 119 Report Designer Menu Barsine iea ean aE cones sonsiauceservevaseensness 119 EE 120 TheFormat Grid EE 120 Report Energie et Canteen e a 121 Field EE 121 Standard Properties virsotnes ats ea eap Ae SEA Ee EE sora GARE 121 Text Field Properties oesie eea eeaeee i AE nee eNe oia 122 Data Field Properties ips EE 123 Calculated Field Properties sviste ties iisi ep eeii i yesitis inp ease tiin 125 System Data Field Properties s seseesesesecsessresseresececsensestseserseseseseeeseees 125 Shape Feld Properties see inesistente teaa deed ege Popes ege dd sare 126 Images Field Droperttes 127 Data Fields and Expressions cccscsccssssecesesssssecssesscnseeccescueeeecesseeeesecaeeseseeeens 128 TUTORIAL PRACTICE eg saves ceyecssessesesexess cs snuseeseguevseceseuete seusesny E TENE STNE N svetbods cove 128 Repositioning the CMS or HCFA 1500 domm 128 How
82. ch computer within one network at a single location Prohibited Uses Purchaser may not 1 distribute rent sublicense or otherwise make available to others the Software documentation or any copies thereof 2 modify translate adapt disassemble or create derivative works from the Software or documentation or 3 use the Software or permit it to be used on more than one computer at any one time except as expressly authorized in the Permitted Uses Section above The Software documentation and all manuals accompanying the Software are copyrighted and all rights are reserved by NDCHealth No copyrighted material may be copied photocopied reproduced translated or reduced to any electronic medium or machine readable device without prior written consent from NDCHealth NDCHealth s Rights Purchaser acknowledges and agrees that the Software and associated documentation are proprietary products of NDCHealth and certain third parties Third Party Licensors protected under U S and international copyright law Purchaser further acknowledges and agrees that all right title and interest in and to the Software and any copies thereof including associated intellectual property rights are and shall remain with NDCHealth and Third Party Licensors The License Agreement does not convey to Purchaser any interest in or to the Software but only a limited right of use revocable in accordance with the terms hereof and Purchaser agrees to tra
83. chare zl Account Code Altemate Codes a Help Type of Service ees Place of Service KZ es IT Taxable Time To Do Procedure 0 I Patient Only Responsible Don t Bill To Insurance Only Bill To Insurance Default Modifiers TT TC HIPAA Approved Revenue Code ess Default Units fo Purchased Service 2 me Figure 5 1 Accounting Codes can be any configuration of letters or numbers you want to assign to each accounting function e g cash checks etc Procedure codes are used for recording charges for services rendered and Accounting Codes show the payment and adjustment side of the entry process These categories are broken down into codes for specific purposes 36 NDCMedisoft Valid codes that have unique functions within the program are Adjustment Deductible Billing Charge Inside Lab Charge Cash Co payment Insurance Adjustment Cash Payment Insurance Payment Check Co payment Insurance Withhold Adjustment Check Payment Outside Lab Charge Comment Procedure Charge Credit Card Co payment Product Charge Credit Card Payment Tax Also indicated in this window are the type of service place of service time to perform the procedure whether to allow the code to print on insurance forms Alternate Codes and if applicable whether only the patient is responsible There is also a check box to indicate if the code is inactive Modifiers help pinpoint the exact procedure performed If
84. claim form is entered correctly filing and processing of the claim moves efficiently and insurance payments are made in a timely manner Your cash flow depends on your data entry NDCMedisoft is programmed to fill out the CMS or HCFA 1500 claim forms with data that has been entered in the program If there is a problem in data placement this chart can help provide the data source files the information and operation field name that apply to each designated box on the insurance form Box Claim Form BoxName DataSource Window Field Name Top 1 Insurance Name Address Insurance Insurance Carrier Address Name etc Top 2 Primary Secondary Tertiary Insurance Determined by claim form selected 1 Insurance Type Insurance Insurance Carrier Options Type la Insured s ID No SSN Policy Case Case Policy 1 2 3 Policy No 2 Patient s Name Patient Patient Guarantor Name Address Last Name Middle Name Middle Initial 3 Patient Birthday Sex Patient Patient Guarantor Name Address Birth Date Sex 4 Insured s Name Case Case Policy 1 2 3 Insured 1 2 3 5 Patient s Address Patient Patient Guarantor Name Address Street City State Zip 6 Patient Relation to Insured Case Case Policy 1 2 3 Relationship to Insured Appendix F CMS or HCFA 1500 Data Sources 77 Box Claim Form Box Name Data Source 7 Insured s Address Patient 8 Patient Status Case 9 Other Insured s Name Case 9a Policy Group No Case 9b Date of Birth
85. ction adjustment 103 Errors Avoiding seseeeseseeeseseeeeererrereree 154 Handlings scean 153 Messages 153 Network Initialization failure 154 Invalid Directory Alias 154 E GE 183 EXPTeSSIOD hins sranti siea 183 Conditional 128 182 F Facility report 113 Bie Gia E A EEE r EEEN 183 File maintenance Eack data anniina te 32 Purge data neisson 33 Appointment fields 33 Claims data files 00000000000 33 Closed cases csc0eseeeseeeeeeee 33 Rebuild mdexesg 32 Recalculate balances 0000000000 33 PU E 183 rette Ee EE 184 Folden eek one eke 184 Form offset 121 Format code 184 Format ed 120 Function Keys 18 181 184 Eegen ee eege 18 149 PR RE 74 Eea EE 18 123 EE 70 IL EE 18 PT EE 18 73 F8 18 36 39 41 43 44 55 56 58 60 70 135 137 163 F9 18 38 39 60 74 82 87 97 G Getting help from NDCHealth 155 Etage Eegen 184 GUaLANtOL oes eiae ena 184 Guarantor Quick Balance List 116 194 NDCMedisoft H Handling errors sesoses 153 HCFA krigerne r 184 HCFA 1500 form 43 Data sources seeeeeeeeneeeee 177 Header band eee ceeeeeeeeeeeeeee 121 Help Where to Find it Local Value Added Resellers EE 151 NDCHealth technical support TEE 151 Support options eee 150 Tips and shortcuts on the ternet egene aset 152 Training Seminars 150 Updates and changes
86. d any conclusions or information shared during the conversation For more information on the use of this feature see the Help files Look up Contact Entry 44 NDCMedisoft Eligibility You can check a patient s insurance coverage eligibility before the patient gets to the office This feature requires a separate sign up procedure The topic is addressed in greater detail in Chapter 8 Claim Management page 79 Look up Eligibility Verification and Eligibility List Tutorial Practice To review the procedures outlined in this chapter you can perform the following steps using the tutorial database provided with this program Opening the Practice Record Going to the File menu and selecting Open Practice See Figure 5 7 Practice Information EN Practice Billing Service Practice Name P Street City sz State Zip Code Ir Phone eren Extension Fax Phone ss Type Medical Federal Tax ID ees Extra 1 Extra 2 Figure 5 7 The sample data set up in this tutorial is under the practice name Medical Group Tutorial Data Highlight that name and click OK If this practice name does not appear click the Add Tutorial button Then select the practice and click OK The practice name appears in the Title bar of the main NDCMedisoft window Chapter 5 Setting Up the Practice 45 Creating a New Procedure Code Click the Procedure Code List speed butto
87. d in the Help window In addition you can go to the Help menu and select Table of Contents Highlighting any option in the Contents list opens the related help data fields Regardless of which of these entry points you utilize you open the same Help files Access the files in the manner most convenient to you NDCMedisoft Web Site The Knowledge Base is a searchable online database containing technical information relevant to the use of all NDCMedisoft and related products If you are working in an NDCMedisoft program access is made easy by going to the Help menu and selecting NDCMedisoft on the Web or at the following web site http www medisoft com kb When accessed you can search for information concerning all NDCHealth products or any particular product We try to maintain the most current technical information in the Knowledge Base For instructions on how to use the Knowledge Base click Help on the left side of the Knowledge Base page Training Options There are various training options available Contact your sales representative at 800 333 4747 or a local Value Added Reseller for information concerning these options 150 NDCMedisoft Local Value Added Resellers There are local Value Added Resellers of NDCMedisoft in your market area who are knowledgeable and efficient in selling installing troubleshooting and supporting your NDCMedisoft program You can contact an NDCHealth sales representative for the name of a qua
88. e c ccccsssceceeseceesseeeeeesees 37 Multilink CODES ege EE EENEG ANERER ES NEEN 38 DIG ENOSIS TEE 38 Eemer eege ETETA OE tas EEEE E 39 Address KE EE 39 Default Pins and Default Group IDs Tobes 40 PENS EE 40 Insurance Carrier Records ccccccccccccccccccecccecececececececesecesesesecesecesecesececesesesesecenns 40 Address Tabi EE 40 Options E 40 BDMCOdES Ki EE 41 Allowed Tab Advanced and above 41 PENS EEN 42 Address eegal genge in Eege geseet ER EDI Receiver Records 43 Referring Provider Recorde 43 Address TaD EE EE 43 RENTGEN 44 Billing e 44 Contact List Advanced ANd above csccccccccssscsesseessscsesceensesesseessesusseeeasenseeeesaes 44 Eligibility ooze testes Ee r hts ee Saat sh eee se cides hte cee eats eter teat eA 45 EUTORIAL PRACTICE wesc sisussssievccsievsdussxtsntcoceesesntnes svveve cp OANE ER EKTA ge SYNEN ES S Epia 45 Opening the Practice Record 45 Creating a New Procedure Code scssccscesecssessseseensesecneeeecnseeecnseeeceseeneeeceeeees 46 Editing Procedure Codes vocccisssscssscssicstsetscsassesiaeea sens eas seinri 47 Creating a MultiLink Code i s c sscvzccssccssiesisetacesssensesebonstestssusnavetse chest REENEN NET 47 Creating a New Diagnosis Code 48 Setting up a New Provider Record 49 Setting Up a New Insurance Carrier Record 50 Creating a New Address Record 51 Setting Up a New EDI Receiver Record 52 Setting Up a Referring Provider Record 52 IWER WTA 55 PATIENT RPCOR DEU
89. e agreement concerning the Software between Purchaser and NDCHealth Should any term of this License Agreement be declared void or unenforceable by any court of competent jurisdiction such declaration shall have no effect on the remaining terms hereof This License Agreement shall be construed and governed in accordance with the laws of the State of Georgia United States of America Preface iii iv NDCMedisoft Chapter 1 Getting Started Verify the Installation Media Your program software is serialized with a 14 digit Serial Number preprinted on the Certificate of Authenticity If you did not receive a Certificate of Authenticity check with the Value Added Reseller from whom you purchased the program or if you purchased directly from NDCHealth call your Account Executive and be sure you receive proper software Unless you were buying an update of an earlier purchase there is no reason why you should not have received a Certificate of Authenticity If you did not buy directly from NDCHealth and did not get a Certificate of Authenticity you were not delivered legal software Contact your local Value Added Reseller for legal software Networking Networking lets you connect two or more computers so that they share the same software and information If your office computer system is set up on a network read this section carefully NDCMedisoft Network Professional supports networking The difference between NDCMedisoft Advanced and
90. e Patient Guarantor new window That puts all the patient information into the system for filling out the insurance claim forms 2 After your patient accounts are set up enter a transaction for each outstanding charge in Transaction Entry The date on each transaction should be the date that service was rendered You can work from the ledger of each patient and enter data item by item until everything is current Again it is noted that the manual reentry applies to data originating from a different accounting program It could also apply if you do not want to put your MS DOS data through the automatic conversion built into the Windows versions of NDCMedisoft Converting from Windows to Windows Converting from Version 5 5x or 5 6x to Version 9 If you have been using NDCMedisoft Version 5 5x or 5 6x and have just installed Version 9 an automatic conversion is performed the first time a practice data set is opened in the new program Appendix C Converting Data 159 Converting from Version 5 4x or Lower to Version 9 If you are converting from NDCMedisoft Windows Version 5 4x or lower to Version 9 data must be converted before it can be accessed in the new program Go to the File menu and select Convert Data Choose Convert Windows 5 x data Follow the prompts 160 NDCMedisoft Appendix D Understanding and Working with Cases Case a set of circumstances or conditions an instance of disease or injury Mer
91. e Report Designer adding flexibility in the creation of reports to best serve your practice or business needs Using the Report Designer and the existing set of reports you can generate custom reports tailored to meet specific needs Report forms in this section are categorized into several styles Each style defines basic report characteristics i e List Label Ledger Walkout Receipt Insurance Form Statement and Statement Management To create custom reports go to the Reports menu and select Design Custom Reports and Bills Look up NDCMedisoft Report Designer and Format Design Reports Report Designer Menu Bar The Menu bar for the Report Designer is very similar to the Menu bar of NDCMedisoft See Figure 13 1 Sat NDCMedisoft Report Designer File Edit Insert Window Help SE EES E Ge ECKE E ES ES EEN Figure 13 1 Chapter 13 NDCMedisoft Report Designer 119 It lists File Edit Insert Window and Help menus The File menu is where most of the functions begin The Edit menu features the usual Cut Copy Paste and Delete options plus Find Field and Find Again The Insert menu contains a variety of the field types that can be used to create your report The field types are Text Field Data Field Calculated Field System Data Shapes and Images The field types are also conveniently placed as speed buttons on the right side of the toolbar giving quick and easy access Toolbar Besides the New Open Sa
92. e that is 65 00 click in the This Payment column of that transaction and enter 10 Click Close You need to make an adjustment so click New in the Payments Adjustments and Comments section of Transaction Entry Enter the adjustment code CACSYDISC in the Pay Adj Code field Courtesy Discount in the Description column and 5 as the adjustment amount Click Apply 76 NDCMedisoft The Apply Adjustment to Charges window is similar to the Apply Payments to Charges window See Figure 7 7 Adjustment ee For Gone I B 2 Seel Coe CS E bus neo be 1 sai si 72 bus Jee Je sl oi ow There are 2 charge entries E ge Oger Hep Figure 7 7 Locate the 65 charge and enter 5 in the This Adjust column Click Close to return to the Transaction Entry window Transaction Documentation You need to add a note to the first transaction Locate that transaction in the Charges area and click Note in that same area You can add a note to either a charge transaction or a payment adjustment transaction See Figure 7 8 Transaction Documentation UAT ransaction Note internal use only Documentation Notes ch F 8 Figure 7 8 The default Type is Transaction Note internal use only Enter the following in the Documentation Notes area of this window Follow up with the carrier on this charge Chapter 7 Transaction Entry TT Click OK Click Save Transactions In the column to the r
93. e used when checking eligibility and when sending claims or statements electronically Electronic submission through NDC Electronic Claims Processing is provided at no additional cost To get started with electronic claim or statement submission contact your local Value Added Reseller or call NDCHealth directly at 800 689 4550 and request the enrollment package Optional direct claims software is available to send claims directly to selected carriers throughout the country Most of these are set up on a state or regional basis and handle Medicare Medicaid Blue Cross Blue Shield and often commercial claims There is a cost for each of these programs but in most cases there is no charge for claims filed Information on other available EDI modules can be obtained by calling your local Value Added Reseller or NDCHealth directly at 800 689 4550 Look up EDI Receiver Entry Referring Provider Records Many patient visits are the result of a referral from another provider When a patient is referred to your practice you must record the Unique Physician Identification Number UPIN The referring provider name prints in Box 17 of the CMS or HCFA 1500 claim form and the UPIN prints in Box 17a Go to the Lists menu and select Referring Providers To enter a new referring provider record press ES or click New Address Tab The Address tab takes the basic information plus specialty data and the license number It allows space for you to
94. eature Now you can follow the instructions given in your third party program to access this claim file Look up Sending Claims to a File Tutorial Practice To review the procedures outlined in this chapter you can perform the following steps using the tutorial database provided with this program Claim Management To perform any claim management functions click the Claim Management speed button to open Claim Management Be sure you are using the tutorial database for these exercises See Figure 8 6 F Claim Management OF x Search Sort By Batch 1 7 List Only a J d el ee Number Chart Mun age ss Meis Bach BilDate1_ EMC Receiver 1 Carier 3 Status 2 i 1 STEFROOO FIROO Ready to Send EDI al oo 7 3 SHOUO000 FIROO Ready to Send EDI 0 NDCO1 7 STEFR000 AETOO Ready to Send EDI 0 NDCO1 8 STEFROOO AETOO Ready to Send EDI 0 NDCO1 9 STEFRO00 AETOO Ready to Send EDI 0 NDCO1 E ia 4 ALLNO000 AETOO Ready to Send EDI 1 8 27 2003 CIPA ia D GONIO000 A1000 Ready to Send Paper 2 9 11 2003 T0000 FIROO Ready t ia 6 GONIO000 A1000 Ready to Send Paper 2 9 11 2003 T0000 FIROO Ready t P 4 Create Claims 3 printSend Reprint Claim A Delete GR Close Figure 8 6 Creating Claims Click Create Claims in the Claim Management window See Figure 8 7 86 NDCMedisofi T Create Claims Figure 8 7 Since we created two charge transactions for I B Gone in the Transaction En
95. ecescouganeesevreces E E EAE 157 What Doesnt Convert ccenn ean enn e E ea ee 157 Converting MS DOS to Widowg 157 Bringing Over Account Detail from Another System s src 159 Converting from Windows to Mindowe 159 Converting from Version 5 5x or 5 6x to Version H 159 Converting from Version 5 4x or Lower to Version 9 160 APPENDIX D ssccsssssssessssessessesessessesessersesessersssessessesesessessesesessesessassesessessesess 161 UNDERSTANDING AND WORKING WITH C Asp 161 To help you better understand 2 eee eee ceecesecneeceeeeeeeeeeseeeeseeseensees 162 Working With Cass s scsceecssedescasseseasnadhgsa sass uecsanaveesasadaneeashgeasoteuecasssseseacnsaseas 162 A Truckload of Boxes or Coazes 163 Summary of the Use Of Coases 164 APPENDIX E cccsssssssssessessssessessesessarsesessersssessessssessarsesessessesesessesesassesessersesess 167 NDCMEDISOFT TERMINAL seo snyiet Eder Eed subetedeeubeureb sees 167 Receiving Reports from a BS 167 Program Clottong ege Ee Ee ESA TEE EEN E EN 168 Dial EE 169 M dem KC EE 170 ID and Extra Tab EE 171 Di ling EE 171 Sending and Receiving Eiles 171 ILLADA SI EE E E OAE E A E E A AE EEE 173 EE 175 APPENDIX By isicscacccedscscssscccaessesacssssancsdssctecsesseedssesessesoececessdcvestessesos cusdescesbaaasesesese 177 CMS OR HCFA 1500 DATA SOURCES ccscccccceceesessceeececeesessscecceeceesenssaeeeeeens 177 APPENDIX E 181 UNDERSTANDING THE TERMINOLOGY nsosos
96. ect a particular function or software application Also known as an icon Appendix G Understanding the Terminology 185 Speed menu The menu that displays when the right mouse button is pressed This menu normally duplicates functions that can be initiated in other ways Statement A summary of a financial account showing the balance due Status bar The gray bar across the bottom of an applications window which displays data and information pertaining to the field in which a user is working Submenu A menu related to and reached from a main menu Suboption An option on a submenu Superbill Checklist of procedures and diagnoses used to indicate the procedures that are performed during an office visit Once completed by the doctor it becomes the basis for transaction entry Also known as a Routing slip System menu A drop down list that displays when the System menu icon is selected the upper left square in a window Usually contains items such as Restore Move Minimize Maximize Close Switch To Task bar The bar at the bottom of the screen that contains the Start button as well as minimized buttons of any active program In the NDCMedisoft program it also contains written hints concerning buttons and windows Tertiary Of third rank value or importance In the NDCMedisoft program the patient s tertiary third insurance carrier can be an attorney employer or anyone else that needs a copy of in
97. ectory you specified when you installed your latest program The first new data directory is automatically named DATA the second is named DATAL and each new data directory is named consecutively after that e g DATA2 DATA3 etc DO NOT RENAME THESE DATA FILES The program relies on this naming convention to function properly To identify which practice files are contained in which data directory use the Open Practice window which contains the data path for the highlighted directory We recommend that you do not delete your old data directories until you know for certain that the newly converted data is complete If you need more space on your computer you can create a backup of the old data directories or just copy them onto storage disks but keep them until you are certain the new program is working completely and properly 16 NDCMedisoft Chapter 2 Basic Navigation in the Manual and Program How to Use the Manual This manual is designed to give you an overview of what the program is and how it can work for you It is not a complete how to instruction manual The detailed instructions are contained in the online Help files After a function or window is introduced in the manual the EI symbol tells you where to go for additional help For example the Billing Code List explanation in the manual briefly explains the feature and shows the window then instructs F1 Look up Billing Code Entry Press F click Search
98. ed warranty ii Miscellaneous cceeessesseeeeee iii NDCHealth s gebts eee ii Permitted uses cccceeeeceeeeeeees ii Prohibited uses ccccccccceeeeeeees ii Termination of license iii Trademarks sesser ii Limited warranty csceeeeeeees ii TASE DOK aiat setiap 184 List only Claims that match 83 List window seeesecseeeeeneeeeeeee 185 Listing statements 0 0 0 0 eee 94 Lists mem rre eittera 20 Load saved reports eeeeeeeee 117 M Managed care 103 185 Capitation payment sss ses1se 104 HM EE 103 PPO prenien aea 104 Primary care providet 104 Marking claims Multiple claims in same batch 85 Marking statements Multiple statements in same batch EE 95 Maximize eeeeeneeeeseereeeeererre 185 Medicaid n s ol Menu bar 19 181 Activities men 20 Edit menu COPY iiir neess 20 LE GE 20 Deletes stage eege 20 SE 20 File menu Security Setup cece 19 Help menu 20 Fists mmemg Ee 20 Reports Menu eee eee 20 Tools men 20 Window menu 20 Minimizes eranan n 185 MMDDCCY Y 183 MMDDYY Y rinte 183 Modal 185 MS DOS unripe 16 157 Conversion cccccceeseeeees 16 157 MultiLink codes ssesesoenseeseneeeeesee 38 Multiple practices Default directory eee 15 N NDC Electronic Claims Processing SSES 109 NDC Statement Processing 110 NDCHealth Getting belp eeeeeeeees 155
99. eeseeesssesereessseesererstrssserrreressseserernese 181 Preface Copyrights NDCMedisoft NDCMedisoft Advanced NDCMedisoft Network Professional and Office Hours programs and documentation 1987 2004 by NDCHealth Corporation All Rights Reserved Software License Agreement License Agreement NDCHealth Corporation NDCHealth grants to the original purchaser Purchaser a nontransferable nonexclusive license to use the accompanying software the Software in machine readable object code form only and the associated documentation for the private use of Purchaser as set forth in the Permitted Uses and Prohibited Uses sections below Acceptance and use of the Software acknowledges Purchaser s agreement to abide by the terms of this License Agreement Disclaimer NDCHealth makes no representations or warranties with respect to the contents of the Software and specifically disclaims any implied warranties and warranties of merchantability or fitness for any particular purpose NDCHealth reserves the right to make changes or alterations in the Software without the obligation to notify anyone of the changes or alterations Preface i Permitted Uses Purchaser may 1 copy the Software for backup purposes to support Purchaser s use of the Software 2 use the Software on a single computer and 3 if integrated with NDCHealth networked software licensed by Purchaser from NDCHealth Purchaser may install this Software on ea
100. ei AE 79 The Claim Madgeeer sabse ee eege ies 79 Creatine EE SI Editing WEE Printing Claims Troubleshooting Insurance Clams 83 M Claim Form Not Centered A 83 Rep intin EE 83 isnin ET 83 Changing Claim Status ee costes se EERSTEN Ed 84 En re Bateh seare a airaa ege Eed Eed E E epee 84 Selecting Multiple Claims ee ccsecsseecssecseesecsereeceaeeecsaecaseseseesseeeaeeeeeas 85 Sending Claims to a File 86 TUTORIAL PRACTICE s ooper eeraa neepa epeo ea T ESE ETSE SE APE oE ENEE deed re 86 Claim Management 86 e 86 Editing Claims anana e a nE Eege a iaai 87 Sending WEE 88 Changing Claim Status ccc iscccccssccsisiessessasissntviesusete cess seansbetsodhassaseisesssevsseseasestvens 89 L SEN NA 91 STATEMENT MANAGEMENT ADVANCED AND ABOVE ssssssssssessseseeeetessereessrreese 91 Creating Statements i cicicesiccscssdeeesuh ENEE EEEa E EEEE EEN EEEE 92 Editing Statements 22s ccs eege Seege 92 Printing Statements ee ENEE EENS EES 93 ReEPrinting Statements scssi kig torre ica gees ests EAEE AEN 94 Listing Statements EE 94 Changing Statement Status inrer niei ai e aa 94 Pntire Rath eg 0 28 deeg tege Greter eae e a aap E ee teres 95 Selecting Multiple Statements ee cseeecsecseeeecneeeeceseeecseeceeeseceeeeeenaeeeeens 95 TUTORIAL PRACTICE en svevsceceotcuvesnsaserecostesthonbensBesustueteresiteis cupteceeeodeseteseesveeneetes 96 Statement Management oosseeeesseseesesreereereerssrrrieserrreresresrrsersrssereresesresreseee 96 Creat
101. eld Apply Payments or Adjustments to Charges We recommend that you apply all payments and adjustments to charges Failure to do so results in other parts of the program not functioning properly US i e remainder billing and the delay secondary billing feature Advanced and above to name only two In addition some report results will be incomplete or inaccurate You can distribute a payment or an adjustment to a specific charge or charges by clicking Apply The Apply Payment to Charges or Apply Adjustment to Charges window opens depending on whether you are applying a charge or an adjustment and lets you direct that payment or adjustment to the proper charge or charges Besides displaying the source of the payment or adjustment and the patient s name the Apply Payment to Charges or Apply Adjustment to Charges window also displays the number of charges in this case The upper right corner displays the unapplied amount entered in the payment Once the entry is complete and verified click Close to return to Transaction Entry You can then click Print Receipt which gives the patient a Walkout Receipt before leaving the office click Print Claim which prepares entries that have not yet been submitted on an insurance claim and sends them to print or click Close to exit the window Look up Apply Payment to Charges or Apply Adjustment to Charges 72 NDCMedisoft Patient Treatment Plans Network Professional only Wh
102. elds select INSPAY WROFF WITHHOLD and DEDUC Click Save Highlight A1 Insurance Partners and click Edit A new insurance record must be saved before the last two tabs are accessible Open the PINs tab For IM Urdoc enter 1122334 When finished click Save Click Close Creating a New Address Record Click the Address List speed button to open the Address List window Click New See Figure 5 14 WT Address new Bisi x If the Code is left blank the program will assign one A ene Name R Cancel Street s City Kees State PS Zpet mr Type Employer zl Phone Extension 3 Fax Phone aaa Cell Phone RER Office Contact IR ewaf ID EE Identifies Code Estra 1 Extra 2 Figure 5 14 Leave the Code field blank this time and let the program automatically assign one based on the Name field The code is not assigned until all information is entered and saved Chapter 5 Setting Up the Practice 51 In the appropriate fields enter Pizza Hut 1234 Fifth Avenue Anywhere IA 85000 1234567890 this is the phone number In Fax Phone enter 1234567899 Be sure the Type field reflects Employer The contact for this entry is Murray and in the JD field enter Hawaiian 3 Cheese The ID Extra 1 and Extra 2 fields are used for any other information you may want to enter to identify this entry When finished click Save Click Close Setting Up a Ne
103. ement status To perform any statement management functions go to the Activities menu and select Statement Management or click the Statement Management speed button See Figure 9 1 ST Statement Management BISE Search Sort By Batch Number 7 List Only Change Status zl E gt el LEE a a 8 GONIOO00 513 224 4668 Ready to Send Standard 1 ALLNOOOO Ready to Send e Paper Standard 2 SHOUOOOO Ready to Send 1 Paper Standard 3 STEFROOO Ready to Send 1 Electronic Standard 4 STEFROOO Ready to Send 1 Electronic Standard 5 STEFROOO Ready to Send 10 7 2003 2 Paper Standard 6 GONIOO00 513 224 4668 ReadytoSend 10 7 2003 2 Paper Standard 7 STEFROOO Ready to Send 10 7 2003 2 Paper Standard A Delete d Close Figure 9 1 d i Chapter 9 Statement Management N Creating Statements Click Create Statements to gather available transactions onto a statement See Figure 9 2 T Create Statements M Range of Transaction Dates 7 to x Chart Numbers zl sl to zl 2 M Select transactions that match Billing Codes nnn Case Indicator e Location O Provider MA M Include statements if the remainder total is greater than 7 Enter Amount M Statement Type Standard Remainder Figure 9 2 You can create a single statement or an entire batch Enter ranges of transaction dates and or chart numbers to control which statements are created Also
104. en a patient has a choice of options for the treatment he or she can receive a treatment plan can be prepared which sets out the different treatments offered and the cost of each plan Look up Treatment Plan List Print Receipts Create Claims Once a transaction has been entered and saved the transaction can be displayed in the Transaction Entry window By sliding the scroll bar at the bottom of the window a full summary of the transaction is revealed You can now print a receipt for the patient file a claim or close the window Look up Create Claims Billing Charges Advanced and above This feature lets you apply billing charges to accounts that are past due Before you can use this feature you must set up at least one billing charge type of procedure code Do this through the Procedure Payment Adjustment List and Procedure Payment Adjustment new windows Fill in the Code 1 and Description fields Be sure to select Billing charge in the Code Type field Add whatever other information you want and save the code Create as many billing charge codes as you need If desired you can use billing codes which are used to categorize patient records and indicator codes in applying billing charges Be sure these codes are set up if you want to use them Go to the Activities menu and select Billing Charges Use the range limitations to select the records to which you want to apply the billing charges The Charges Creation Date is t
105. enu and select Custom Report List When you create a customized report it is included in the Custom Report List There are numerous reports already formatted that are included in the program and can be accessed These include Address List Billing Code List Birthday Card Birthday Labels Claim List Diagnosis Code List EDI Receiver List HCFA 1500 Forms Insurance Carrier List Insurance Payment Tracer Claim Mgmt Laser HCFA 1500 forms Patient Birthday List Patient Face Sheet Patient List Patient Recall Labels Patient Recall List Patient Statements Pre Printed Statement Primary Claim Detail Primary Claim Labels Primary Claim Summary Procedure Code List Provider Staff List Referring Provider List Remainder Statements Remainder Statement Troubleshooter Report Sample Statement with Image Sample Statement with Logo Secondary Claim Labels Security Permissions Grid Superbill Tertiary Claim Labels Transaction List Unbilled Transactions and Walkout Receipts In NDCMedisoft Advanced and NDCMedisoft Network Professional there are two statement types Statement and Statement Management If you are US modifying a statement make sure you are modifying one with the correct type You can only print Statement report formats from the Reports menu and Statement Management report formats from Statement Management Look up Modifying Existing Reports Load Saved Reports This option allows you to reopen reports that were prepared earlier
106. eport window You may briefly see an Update Billing Status window and then are returned to Statement Management and the statement for Mr Gone is printed The statement status has been automatically changed to Sent a batch number assigned and the current date entered in the BOU Date column for both statements Changing Statement Status Through Statement Management all submitted statements are automatically marked Sent with an indication of the method of submission The status needs to be changed when the statement is paid completely or for some other reason Time has passed since you printed and sent the statements for I B Gone and you ve received a correction notice from the patient You ve already corrected the errors and are ready to resend the 98 NDCMedisoft statements To locate Mr Gone s statements we ll use a different portion of the program Click List Only and type GON in the Chart Number field and press Tab Click Apply In Statement Management highlight the statement and click Change Status See Figure 9 9 Change Statement Status Billing Method Ce CEKKKKK esst e e Figure 9 9 Choose the Batch radio button and make sure the batch number in the box matches that shown in Statement Management Since we used the List Only Statements that Match window to locate the US statements the batch number is automatically entered in the Change Statement Status Billing Method window In the Status From
107. er third of the window has two fields Modem Initialization is normally left blank If you have problems connecting with your EDI receiver or BBS and your modem manufacturer suggests a Modem Initialization String enter the string here In Modem Termination enter a character string to terminate the phone connection after the transmission has ended if your modem requires this This field is usually left blank ID and Extra Tab This tab displays information only Any entries in these fields are already set up in the EDI Receiver window Look up Dial Options in the NDCMedisoft Terminal Help file Dialing a BBS To dial a BBS press D to bring up the Dial window See Dial Options page 169 on the features and setup Once the parameters have been specified select your EDI receiver and click OK to initiate the dialing process After clicking OK the phone number ATDT and any prefix entered displays in the NDCMedisoft Terminal window Since all BBS s are different you need to follow the screen commands as they appear Look up Dial in the NDCMedisoft Terminal Help file Sending and Receiving Files While you are logged on to the BBS you may want to send or receive files To do this while logged on go to the Transfer menu and select Send File The Protocol Properties window appears See Figure E 5 Appendix E NDCMedisoft Terminal 11 Protocol Properties Figure E 5 The window has two field selections Send f
108. ermine the end result A conditional expression is a formula or equation that contains at least one if clause which must be met to get the desired result In effect expressions give you an easy formatting method to get the exact data desired to display in the field Click New Expression and the Select Data Field window is displayed Select a file on the left hand side of the window and an abundant list of fields available is displayed in the Fields list on the right The files from which you may choose are Case Insured Claim Custom Data Patient Practice and Transaction Look up Data Field Expressions and Conditional Expressions Tutorial Practice To review the procedures outlined in this chapter you can perform the following steps using the tutorial database provided Repositioning the CMS or HCFA 1500 form Let s say your paper claims are printing with text shifted too far to the right and below the spaces provided in the pre printed CMS or HCFA 1500 forms 1238 NDCMedisoft Go to the Reports menu and select Design Custom Reports and Bills Click the Open speed button the book with the arrow pointing to it and select HCFA 1500 Primary Click OK Go to the File menu and select Report Properties See Figure 13 11 Report Properties Figure 13 11 It s probably better to make one adjustment at a time so in the Form Offset section change Left to 05 Click OK You need to print the form
109. ersion you have three options Convert All Transactions Convert Patient Balances and Convert No Transactions The Convert No Transactions option which is recommended converts all MS DOS data except transaction detail and transaction histories If selecting this option you need to maintain two accounting systems until all patient balances in the earlier system are zeroed out All new charges and payments and adjustments for the new charges should be recorded in the new NDCMedisoft program for Windows program and all payments and adjustments for existing transactions should be recorded in the MS DOS program until all accounts are balanced The Convert Patient Balances option not recommended converts all MS DOS data but treats transactions in a special manner All transactions for each patient are compiled and converted into a single balance forward sum with no transaction detail A BALFORWARD or CREDFORWAR transaction is created showing the amount owing or credited to the patient Because no detail is converted we do not recommend this type of conversion It becomes very difficult to apply payments to old transactions The Convert All Transactions option not recommended converts all MS DOS data and creates new cases as necessary Select the type of conversion you want and click OK The Conversion Progress window is displayed The Convert No Transactions option converts only these files Address Insurance Appointment Patient B
110. essary you can reprint claims without regard to their status To reprint an entire batch the status must be changed for the batch Look up Reprinting Claims Listing Claims The Claim Management window has a claims viewing feature that lets you retrieve claims that match a set of criteria that you define Click List Only See Figure 8 4 Chapter 8 Claim Management 83 List Only Claims That Match eeeeeeer Figure 8 4 In the List Only Claims that Match window use one or more of the options to limit the claims you want to appear in the window Look up List Only Claims that Match Changing Claim Status In the Claim Management window all submitted claims are automatically marked Sent with an indication of the method of submission There may be occasions when you need to change this status Entire Batch If the status of an entire batch needs to be changed you can change all the claims at once Highlight one of the claims and note the number listed in the Batch J column in the Claim Management window Click Change Status The Change Claim Status Billing Method window is opened See Figure 8 5 84 NDCMedisoft M Change Status Billing Method of Claims For Batch o Ze Selected Claim s Status From Status To R Cancel C Hold Hold C Ready to send C Ready to send C Sent Sent Rejected C Rejected en Help C Challenge CO Chan C Alert Seed wier Alert C Pending Done
111. estore Backups 0 0 23 Program Daten isiin aeaa a S EAR E AOS AREE E O EES 23 Program OPUONS issii esisiini oiire i sikian ois riae sieas 24 EAA E EE 24 E Backing Up Data ege erte 24 BM Default Choices zee bess cocccvesedcocceslcoss ege eege Seege d t eege 25 BM Eligibility Receiver estate ed estes eaten emia seen 25 Data Bt yi Dabs cecsd se cases de ere Dette EENE EE si podews EE seek ler Ede 25 Payment Application Tab Advanced and above 26 Aging Reports Tab 27 EISE TaD EE 28 Color Coding Tab Advanced and above cssceeseceseceeeeeecnseeseeeneeeeeees 29 E Transactions cc ceccceccesccccecsessssssescescsessessssceeceessesssescessessessesscesees 29 WR Patent 30 Security Setups s5cc sccsssscsdigsdecssnssssesbissisntsactssesidesdeeas cessenagegbiee dessesderebecstussasesuierd 30 NDChMedtsoft 31 NDCMedisoft Advanced and NDCMedisoft Network Professional 31 File Maintenance occcccccccccccccccccccccccccccccsecesesesesessesesesesesesesesesesesesesesecesesececesecesess 31 Rebuild Indezeg 32 SR EE 32 Purge D E 1r EEE EEE couse 33 Recalculate Balances ccccccecccessscsssesssecececesecececscececececesececesesesseeeseeeesseeeees 33 CHAPTER E 35 SETTING UP THE PRACTICE e eea o a AE E n a e Ea EE ERAEN SS 35 Procedure Payment and Adjustment Code 35 New Procedure Codes and Accounting Code 36 General Tab DEE 36 AMOUDtS Tab EE 37 Allowed Amounts Tab Advanced and abov
112. et data filters and determine the overall general size and margin settings You can also enter the title paper size orientation and position One important feature is Form Offset This permits the form to be adjusted even fractions of an inch so it fits exactly the prescribed form You can also affect the order in which the documents are printed by using the Sort By feature Look up Report Properties Field Properties Standard Properties Each field type has the following options Alignment Options are Left Center or Right which align the box to report margins There is also an option to Align to Band Used in conjunction with one of the other alignment designations it applies the alignment to the height of the band Size You can specify in the Properties window an exact height and or width in increments of pixels which are the smallest graphic unit that can be displayed on your screen Matching Alignment and Size You can match the size or alignment of any field or group of fields to another Position Specify an exact position on the page in relation to the top and left edges of the report again in increments of pixels Transparent Background This option eliminates the white area around data in the various fields when the report is printed showing the data directly over any background color Chapter 13 NDCMedisoft Report Designer 121 Font One of the variations you can introduce is changing the font As you go through
113. etc The advantages to using MultiLinks include a reduction of time during data entry If you can create several transactions with the entry of a single code name or number there is an obvious time saving MultiLinks also reduce omission errors You won t forget codes that should be included if they are included in a MultiLink When you use the MultiLink code all the codes in the group are entered Enter the MultiLinks function by going to the Lists menu and selecting MultiLink Codes The list displays all available procedure codes adjustment codes and payment codes You can also set up a new MultiLink or edit or delete an existing MultiLink code Look up MultiLink Entry Diagnosis Codes Diagnosis codes represent the reason a service is provided In effect the procedure code tells what the doctor did and the diagnosis code tells what the doctor found As with other list functions the diagnosis code setup is accessed by going to the Lists menu and selecting Diagnosis Codes or by clicking the Diagnosis Code List speed button At this point you can review codes in the list or search for one you do not see Clicking New ES or Edit ES opens up a window where you can create a new code or edit an existing one See Figure 5 2 ZS Diagnosis new OF x Code 1 j A Save Description amp eee M Alternate Code Sets Code 2 l Code 3 TC HIPAA Approved Inactive Code E GI Hep Figure 5 2
114. evel 1 is for unlimited access and is designed to be used exclusively by the Supervisor or administrator to restrict access to the program Levels 2 3 4 and 5 can be user defined with the Supervisor deciding what fits in what level and assigning users accordingly Generally the higher the level number the less rights are assigned to it Add or remove check marks for level access by clicking the appropriate check box for each process displayed with each listed window name If a task is attempted by a user who does not have rights to that task based on the security level assigned a warning dialog box is displayed stating that the user does not have the authority to perform the requested task Once the security feature is used the File menu contains an additional option Log In As Another User Look up Security Setup File Maintenance The program puts you in the driver s seat by giving you the ability to rebuild indexes pack data recalculate patient balances and purge data The tools to perform each procedure are contained within separate tabs Each of these file management functions carries the warning that it can take a US Jong time to process Keep that in mind when planning your file maintenance activities Chapter 4 General Practice Setup 31 Rebuild Indexes The Rebuild Indexes tab provides options to rebuild data indexes and lists the files available for rebuilding Clicking AU Files includes them all See Figure 4 7
115. ew Appointment Entry window See Figures 14 1 and 14 2 Office Hours Professional Chapter 14 Office Hours Patient Appointment Scheduler 135 New Appointment Entry 12 6 2002 m 5 Figure 14 2 Enter or select the chart number of the person for whom the appointment is being set If the person s information has been entered in the program the name and phone number are automatically entered and the patient s last case is reflected in the Case field 136 NDCMedisoft Assign a resource If the resource or room you need is not in the list press F8 to create a new resource record The Notes field lets you include a reminder message regarding the patient s need or condition Enter an appointment reason in the Reason field If necessary change the Length Date and Time fields here You can also change the appointment color If there is a need for repeat visits click Change in the Repeat section See the following Repeating Appointments section Look up New Appointment Entry Repeating Appointments When a patient needs to make regular return visits set up repeat appointments through the New Appointment Entry or Edit Appointment window Click Change in the Repeat section at the bottom of the window The Repeat Change window that opens is the same window that appears when creating repeating breaks See the Setting Up Repeating Breaks section for instructions page 138 Look up Repeat C
116. ew case is to click Copy Case Through the Patient Guarantors and Cases option in Lists menu or while in the Transaction Entry window click the arrow to the right of the Case field then highlight desired case and press F9 A new case should be opened if the patient switches to a new insurance carrier If the patient develops new symptoms that require a change in diagnosis codes and extended care create a new case However if the patient comes in once for say three stitches in a finger you can create a transaction to cover the visit without creating a new case Simply change the diagnosis codes in Transaction Entry and a new claim is created The only time the same number appears is when that number has intentionally been recalled to add transactions to an existing visits list The program automatically assigns case numbers to new cases Always set up new cases for all transactions when a patient changes insurance carriers Introducing new case numbers helps avoid intermingling of claims aimed at different carriers If treatment is covered by Workers Compensation set up a new case to keep transaction charges separate from claims filed with the regular primary carrier When accident treatment is finished close this case and return to regular carriers It is possible to enter a Workers Comp case and still make regular entries in existing primary carrier cases It is possible but not recommended to enter all transaction
117. forming the install has a working knowledge of Windows networking Step One Installing the Advantage Database Server You must have administrative privileges to install the Advantage Database Server Pre Server Installation Setup 1 Designate a computer as the server Use this server to house your data A We strongly recommend that the server NOT be used as a workstation If the file server is also used as a workstation there is a great risk of data corruption If you have to reboot for any reason any open data may be corrupted 2 Create a folder for the Root Data Path i e Medidata Use the UNC Universal Naming Convention address to designate the shared folder e g 2 NDCMedisoft ServerName FolderName If you use the UNC address you don t have to map a drive and use the drive name in accessing your data Before installing NDCMedisoft set up file sharing in the Network applet in Control Panel on the designated server In Windows Explorer set up sharing for the program data folder and give full access not read only access to the folder for everyone who uses the program Server Installation Setup l 2 10 Insert the CD in the server CD ROM drive When the first installation splash screen appears select Networking and Tools If the splash screen does not appear automatically go to the Start menu on your Task bar and select Run Type X AUTORUN where X is your CD ROM drive letter and click OK
118. g Up the Practice M PINs Tab The PINs tab contains a listing of all PINs assigned by the selected carrier to each provider contained in the program Look up Insurance Carrier Entry PINs Tab Address Records The Address file is your address book within the computer It keeps the names addresses and phone numbers with extensions of important outside contacts such as referring physicians attorneys employers referral sources etc The Address file should include all important contact persons whose phone fax cell and e mail numbers the practice needs at any time in the future Go to the Lists menu and select Addresses or click the Address List icon See Figure 5 5 T Address new mployer IN Figure 5 5 42 NDCMedisoft When you click New or press F8 the program automatically assigns an address code based upon the Name field The address code is not assigned until all information is entered and saved Use Search for and Field to look up the address code of existing records The addresses maintained in the program are classified by type assigned to facilitate ease of selection in a drop down list These types include Attorney Employer Facility Hospital Rest Home etc Laboratory Miscellaneous and Referral Source Correct types are required to ensure the CMS or HCFA 1500 form prints correctly Look up Address Entry EDI Receiver Records EDI receiver records ar
119. ght save the form and close the Report Designer Use this revised form each time you print paper claims If you are short on CSM or HCFA forms you can print the report on plain paper Place the test paper on top of a pre printed form and hold them up to the light to see if the text is lined up properly How To Revise an Existing Report You decide that you want the Zip Code included on your patient lists In the Report Designer click the Open speed button Locate Patient List and click OK First you need to add the column heading and you have to make a little space for it Move the Phone heading a little to the right by clicking and dragging the field This is the heading in the blue band not the one in the green band Click the Text Field speed button in the toolbar and then click the cursor in the space between CityLine and Phone Double click this new text field to open the Text Properties window In the Text field enter Zip Code Click Font and in Font style click Bold Click OK Click OK again To be sure the heading is aligned properly hold down the Shift key and click CityLine Zip Code and Phone Right click over one of the selected fields select Align Fields in the Speed menu In the Alignment window choose Bottoms and click OK Yow re halfway there In order to align the Phone heading and the Phone 1 field in the green band right click Phone and select Properties In the Text Properties w
120. gure 14 8 Day View The Day View shows a single provider s appointments for a selected day If multiple columns are set up all columns are displayed To display another provider s schedule make a new selection in the provider box in the toolbar This view does not show columns for resources but columns can be added or removed as necessary in this view m Week View The Week View also shows only one provider s schedule but with one column for each day of the week If you have multiple appointments scheduled the time slot shows the color for scheduling conflicts You can size the columns to see all the appointments breaks scheduled by placing the cursor on the right column heading boundary line until it takes the shape of a double sided arrow and then drag the boundary line right or left to increase or decrease the size of the column Columns can be added or removed as necessary in this view Month View The Month View shows up to 31 days with the boxes colored where appointments have been scheduled This is a single provider view The value of this view is that you can get a good overall view of which days are free for appointments or other scheduled items Columns cannot be added or removed in the Month View 142 NDCMedisoft Multi View Multiple Provider Resource View The Multi View or Multiple Provider Resource View is the most flexible The program provides one Multi View setup which automatically includes al
121. h diagnoses procedures providers insurance companies and other variable data In other words case files are totally flexible and can change with every illness insurance change or transaction As transaction entries are made for a visit and billing is prepared the data in the case file is essential to identifying the problem and to whom the billing is to be sent In effect visualize the claim as a large truck that can be loaded with any number of boxes cases of product By the same token a case can have as many transactions as are needed See Trucking analogy that follows The program automatically assigns a case number when a new case is created with no duplication of case numbers within a database Each time you access a patient s record through the Patient List window there is a list of cases for which the patient has been treated Ifa previous treatment is similar to the new visit diagnosis reopen that case and continue to enter data within it Through the cases you can build a history of that patient s treatments regarding the particular illness 162 NDCMedisoft For instance all records regarding that patient s treatment for diabetes is in one case The high blood pressure treatment is accessible through another case Just visualize A Truckload of Boxes or Cases To accomplish the billing tasks in the NDCMedisoft program there must be a vehicle of transportation Visualize the insurance carrier as a large truc
122. hange Entering Breaks You can enter breaks into the appointment schedule as reminders that the time slots are committed Some breaks are a one time occurrence like a vacation or a seminar Others are regularly scheduled times for each month or week There are several ways to access the New Break Entry window The quickest way is to click the Break Entry speed button You can also click New or press in the Break List window See Figure 14 3 Al Ze ointments from today forward Search for lj cl Field Name SS SCH jp coking Name Date Time __ Lenath Provider Resource Reason Repeat Lunch 9 28 2002 11 30 am 30 JM Every week on Mon Tue Wed Thu and Fri 9 Lunch 9728 2002 11 30 am 90 MM Every week on Mon Tue Wed Thu and Fri of Lunch 9 28 2002 11 30 am 90 REL Every week on Mon Tue Wed Thu and Fri 9 Lunch 9728 2002 11 30 am 90 WH Every week on Mon Tue Wed Thu and Fri oft Staff Meeting 9 28 2002 3 00 pm 30 JM Every week on Mon D Staff Meeting 9 28 2002 3 00 pm 30 MM Every week on Mon of Staff Meeting 9 28 2002 3 00 pm 30 REL Every week on Mon 9 Staff Meeting 9 28 2002 3 00 pm 30 WH Every week on Mon 9 4 Weekend Closed 9 28 2002 8 00 am 720 JM Every week on Sun and Sat 9 A dump to iQ Edit ER Hem A Delete ZE Close Figure 14 3 Chapter 14 Office Hours Patient Appointment Scheduler 137 To create a break give it a name a date and enter the time that the break starts Using the up and dow
123. hanges are made in the Change Column window Program Options Appointment Length Set the starting and ending appointment times for the practice Enter the Starting Time and Ending Time breaking it down by hour and minutes Standard appointment Intervals can be established by scrolling with the up and down arrows See Figures 14 6 and 14 7 Office Hours Professional 140 NDCMedisoft Program Options KKK c ick Appointment List Figure 14 7 Chapter 14 Office Hours Patient Appointment Scheduler 1M You can also set colors to distinguish appointments breaks and conflicts Office Hours Professional Make decisions concerning all the other default settings in this tab Designate one of the reports in the Speed Report box Office Hours Professional and it automatically prints when you click the Print speed button Views Office Hours Professional One of the most important features of the Office Hours Professional program is the variety of ways you can display appointments breaks in the appointment grid At the bottom of the main Office Hours window in the Status bar there are four View boxes with different configurations of dot patterns These give quick access to the same functions available through the View menu on the Menu bar These correspond to Single Provider View Week View Month View or any combination Multi View See Figure 14 8 Break Lunch L Jel Friday May 11 2001 Ap Fi
124. he date that appears in the ledger with the billing charges This can be whatever date you choose but the transactions created still show on the current day s activity reports Fill out all the requested information then click Start New transactions are added to each patient record that fits the criteria you selected Look up Billing Charges and Procedure Payment Adjustment Entry Quick Ledger Advanced and above To get quick and easy access to a patient s ledger from almost anywhere in the program press F7 or click the Quick Ledger speed button See Figure 7 4 Chapter 7 Transaction Entry 13 ST Quick Ledger Blea Chart STEFROOO v Stein Frank N Birthdate Note Edit Payment Detail Filter Sort By Case Number z I K gt H Date From Document Description Provider Procedure Case Units Amount Statement Claim Bilt Bin Ea 12 5 2002 0211180000 0 00 12 5 2002 C 12 5 2002 0211190000 10 00 12 5 2002 12 10 2002 0212100000 12 10 2002 0212100000 Tax Code 12 10 2002 0212100000 MRIGASTRO 12 10 2002 0212100000 XRAY __ 12 10 2002 0212100000 82947 12 10 2002 0212100000 Tax Code TAX __ 12 2003 0212100000 AETNA d 01210000 Account Total 662 57 Remainder 0 00 L Print 23 Quick Statement E amp Y Statement Za Gel Figure 7 4 While no new transactions can be made to the ledger itself it is possible to edit and D D D D 8 print the ledger and gain valuab
125. he program also updates the submission count the number of times the statement has been sent and the billing date The Transactions tab shows all the transactions that appear on the statement You can split add to or remove transactions from statements in this tab The Comment tab provides an empty box in which to place whatever comments you feel are necessary concerning this statement and or any transactions relating to it If you add a note here an icon is displayed next to the statement in Statement Management You can double click the note to view or edit the note Look up Edit Statement Printing Statements Once statements are created click Print Send to process them Indicate whether you are sending the statements on paper or electronically If you are sending statements electronically specify the format for the statements Then apply filters to select only those statements you want to send Look up Print Send Statements d i Chapter 9 Statement Management 93 Reprinting Statements If necessary you can reprint statements without regard to their status To reprint an entire batch the status must be changed for the batch Look up Reprinting Statements Listing Statements Click List Only to view only those statements that match a set of criteria that you define See Figure 9 4 List Only Statements That Match Chart Number l zl 2 Pe Statement Created D E ES Billing Date x Batch Number Defa
126. he tutorial database provided with this program Creating a New Deposit Click the Enter Deposits and Apply Payments speed button See Figure 10 3 104 NDCMedisoft T Deposit List baier lz EEN Figure 10 3 Click New See Figure 10 4 Deposit new Figure 10 4 The payer is Al Insurance Partners so be sure the Payor Type is Insurance Al Insurance Partners conveniently paid 35 by check No 5237 enter the check number d i Chapter 10 Deposit Payment Application 105 in the Check Number field The bank is American Southwest Savings Enter the amount in the Payment Amount field In the Znsurance field select A1 Insurance Partners Since you already set default codes when you set up the record for Al Insurance Partners the remaining fields are automatically filled Click Save In the Deposit List window be sure this new deposit is selected then click Apply The Apply Payments Adjustments to Charges window is opened In the For field type GON and press Enter to call up I B Gone s chart number See Figure 10 5 Apply Payment Adjustments to Charges A1 Insurance Partners Ins 1 A1 Insurance Partners A1000 List Only Unapplied Amount 35 00 Ins 2 First Rate Insurance Company View So Far For G0NI0000 el Gone 1B Ins3 E Show Unpaid Only Documentation Payment Procedure Codes INSPaY e oeouc zelite wROFF ziell zle Totals 75 00 60 00 0 00
127. ight of the selected transaction there is a small icon which indicates that a note has been added This indicator is also displayed in the Quick Ledger window next to this transaction 78 NDCMedisoft Chapter 8 Claim Management This chapter explains briefly how to manage claims within the Claim Management window and includes creating editing printing reprinting and listing claims as well as changing claim status The Claim Manager s Job To help you better understand the function of claim management let s use a shipping analogy see also Appendix D page 161 Whereas Cases are containers filled with claims for specific diagnoses claim management is the process by which the cases are checked sorted and delivered In other words claim management is the process of making sure all shipments are correct ready to be sent and shipped to the right companies insurance carriers The Claim Manager the person performing claim management checks the claims makes sure the boxes are properly marked and sends them on their way She determines whether the shipment goes by truck paper claims or by air electronic claims When a box is returned rejected claim the Claim Manager makes whatever changes are necessary with help from the EOB or Audit Edit Report and ships the box again resubmits the claim Someone else sees and treats the patients Another person enters data from the superbill to begin the billing process Once all
128. igure 13 5 Chapter 13 NDCMedisofi Report Designer 123 Select Data Field E Header Claim Total Assigned Provider Attorney Champus Branch of Service Champus Card Start Date Champus Nonavailability Figure 13 5 If you do not see the field you want either scroll through the Fields list box or click Find Field The Find Field window is displayed See Figure 13 6 Find Field Case Employer Zip Code Case Insurance Carrier 1 Zip Code Case Insurance Carrier 2 Zip Code Case Insurance Carrier 3 Zip Code Case Facility Zip Code Case Attorney Zip Code Case Referring Provider Zip Code Case Assigned Provider Zip Code Case Referral Source Zip Code Case Primary Care Provider Zip Code Figure 13 6 In the Find Fields that Match area type a word or two of description and you usually get a list in Search Results to select the field you want Look up Data Field Properties and Find Field 124 NDCMedisoft Calculated Field Properties A Calculated field works with the same files and data selections as a Data field but also lets you specify financial operations how the numbers are formatted and whether the layout bands are reset at the time of printing US This field type has no effect on statements which present a special situation Data entered in a Calculated field can generate the transaction and calculates costs and charges The Calculated Field Properties window has three fields for fina
129. ile and Use the following transfer protocol If you know the name of the file and its location enter it here If you need to locate the file click Browse This opens the File to Send window See Figure E 6 File to Send ES CT no volume Label mediwin Figure E 6 The window is divided into two parts On the left side select the drive and or subdirectory where the file s are located On the right select the actual file to send Click OK when done and the file is immediately downloaded In the Send A File window select the protocol at which you want to send the file The selections are in suggested order of use ZModem offers the best overall combination of speed features and error tolerance ZModem protocol has many options and should generally be used as the most versatile protocol of choice 172 NDCMedisoft XModem is the simplest and possibly the slowest protocol XModem uses blocks of 128 bytes and requires an acknowledgment ACK of each block It uses only simple checksum for data integrity XModem 1K transfers larger blocks 1024 bytes and uses a 16 bit cycle redundancy check A larger block size can considerably increase the protocol speed because it cuts down on the amount of times the transmitter waits for an acknowledgment YModem is essentially the same as XModem with batch facilities added This means that a single protocol session can transfer as many files as you can care to transmit Another
130. illing Code Provider EDI Receiver Procedure Diagnosis MultiLink The Convert Patient Balances option converts these files Address Patient Appointment Provider Billing Code Transaction lump sum only EDI Receiver Procedure Diagnosis MultiLink Insurance The Convert All Data process converts the following data files Address Patient Appointment Provider Billing Code Transaction 158 NDCMedisoft EDI Receiver Transaction History Insurance Procedure Diagnosis MultiLink During the conversion process the program checks billing dates on all transactions and places them in the Claim Management list format as discussed in Chapter 8 page 79 The conversion finishes on its own If the data conversion encounters problems a file named CONVERT LOG is created in the data file directory which explains any problems Any problems or questions should be reported to or clarified through NDCHealth t support at 800 334 4006 Bringing Over Account Detail from Another System If you are converting data from an accounting system other than NDCMedisoft the data is not affected by the built in automatic conversion Because NDCMedisoft is an Open Item Accounting system to best take advantage of this capability it is recommended that you recreate each transaction with all of its detail for every charge that is still outstanding The recommended course of action is as follows 1 Be sure each patient with an outstanding balance is set up in th
131. in the Help window or press IA S type Billing Code Entry and press to go directly to help information specific to billing code entry If the program is running pressing Fi immediately accesses help relating to the active window More information concerning the manual is contained in Appendix A page 149 Search A search feature is included in many data fields indicated by an icon that looks like a magnifying glass Clicking the icon opens a Search window that contains a list of the fields related to the data area of the program from which the feature was accessed Look up Searching Chapter 2 Basic Navigation in the Manual and Program 11 Data Entry Process Entering data in the program is easy and straightforward Select an option from the menus or click a speed button or icon A data entry window for that function opens Buttons are placed in windows for easy editing and access At the bottom of the Patient List window for instance are buttons for editing records setting up new records deleting records or closing the window Clicking New brings up a data entry window that lets you set up all of the information needed to create patient records build patient ledgers and file claims generate reports and whatever else you need from your patient accounting program Data entered in a field is saved as it appears on the window To correct data just click in the desired field and the text in the field is selected Ty
132. indow locate and make note of the value in the Position Left field Click OK Now right click over the Phone 1 field and enter the same value in the Position Left field of this window Click OK The Phone heading and Phone 1 field are now aligned Next you need to enter the Zip Code field in the document you need to insert a Data Field in the green band click the Data Field speed button then click the green band below the Zip Code heading 130 NDCMedisoft Double click this new field to open the Data Field Properties window Click New Data Field In the Select Data Field window the Patient file should automatically be selected Be sure it is In the Fields section scroll down until you see Zip Code Select Zip Code and click OK Click OK again To make sure the two Zip Code fields are aligned right click over the heading and make note of the value in the Left position field Then right click over the Zip Code field green band and enter the same number in the corresponding field of this window To save you must rename the form Go to the File menu and select Save As In the Report Title box enter Patient List w Zip and click OK Close the Report Designer To test your new report form go to the Reports menu and select Patient List w Zip How To Create a New Report hold down the Shift key and click Phone and then Phone 1 in the green band Right click over one of the selected fields and select Align Fie
133. ing FT If the record selected is a guarantor s record the Quick Balance window displays each patient for whom the guarantor is responsible and the total qualifying remainder charges 74 NDCMedisoft for each If the record selected is not a guarantor s record a listing of all the selected patient s guarantors is displayed Choose a guarantor to see the quick balance If you click Print in Quick Balance you print statements from the Reports CS menu Look up Quick Balance Tutorial Practice To review the procedures outlined in this chapter you can perform the following steps using the tutorial database provided Transaction Entry To begin go to the Activities menu and select Enter Transactions or click the Transaction Entry speed button See Figure 7 5 T Transaction Entry of x Cer zle NEET PADES E A e Total Taxable Amount 0 00 SR Payments Adjustments And Comments Das Pay AdiCode 1 whoPad Description Provider Amount Check Number Unappied gt aS Apply El Hew A Delete Note KR Calculate Estimates Update Al Prat lain A DUCK Receipt g EnntRecert Jal Save Transactions Figure 7 5 For this exercise enter GON in the Chart field to pull up Mr Gone s chart Press Enter His most recent case opens and a number appears in the Document field If this field does not appear and you want to see it go to Program Options open the Data Entry t
134. ing Statements oeiee nea AA Eege DEE AE Eden 96 a 97 SCNGING SIALEMMENIS nesese edd dee EENG EES Ed Ee poo e esea Eie esh 97 Changing Statement Status cccccccesccesecesecsecseeeseeescesceeseesseeseeeseeeeeceseensesaeenas 98 SEN WTA 101 DEPOSIT PAYMENT APPLICATION NDCMEDISOFT ADVANCED AND ABOVE 101 ae 103 Managed Care ics cic nein lene ates onthe eee Ra 103 Capitation Payment eet seni EES ENEE 104 TUTORIAL E a e 104 Creating a New Deposit EN 104 CHAPTER AR 109 ELECTRONIC SERVICES eran R A A REE 109 EE 109 NDC Electronic Claims Droceseing 109 Customizing Statements e enei oeae eE EE E EE EEE a aS a 110 CHAPTER Zivroet hiiio ts insti sens N nise EEEE ERN EEES 111 REPORTS oaea eane E E Ee E E A A E E ES 111 Printing REDOTES asiaa aaaea can aa a a E SES III Available REPOMtS s ic esseciscosshscasnssaidhsassusoaseadhgessnsuscssasebedacednngeasvashebacnacsscstecenss III REI 111 Analysis REPOTI a nae e e ancastathen a 112 E Billing Payment Status Report Advanced and above 0 112 BR Insurance Payment Comparison Network Professional only 112 E Practice Analysis snan e a E E E R 112 E Insurance Analysis Advanced and above cecceeseeteeeteenees 112 E Referring Provider Report Advanced and above sssssssssressse 112 E Referral Source Report Advanced and above ssssssesssessseeesse 113 E Facility Report Network Professional only 113 E Unapplied Payment Adjus
135. int Send Claims Figure 8 9 88 NDCMedisofi We are only dealing with paper claims in this tutorial so leave the setting at Paper and click OK The Open Report window opens so you can select the claim form on which to send the claim For now highlight HCFA 1500 Primary and click OK The Print Report Where window pops up to indicate whether you want to preview the claim before printing or just send the claim directly to the printer For now leave the setting on Preview and click Start The program assembles the information and then displays the Data Selection Questions window In each of the Chart Number Range fields enter GON and press to print only Mr Gone s claims Click OK The claim is displayed in the Preview Report window If you have a preprinted CMS or HCFA 1500 claim form put it in your printer Click the Print Report speed button Answer whatever questions you may need in the Print window and then click OK Click Close in the Preview Report window You may briefly see an Update Billing Status window and then are returned to Claim Management and the claim for Mr Gone is printed The claim status has been automatically changed to Sent a batch number assigned and the current date entered in the Bo Date 1 column for both claims Changing Claim Status Through Claim Management all submitted claims are automatically marked Sent with an indication of the method of submission The status needs to be cha
136. ipheral programs and information to assist in the management of your practice Window Menu This menu contains options that control the display of windows in the program Help Menu The Help menu contains access to information on how to use the program as well as how to register Services Menu The Services menu contains a link to OnCallData for electronic prescriptions Call your local Value Added Reseller or call your NDCMedisoft sales representative at 800 333 4747 for information concerning OnCallData Toolbar Below the menu bar is the toolbar with an assortment of speed buttons or icons that are shortcuts to accessing options within the program See Figure 3 3 sD SINE Cl Wl em en COGS oi Gil Eer Ed Figure 3 3 20 NDCMedisoft Select the option you want by clicking the appropriate speed button That function of the program opens in a full data entry window The toolbar can be customized to your liking Change the order of the buttons in the toolbar or hide them so they don t show at all Create a new toolbar with only the buttons or file names that you want In addition you can move the toolbar to the top bottom or either side of the screen or return it to its original position and layout Look up Toolbar Customizing Shortcut Bar At the bottom of the screen above the Status bar is a shortcut bar that describes the available shortcut function keys available in the active window This bar may also be
137. ires you to send ambulance information for an EDI claim an option is available to install necessary fields in the Custom Patient Designer Call 800 689 4550 If you don t need ambulance information or if you want to add additional fields to the ambulance fields go to the Tools menu and select Design Custom Patient Data The Custom Patient Designer window opens See Figure 6 2 58 NDCMedisoft Go Custom Patient Designer Contact Information Figure 6 2 F Installing this feature replaces any existing fields in the window Within the large blank area on the right add whatever fields you want to gather the extra data Similar to the Report Designer function see Chapter 12 page 119 you have tools with which to define the fields place Text or Data fields in the window in whatever order you desire and create shapes to frame divide or accent the fields or sections within the window There is an Add New Data Field speed button that lets you specify the type of data the fields contain Alphanumeric Date or True False and then establish the field names Click a field type speed button and then click in the window to place the field Each field when created can be adjusted as to size alignment and position Multiple custom patient tabs can be designed in a database and you can access them by opening the appropriate tab in the Patient Guarantor window Look up Custom Patient Designer Chapter 6 Patient Record Set
138. ith NDCMedisoft the security settings established in NDCMedisoft are applied to Office Hours as well However you can make changes from within Office Hours if needed Look up Security Setup Reports in Office Hours If you select one of the following reports in the Speed Report box in Program Options Options tab that report prints automatically when you click the Print speed button Office Hours Professional Chapter 14 Office Hours Patient Appointment Scheduler 143 Appointment List Probably the most important report printed in Office Hours is the Appointment Schedule a listing of all the day s scheduled events Generally printing this report is the first order of business Print the list and be sure you are ready to meet the day Look up Printing the Appointment List Appointment Status Advanced and above The Appointment Status report displays a list of appointments showing their statuses Look up Appointment Status Report Printing Superbills If you use Office Hours integrated with any version of NDCMedisoft you can print superbills for the day through Office Hours Go to the Reports menu and select Print Superbills Look up Printing the Superbill Tutorial Practice To review the procedures outlined in this chapter you can perform the following steps using the tutorial database provided with this program Entering Resources Go to the Lists menu and select Resource List Click New See Figure 14 9
139. its Widely known throughout the industry as the EOB it lists claims for which payment is being made and in some cases an explanation of what is not being paid and why Not every insurance claim that is filed with a carrier is paid in full It may be that payment is 80 percent of the claim or it may be 50 percent Other times a claim may be totally or partially disallowed The EOB explains in these cases Normally the part that is not paid by the carrier is picked up by a secondary carrier or charged back to the patient When an EOB is received a transaction must be entered to offset the charges This is done by creating a deposit in the Deposit List window If the EOB check covers several charges distributing a payment to specific charges can be handled by clicking Apply The window lets you select the patient records and claims to be paid and designate how much goes to each Look up EOB Managed Care Capitation Managed Care One of the important sources of patients and income in many practices has begun to be managed care organizations In each instance the HMO or PPO provides a list of d i Chapter 10 Deposit Payment Application 103 patients who have selected your practice as their primary care provider Payment is made to your practice on a per patient basis regardless of whether the patient ever visits the office When a patient does come in for treatment he or she pays a set co pay amount The co pay is charged only by
140. k See Figure D 2 Figure D 2 It can carry just one box or patient case or it can be full The load depends on the accounting procedures and the frequency of patient visits When you are ready to transmit or ship the truckload of cases turn them over to the driver who in this analogy is Claim Management If a patient is a frequent client and is treated for several illnesses it is sensible to label each case box with a different procedure and sort the similar diagnosis visits by the case One patient can have a heart treatment box case and a cancer box and a diabetes box and a high blood pressure box Each box contains a patient case Each case can have any number of transactions When you access the Patient List the left side of the window displays a list of patients sorted by either chart number or case You determine that in the Field box at the top of the window Select a patient record by highlighting the name All of the cases that have been set up for that patient are listed in the right side of the window Click New Case or press F8 to create a new case The first truck at the dock is headed for Blue Cross and all cases loaded in this truck are shipped there for payment But then the patient is involved in an accident at work The new set of claims are submitted to Workers Compensation for payment not to Blue Cross You can still make entries in the first set of cases but don t intermingle them with the new W
141. l of Subluxation field in the diagnosis section of the patient case file When set as Medical or Anesthesia this field is not available Anesthesia The Anesthesia choice adds a Minutes field in the Transaction Entry window for entering charges in transaction billing functions Chapter 1 Getting Started 15 Data Conversion NDCMedisoft MS DOS Users Converting to Windows If you are a user of any NDCMedisoft patient accounting program in the MS DOS environment your data files are converted to the Windows version See Appendix C page 157 The conversion process is designed to have no effect on your original MS DOS files However before you begin installation of the new program back up your current data files just to be safe Windows Converting to Upgraded Windows When you convert previous data the program searches your physical hard drive for any MWDBLIST ADT files When found the program lists all valid data directories in the NDCMedisoft File Conversion window US A valid data directory is one that contains data Of the data sets listed in the NDCMedisoft File Conversion window select one at a time that you would like to have converted When you are finished converting the data sets your original data directories remain unchanged except a CONVERT LOG file and possibly a DATABASE CLI file is created in each data directory that is upgraded The program creates a new directory for each data set converted in the root data dir
142. l providers and all resources each with its own column You can create as many Multi Views as you need in the Multi Views tab of Program Options The open data entry field lists all Multi Views that have been set up This is where you can group providers and or resources rooms or facilities scheduled for appointments in any combination desired or modify or delete existing multiple view setups Click New to set up a new Multi View select a view and click Edit to make changes In the New View window assign a name for the new view For the first column indicate the type Provider or Resource the Code provider number or resource code then the width of the column in pixels Set up each column you want in the view and click Close when finished If you want to add a column between columns that have already been created place your cursor where you want the new column and click Insert These views can be also edited or reverted to default views through the View menu Appointment Display Office Hours Professional In the Appointment Display tab of Program Options you can specify up to five rows of information to display in the grid for an appointment Be aware that the length of the appointment determines how much data is actually displayed on the grid An appointment must be at least 75 minutes long to display five rows of information Look up Program Options Security Setup If you are using Office Hours in connection w
143. lds in the Speed menu Choose a report style on which to base a completely new form Format the report by going to the File menu and selecting Report Properties Establish the report name margins size of bands and filter the source data needed to provide the information for the report With the report formatted you can begin placing fields on the grid Make the necessary additions and or changes to complete your form then save and exit Report Designer The new report appears in the Custom Report List As you become familiar with the workings of Report Designer formatting and designing become easier Chapter 13 NDCMedisoft Report Designer 131 132 NDCMedisoft Chapter 14 Office Hours Patient Appointment Scheduler Introduction Office Hours is an appointment scheduling program that helps keep track of appointments for your practice It is automatically installed with NDCMedisoft unless you chose not to have it included when you performed the installation If you purchased Office Hours Professional the features of this program are clearly marked throughout this chapter Starting Office Hours If you are working in NDCMedisoft click the Appointment Book speed button or go to the Activities menu and select Appointment Book Accessing Office Hours from Other Programs You can access Office Hours at the same time as you are working in other Windows based programs Open Office Hours at the beginning of each day and then
144. le detail on patient accounts The Quick Ledger detail window is very similar to the Transaction Entry window Use the horizontal scroll bar to reveal additional data fields A navigation bar lets you move quickly through the list of transactions Three buttons open additional data fields Click Edit or press F9 to open a panel very similar to the transaction panel in the Transaction Entry window where charges payments and adjustments can be reviewed and edited as needed Notes can be added through the Transaction Documentation window Click Payment Detail to display all payments adjustments made toward a specific charge Click Filter to search which transaction data to display Real power comes with using multiple filters Navigation buttons in the Payment Adjustment Detail window are for selecting other entries in the Quick Ledger to review without having to exit the Payment Adjustment Detail window first If you click Quick Statement you print statements from the Reports menu IS If you click Statement you print statements form Statement Management y you p Si Look up Quick Ledger Payment Adjustment Detail and Transaction Filter Quick Balance Advanced and above Quick Balance is a quick summary of all remainder charge totals contained within the program for a selected guarantor record It can be displayed at just about any time while working in the NDC Medisoft program by clicking the Quick Balance speed button or press
145. leshooting page 153 Chapter 1 Getting Started 1 NDCMedisoft and NDCMedisoft Advanced Installation Insert the CD in the local CD ROM drive 2 When the installation splash screen appears select Install NDCMedisoft If the splash screen does not appear automatically go to the Start menu in your Task bar and select Run Type X AUTORUN where X is your CD ROM drive letter and click OK or press Enter Select Install NDCMedisoft 3 In the Welcome screen enter the first four digits of your Serial Number found on the Certificate of Authenticity then click Next 4 Click I Accept in the End User License Agreement screen If you do not accept the terms set forth you cannot complete the install 5 In the Select Installation Type screen it is recommended that you use the Express Install option If you choose to perform a Custom Install move to the NDCMedisoft Custom Installation section below 6 You are ready to install Click Next 7 Once installation is complete click Finish 8 Select Exit in the splash screen NDCMedisoft Custom Installation Ce We recommend that this type of install is only attempted by someone who has extensive computer installation experience 1 After following steps 1 through 4 above choose Custom Install in the Select Installation Type screen Click Next 2 In the Select Components screen you can select which components to install by marking those to be loaded To select a comp
146. lified Value Added Reseller in your area to give you hands on help NDCHealth Technical Support Call Toll Free 800 334 4006 Get help directly from NDCHealth technical support services NDCHealth support is available to answer questions and assist in troubleshooting problems NDCHealth support answers questions related to the operation of NDCMedisoft software in a physician s office or a billing service NDCHealth support technicians are unable to assist with network configuration computer hardware problems training on how to do medical billing or aligning your CMS or HCFA forms NDCHealth support does provide software assistance to any customer no matter where the program was purchased NDCHealth support is unable to provide training or file repair over the telephone When You Call Support You ll get faster service if you have these items ready when you call NDCHealth support e Your NDCMedisoft customer number This is found on the upper right corner of the invoice or packing slip that came with your NDCMedisoft program e The Serial Number and registration information for your NDCMedisoft software e A complete description of your problem or question including the complete text of any error messages e Have a current support contract already in place or be ready with credit card information to set one up e It is usually necessary for you to be able to work on your computer while you are talking to the techni
147. lso group all claims to a certain insurance carrier It is an accounting function for keeping track of visit procedures of a common nature for building a treatment history of the patient As you are ready to file a claim the combination of chart number and case number help verify that the proper claim is being sent to the carrier that needs to pay it A case is set up to group treatment transactions Open a new case if the visit is for treatment of a condition not in the patient s medical history or associated with a different insurance carrier Visits treating similar diagnoses can be kept in the same case However after 650 transactions have been created in Transaction Entry for a single case we recommend that you create a new case How a case is set up Entering case information Information shortcut Open existing case file Why open new cases Cases sharing same number Patient changes carriers Patient on Workers Comp One case only Go to the Lists menu and select Patient List Highlight the desired patient number Click the Case radio button to open case function then at the bottom of the window click New Case or Edit Case if the case has already been entered There are nine tabs containing information for setting up a new case This is data needed to complete insurance claim forms and should be filled in for every case A quick way to enter repeat data on a patient when setting up a n
148. mber of visits Look up Case Account The Diagnosis tab allows for entry of up to four default or permanent diagnosis codes for this case plus entry for allergy and EDI notes Information in the Allergies and Notes section is displayed in Transaction Entry and the New Appointment Entry window of Office Hours when a Chart number is selected Look up Case Diagnosis The Condition tab allows for entry of information pertinent to the illness pregnancy or injury and tracking of symptoms It also includes dates relative to the condition plus Workers Compensation information Look up Case Condition The Miscellaneous tab contains supplemental information features like lab work charges whether the lab is in house or outside Referral and Prescription Dates Local Use A and Local Use B fields case Indicator code and prior authorization It also provides space for recording information concerning a primary care provider outside your practice Look up Case Miscellaneous The Policy 1 2 and 3 tabs let you connect up to three insurance carriers to the patient record including policy and group numbers and Insurance Coverage Percents by Service Classification how much the carrier pays for certain types of procedures The service percentage classification is tied to each procedure code Look up Procedure Payment Adjustment Entry A Deductible Met check box is provided in the Policy 1 tab When the patient meets his or her ded
149. men 20 Windows converting to upgraded Windows aaeei eieiei 16 Windows Operating System 187 Withhold adiustments 37 Workers Compensation 60 61 163 Patients on 165
150. ment To perform any claim management functions go to the Activities menu and select Claim Management or click the Claim Management speed button See Figure 8 1 BD NDCMedisoft T Claim Management ioi x fa gt gt fe Flee encom est Beet ett Bash et eeler ac Ready to Send EDI 3 sHOUooOO Ready to Send EDI 7 STEFROOO Ready to Send EDI 8 STEFROOO Ready to Send EDI 9 STEFROOO Ready to Send EDI Ready to Send EDI Ready to Send Paper Ready to Send Paper Ready tr Figure 8 1 Creating Claims It is in the creating claims operation that a claim is finally prepared for submission See Figure 8 2 Create Claims Figure 8 2 Preparation can involve a single claim or a batch Claims are gathered by range of dates and or chart numbers The selection of claims to be created can be further narrowed by Chapter 8 Claim Management 81 specifying detail in the Select transactions that match Provider and Include transactions if the sum is greater than fields Look up Create Claim Editing Claims This function within the program is the watch dog area where you can verify and edit the claims that are ready to be submitted for payment It is a safety net where problems can be solved and information entered in a transaction can be overridden if necessary An override in the Claim edit window changes that claim submission but does not affect the default database As the claim comes up for fi
151. minimize it Press Alt at the same time to activate Office Hours perform the desired scheduling tasks and then minimize it to return to your previous task Office Hours Setup There are several portions of the program that need to be set up before you can start scheduling Chapter 14 Office Hours Patient Appointment Scheduler 133 First set up provider records If you are booking appointments for lab work or therapy each of those technicians should have a provider number and schedule and so should each office member whose schedule is included in the Office Hours program Second create your resource records You can include all treatment apparatuses in this list as well as consultation and treatment rooms so that you do not double book a room or equipment Third establish the number of booking columns you want Fourth clarify program options such as establishing appointment length creating whatever views you need for viewing multiple columns at once and deciding how much information you want displayed in your appointment blocks in the appointment grid Fifth set up breaks and recurring breaks to show lunch hour set coffee type breaks seminars etc Setting up Provider Records Office Hours must have at least one provider record set up in order to run If no provider record is set up Office Hours automatically prompts you to do so If you want you can let the program assign the Code for the provider or you can enter a
152. n In the Procedure Payment Adjustment List Click New See Figure 5 8 Sr Procedure Payment Adjustment new Bisi Xx General Amours Code 1 T Inactive A _ Seve Description Iess Code Type Procedure chae Account Code Altemate Codes a Help Type of Service es 2 seg Place of Service 3 Tse Time To Do Procedure 0 I Taxable Service Classification j e ll TT Patient Only Responsible Don t Bill To Insurance Only Bill To Insurance Default Modifiers f TC HIPAA Approved n Revenue Code Default Units fo TI Purchased Service Figure 5 8 In the General tab enter XYZ in the Code J field then enter Test Code in the Description field Select Procedure charge in the Code Type field The Account Code is an internal code for in house bookkeeping It can be any configuration of letters or numbers you want to assign to each accounting function i e cash checks etc Enter OVSP for Office Visit School Patient Leave Type of Service empty Enter 11 as the Place of Service and leave Time to do Procedure empty Leave the Service Classification field alone It defaults to A Leave the Alternate Codes fields alone Click the Taxable box to mark this code as needing tax charges added to it Click the Patient Only Responsible box 46 NDCMedisoft No other fields in this window are applicable so skip them Open the Amounts tab and enter 50 in field A as the amount yo
153. n arrows enter the length of time in minutes The display color of the break should be contrasting to the regular daily appointment schedule the default is gray Indicate whether the break should display in all columns on the appointment grid If not click the AU Columns box to uncheck it then mark those columns to be affected Three radio buttons at the bottom of the window let you apply the break to the Current provider the one whose schedule is on the window Some or All providers Look up New Break Entry Setting Up Repeating Breaks In the New Break Entry window is a field marked Repeat with a Change button Clicking Change opens the Repeat Change window where you can establish the Frequency of the break See Figure 14 4 M Frequency None Every E Week s Dail On SMTWTES Cancel d peed _ Conca End on 11729 2001 x Monthly Gl Help Every week on Thu C Yearly Figure 14 4 Choosing any of the radio buttons except None displays different data entry boxes in the middle of the window that give you the repeat options for each frequency Also a written summary of the selected frequency appears in the bottom middle area of the box It is important to note that when you set up a break using the Monthly frequency the date highlighted on the main calendar affects the day or date that is entered in the break note Moving Deleting Appointments Changing Appointment Statu
154. n edit control indicates that it has the focus by the blink caret vertical cursor Folder A container in which documents program files and other files are stored in the computer or on disk Formerly referred to as a directory Format code A character assigned to a data entry field that can be used in designing a report Function keys Keys usually identified by the letter F followed by a number from 1 to 12 which provide shortcuts to accessing various parts of the program Each key can have assigned functions in different software Graying A visual cue that a choice is not available at that time a menu item or control is displayed in a gray color instead of black Guarantor A person who accepts responsibility for the payment of the patient s debt HCFA See CMS Highlight Contrasting color or reverse video light letters on dark background indicating selection of a menu option or field in a window Hint Brief summary of function displayed in a small yellow balloon when the mouse cursor is placed on an icon in the toolbar or on a field in a window Hints are also displayed in text form in the Status bar at the bottom of the application window Also known as a ToolTip Hotspot A point of reference in a window that provides additional information concerning the picture word or group of words on which the cursor is resting To signify that a hotspot is present the cursor becomes a hand Click
155. n the Dial window See Figure E 3 Appendix E NDCMedisoft Terminal 169 Wprions Figure E 3 Select the EDI receiver to dial from the scroll box After the EDI receiver is selected the Options button becomes activated Click it to open the Dial Options window See Figure E 4 Dial Options Figure E 4 Modem Tab The Modem tab is divided into three groups In the top group enter the Data Phone Number This is the number that the Terminal program dials when you are transmitting your claims Enter the data phone number assigned for your transmission The program automatically enters the punctuation for you 170 NDCMedisofi In the Dialing Prefix field enter the prefix number if any If you are using an in house phone system you may need to enter a 9 or some other number to get an outside line followed by one or two commas to create a pause during dialing For dialing a long distance phone number you always need to enter the number 1 The Dialing Suffix is used to dial any extra numbers after the telephone number such as an extension In the next group are a series of scroll boxes for defining technical information about your modem The Serial Port field has four selections COM1 COM2 COM3 and COM4 The Baud Rate is the speed at which your modem transmits data The Parity Data Bits and Stop Bits fields are defaulted to None 8 and 1 respectively and usually do not need to be changed The low
156. n the fly and Edit 18 NDCMedisoft Chapter 3 NDCMedisoft at a Glance Once the program is open your can get a good look at the main program window The top bar on the window is the Title bar and it displays the name of the active program and contains Minimize Maximize and Close buttons on the right side See Figure 3 1 WT NDCMedisoft Network Professional Figure 3 1 Menu Bar Just below the Title bar is the Menu bar which shows categories of activities available in the program Click on various headings such as File Edit Activities Lists Reports Tools Window and Help and each opens a submenu with a list of all the activity options available in that category See Figure 3 2 File Edit Activities Lists Reports Tools Window Help Services Figure 3 2 File Menu The File menu contains options for managing your database files Chapter 3 NDCMedisofi at a Glance 19 Edit Menu The functions of the Edit menu are Cut Copy Paste and Delete These deal primarily with the handling of text Activities Menu This is the center of much of the daily routine of the practice Lists Menu This menu provides access to the various list windows available in the program Reports Menu Reports within NDCMedisoft are accessible through the Reports menu You can also access the Custom Report List and Report Designer through this menu Tools Menu The options available in this menu help you access per
157. nal verification it may be determined that a change needs to be made such as a different carrier or EDI receiver By highlighting a specific claim and clicking Edit or pressing F9 the Claim edit window appears with the claim details and information concerning all assigned insurance carriers and their pertinent data See Figure 8 3 F Claim 1 Claim 1 Claim Created 11 26 2001 Chart AGADWO00 Dwight Again Case 1 Carrier 1 Carrier 2 Carrier 3 Transactions Comment M Claim Status m Billing Method Hold Ze Paper e Ready to send E Sent C Rejected Initial Billing Date Challenge Batch 0 C Alert Submission Count 0 C Done Pending Billing Date x Insurance 1 henn lal Medicare EMC Receiver zl e Figure 8 3 The detail also indicates submission method assigned to the claim paper or electronic as well as the claim status Claim status options include Hold Ready to send Sent Rejected Challenge Alert Done or Pending The status of the claim can be changed at this point Any time a claim is sent a batch number is assigned That number shows in the Batch data box in the center of the window of the claim you are reviewing Ifa claim needs to 82 NDCMedisofi be resubmitted the batch number coincides with the number shown in the Claim Management window and the one you use to designate those claims that need to be resubmitted The Tra
158. ncial accounting See Figure 13 7 Calculated Field Properties Data Field J a TransactionAmount il Si ZS ance M Alignment Size LeftJustified Align to band at runtime Height 17 Center Sec Right Justified th 34 Post V Auto Size Sec Operation Average D Let 370 Fomat H E Gl Help IJ e 53 re TI Reset After Print Background Color I Transparent Background Figure 13 7 The Calculated field permits averaging count maximum minimum and sum functions There are numerous options for the Format field The Reset After Print field can be used to reset the calculations after printing This resets the field to zero Look up Calculated Field Properties System Data Field Properties A System Data field lets you insert data into your report that is tracked by your computer system such as the date or current page number Data possibilities such as Total number of Records to be Printed on Report Current date in the format set by Windows Current Page Number and Report Title among others make System fields an invaluable asset to creating that finishing touch to a report See Figure 13 8 Chapter 13 NDCMedisoft Report Designer 125 System Data Properties Figure 13 8 Look up System Data Field Properties Shape Field Properties A ES The Shapes feature lets you add color shapes different background styles and
159. ng the program s default automatic settings each chart number consists of eight alphanumeric characters If you leave the Chart Number field blank the program automatically assigns a unique chart number If you want you can change the default settings and have the program automatically assign numeric chart numbers Go to Program Options open the Data Entry tab and click Use numeric chart numbers in the Patient section If you want to establish your own patient chart numbering system type a number or code as soon as you enter the new patient window There is no need for corresponding numbers within a family the number sequence has little bearing on grouping of patients Each patient is set up individually in the program and individual bills are prepared for each guarantor It is important to understand that once assigned the Chart Number cannot be changed To correct a wrong chart number you d have to delete the entire patient record and create a new one with the proper chart number All other data in the patient record can be modified Look up Chart Number New Patient Setup Window Clicking New Patient or pressing F8 lets you set up a new patient record in the program See Figure 6 1 56 NDCMedisoft 1 m sl T Patient Guarantor new Name Address Other Information If the Chart Number is left blank Chart Number the program will assign one Inactive Copy Address Last N
160. nged when the claim is paid completely or if a claim is rejected or put on hold or pending for some reason Time has passed since you printed and sent the claims for I B Gone and you ve received a rejection notice from the carrier You ve already corrected the errors and are ready to resend the claims To locate Mr Gone s claims we ll use a different portion of the program Click List Only and type GON in the Chart Number field and press Tab Click Apply In Claim Management make note of the batch number and click Change Status See Figure 8 10 Chapter 8 Claim Management 89 Change Claim Status Billing Method HL e e D e d D e e E e e 8 D ee eel ee a ee Figure 8 10 Choose the Batch radio button and make sure the batch number in the box matches that shown in Claim Management Since we used the List Only Claims that Match window to locate the claims the batch number is automatically entered in the Change Claim Status Billing Method window In the Status From section choose Sent In the Status To section choose Ready to Send Click OK You are now ready to send the claims for I B Gone again 90 NDCMedisoft Chapter 9 Statement Management Advanced and above This chapter explains briefly how to manage statements within the Statement Management window and includes creating editing printing reprinting and listing statements as well as changing stat
161. npcMedisort NDCMedisoft Network Professional NDCMedisoft Advanced NDCMedisoft User Manual January 2004 Version 9 G244 NDCHEALTH 5222 E Baseline Road Suite 101 Gilbert AZ 85234 Sales 800 333 4747 Support 800 334 4006 EDI Support 800 689 4550 Corporate 480 892 5120 Fax 480 892 4804 Web site www medisoft com Software registration required You must register your NDCMedisoft program Although you have 30 days from installation to register we recommend that you register right away Full instructions on how to register are found on page 10 in this manual Proof of ownership KEEP YOUR SERIALIZED SOFTWARE even if damaged or obsolete It is your proof of ownership Table of Contents PREEBA CE GE I VR E AE I SOFTWARE LICENSE AOGRPEMENT I License ASTCOIMENE saccveaccccusecaceatenancsnndeeuinsahccnsteeevanevents sng case sdvnebaonts sanscsdesviadaeoetts i DIES CLAUINM eeh eege ee ed ege EE REENEN i Permitted USES Niess ENEE ENEE EE ee Ee ii Prohibited U s s onanan ae E E R ii NDCGHealth S Rights seinninn nen ean EET ei ii roden t KE se aE EEEE EAER AEE E RAE es EES ii bimited Warranty ee EENEG RE EEA Eai ii Termination Of License ssc onnea eE E E EE EEE EE E E AEN iii EE iii RS ER WTA 1 GETTING STARTED i559 ong vs eech 1 Verify the Installation Medid csccesceeseesteeseeseeeeeeeeceeecesecusecsecuaecaaecaaeeaeeeaeees H E 1 e NEE Le H NDCMedisoft Network Professional Installation
162. nsactions tab reveals a listing of all transactions applied to the selected claim You can split add or remove qualifying transactions in this tab The Comment tab provides an empty box in which to place whatever comments you feel are necessary concerning this claim and or any transactions relating to it If you have NDCMedisoft Advanced or NDCMedisoft Network Professional these notes are represented by a note icon in the Claim Management window Double click the icon to view or edit the note Look up Edit Claim Printing Claims Once claims are created you can print them by clicking Print Send Indicate whether you are sending the claims on paper or electronically then apply filters to select only those claims you want to send Look up Print Send Claims Troubleshooting Insurance Claims Claim Form Not Centered If your insurance claims are printing just a little off center this can be fixed by entering the Report Designer Reports menu Design Custom Reports and Bills Open the insurance form you use for printing claims Go to the File menu and select Report Properties In the Form Offset area of the window adjust the form as necessary from the top and or left margins The form is moved in increments of one hundredth of an inch When the form is adjusted save the form exit the Report Designer and reprint your claim For more detailed information go to the Knowledge Base www medisoft com kb e e e Reprinting Claims If nec
163. nsfer to NDCHealth any property interests or rights in the Software Purchaser may have or later obtain by operation of law or otherwise which are inconsistent with the rights granted to Purchaser herein Trademarks All other trademarks associated with the Software are trademarks owned by NDCHealth or Third Party Licensors No right license or interest to such trademarks is granted hereunder and Purchaser agrees that no such right license or interest shall be asserted by Purchaser with respect to such trademarks Purchaser agrees not to take any action which would damage the goodwill associated with any such trademarks Limited Warranty NDCHealth warrants to Purchaser that the computer media on which the original Software is recorded will be free of defects in materials and workmanship for a period of ii NDCMedisoft thirty 30 days from the date of purchase under normal conditions of use and service Should the media become defective within thirty 30 days from the date of purchase if proof of original purchase can be verified NDCHealth will replace the Software or at its option NDCHealth may refund to Purchaser the original NDCHealth purchase price NDCHealth its software suppliers distributors and Value Added Resellers make no representations warranties or guarantees express or implied including warranties of merchantability or fitness for any use or any particular purpose with regard to the Software and documentation The
164. nt to use the NDCMedisoft program to keep track of your own accounts receivables a separate database can be set up with each client listed as a patient Separate procedure codes can be created to cover the various services of your billing service Setting Up Multiple Practices It is not necessary to install the program for each new practice To set up multiple practices go to the File menu and select New Practice When the first practice is set up in the NDCMedisoft program the program assumes there is only one practice and establishes a default directory for the data for that practice Each time you set up an additional data set with totally unrelated patients and procedure files you must create a different subdirectory In the Create A New Set Of Data window enter the additional practice name and change the data path This establishes a completely separate database for the new practice Once you have set up additional practices you can move easily from one to another by going to the File menu selecting Open Practice and choosing the practice you want from the list presented Practice Type The practice Type field is a drop down list Click on the arrow to view the entry options i e Medical Chiropractic and Anesthesia Each option controls special fields within the program Medical This is the general setting for all healthcare groups except Chiropractic and Anesthesiology Chiropractic Choosing Chiropractic activates the Leve
165. nter TEST in the Code 1 field In the Description field enter Test Diagnosis Code Click Save Click Close Setting up a New Provider Record Click the Provider List speed button In the Provider List window click New See Figure 5 12 T Provider new Address Defaut Pins Default Group IDs PINs Code Ifthe Code is left blank T Inactive the program will assign one Last Name Middle Initia First Name Credentials Street sl City er ren State Hi ZipCode ot EMi Office zz Fax sees Home Sl tis I Signature On File Signature Date ad T Medicare Participating License Number Specialty General Practice e Ion Figure 5 12 Skip the Code field Enter the following information Name 1 M Urdoc Credentials MD Address 1 Healthy Avenue Stressfree A 68888 Phone number 123 443 2584 123 4HEALTH There is no fax number so leave that field blank This provider is a Medicare participating provider Click the Signature on File check box then select or enter 4 3 89 as the Signature Date Click the Medicare Participating check box Enter Dr Urdoc s License Number as ZYX1111110 His practice specialty is General Practice Chapter 5 Setting Up the Practice 49 In the Default PINs and IDs tab enter 102938475 in the SSN Federal Tax ID field and 22222222 in the Medicare field No other information is available right now for Dr Urdoc When you ha
166. o perform a specific action Usually the key in combination with another key but can also be a combination of the or keys with another key The underlined letter on menu items and field labels indicates an accelerator key that is available Function keys are also considered accelerator keys See Function keys Activate To bring an application or document window to the foreground If you are working in more than one application or more than one document with the active program the active window is the window in which you are working Alphanumeric Consisting of both letters and numbers and often other characters such as a question mark Application menu The main menu of the program it is displayed in a horizontal format Sometimes called operations menu or the Menu bar Backup Act of saving some or all of the data on a backup disk Backups are extremely important in the event of data loss data damage or computer failure Making regular and complete data backup copies can save countless hours of data reentry Appendix G Understanding the Terminology 181 Bit map Graphic image that fills appointment spaces illustrating and indicating breaks in scheduling See also Pixel Boolean A switching function that has two options such as True False or Yes No Capitation The payment made to doctors from managed healthcare services for those patients who select this primary care provider regardless of whether they visit
167. o use numeric Chart numbers the default is to use an alphanumeric code and or have the program automatically hyphenate Social Security Numbers Choices in the Transaction section primarily affect Transaction Entry Selecting Force Document Number displays a Document field in the Transaction Entry window If you click Force payments to be applied the program makes you apply every payment before exiting Transaction Entry If you choose to Multiply units times amount the program automatically adjusts the cost of the procedure based on number of units If you click Auto Create Tax Entry the program automatically adds tax to any selected procedure code that has been marked taxable and create a separate line item in Transaction Entry Be sure you have created and selected a Default Tax Code The Case Default field determines which case is selected in Transaction Entry The default is Last Case Used but you can change this to Newest Case or Oldest Case There is also a field where you can set the default Place of Service Code The default in this field is 11 When there is an occasional change of location simply type the new code to override the default entry NDCMedisoft Advanced and NDCMedisoft Network Professional offer a few more features When Create statement billing notes is activated a note is added to statements when printed Be sure to select a default note in the Statement Billing Note Code field When Create billing notes is activated
168. ogram and with general default settings See Figure 4 1 Program Options Data Entry _ Payment Application I Remind to Backup on Program Exit Backup Program MBACKU P EXE Aging Reports HIPAA Command Line Show Windows on Startup LH Show Hints T Patient List I Transaction Entry Data Version Number 18 Eligibility Receiver zl sl Figure 4 1 We recommend that data files be backed up every day with a program of rotating backup disks so you can restore lost data to the most recent date before the files were damaged or corrupted If you are working with multiple practices each practice should have its own set of backup files Doing your backups within the NDCMedisoft program is a dependable method When you perform a backup you are only backing up the data files for the US practice currently open If you work with several practice databases you must open each practice and perform a backup to preserve those files 24 NDCMedisoft Look up Backup Backup Scheduler View Backup or Restore in the Backup Help file Default Choices You have the option to show the Patient List and or Transaction Entry windows on startup by placing a checkmark next to either or both options here You can indicate whether you want to show shortcuts and or hints or Enforce Accept Assignment In NDCMedisoft Advanced and NDCMedisoft Network Professional you can indicate whether to
169. on is complete click Finish 8 Select Exit in the installation splash screen Step Three Accessing NDCMedisoft Network Professional from the Workstations Number of Connections When you purchase NDCMedisoft Network Professional you also purchase the number of connections you need for your network 1 After NDCMedisoft has been installed on each computer run the program on any workstation In the Find NDCMedisoft Database window enter the UNC Universal Naming Convention address for data location Click OK 2 If converting from a previous NDCMedisoft program Version 5 5 or higher an automatic conversion is performed If converting from an earlier version than 5 5 or if this is a new installation you are asked to create a new set of data or convert existing data You can also add tutorial data at this time by clicking the box Make your selection s and click OK 3 Go to the File menu and select New Practice Enter the name of the newly created or newly converted practice and the UNC path to the shared data on the network drive 4 NDCMedisoft should display a warning telling you that data already exists in that location Tell NDCMedisoft to use that data 5 Any time two or more users attempt to access the same record a warning should display Try to bring up the same patient record on two computers to test this function If you get a warning the installation is correct Troubleshooting See Appendix B Troub
170. onent click on the check box next to the item you want to install A U is displayed next to that component After you have made your selections click Next 3 In the Select Destination Directory screen you need to specify the drive on which you want the program installed We recommend that you use the default path Click Next 4 You are prompted to back up your existing files We strongly recommend that you perform this backup function now By default Yes is selected If you choose not to perform a backup skip to step 6 below 8 NDCMedisoft 5 In the Select Backup Directory screen indicate the directory in which you want the backup files to be stored When done click Next 6 You are ready to install Click Next 7 Once installation is complete click Finish 8 Select Exit in the installation splash screen Follow these instructions for installing NDCMedisoft on each client workstation Storing the Installation Media The installation media should be stored in a very safe place one that is free from excessive heat or cold protected from electromagnetic fields or high humidity Keep the media and the Certificate of Authenticity even if damaged these are your proof of purchase Initial Program Setup Once the program is installed you are ready to start Click the NDCMedisoft icon on the desktop or go to the Start menu on the Task bar select Program Files NDCMedisoft and then NDCMedisoft If a root data
171. or Delete item respectively You can also edit the appointment and change the status to Cancelled Look up Moving Deleting an Appointment Patient Recall Office Hours Professional Integrated The program includes a complete patient recall system with a recall appointment list to assist in contacting patients to schedule appointment dates and times or to make reminder phone calls This feature is available through both the NDCMedisoft and Office Hours programs Look up Patient Recall Chapter 14 Office Hours Patient Appointment Scheduler 139 Eligibility Check Office Hours Integrated Selecting the EDI Receiver chart number and case number in the Eligibility Verification window enters necessary data for checking the eligibility of the patient for insurance coverage Multiple Booking Columns If you want to multi book appointments that is schedule more than one patient in the same time slot simply right click on the column heading in the appointment grid and the Speed menu gives you a choice of Add Column or Delete Column If you add a column the Add Column window has a horizontal scroll bar that lets you indicate the provider for whom you are adding a column The number of columns determines how many appointments can be booked in one time slot for one provider There is really no limit as to how many columns can be set up on the appointment grid You can also edit the column display by selecting Edit Column in the Speed menu C
172. or formats that do not convert no matter which option you choose Any custom formatting you have done including lists statements CMS or HCFA forms receipts and the custom data windows does not convert In addition notes superbills billing notes and custom printer setups do not convert Prior to conversion you must complete all EDI batches in your MS DOS program In addition the conversion does not apply payments to charges There is no way for the conversion program to know how much of each check is applied to respective changes so it is up to you to apply payments to charges It is highly recommended that all payments be applied before performing a conversion of the data Converting MS DOS to Windows NDCMedisoft data file conversion from MS DOS to Windows is automated with a simple click of a button To start your conversion go to the File menu or press E and select Convert Data The Convert NDCMedisoft Data window by clicking Search for Data finds all MS DOS NDCMedisoft data files This search may take a few minutes Appendix C Converting Data 157 Each MS DOS database found appears in a list and automatically marked for conversion If you do not want to convert all data at one time deselect those files you do not want to convert by clicking on the check box next to the data you don t want converted Buttons marked All and None below the data field can aid in marking the files When you click Start Data Conv
173. or receive reports by connecting to bulletin boards using a modem Go to the Tools menu and select NDCMedisoft Terminal The NDCMedisoft Terminal window appears See Figure E 1 NDCMedisoft Terminal BE File Call Transfer Help ez d ell EXIT Emulation Type fans g Figure E 1 Appendix E NDCMedisofi Terminal 167 The window displays speed buttons or icons allowing you to dial hang up answer and send or receive files The Menu bar at the top of the window has corresponding functions to the speed buttons Dial O Hangup Answer Send File Receive File R The speed buttons are defined as follows S v Fy Answer Z Hang up tt el Send a file sl f Receive a file pa Exit the program The blank part of the window displays all modem activity such as dialing Before using NDCMedisoft Terminal parameters are defined in the Dial menu or the Program Options window of NDCMedisoft Terminal Go to the File menu and select Program Options Otherwise if you are wanting to access the BBS through an already set up EDI receiver within NDCMedisoft Check the Knowledge Base www medisoft com kb call your local Value Added Reseller or call NDCHealth at 800 334 4006 for technical support go to the Call menu and select Dial Look up NDCMedisoft Terminal Program Options Go to the File menu and select Program Options The Program Options window appears See Figure E 2 168 NDCMedisoft
174. ords Billing codes SOP DOE ehn OBES IE e Contact List S Fligibility Procedure Payment and Adjustment Codes Procedure codes are used to communicate procedure information between patient provider and third party payers These codes can be accessed by going to the Lists menu and selecting Procedure Payment Adjustment Codes or by clicking the CPT icon The Procedure Payment Adjustment List window shows what codes have been set up At the top of the window there are two fields to help you find a procedure code Search for and Field Field defaults to Code 1 but can be changed to Description or Type If Chapter 5 Setting Up the Practice 35 you are not sure of the complete code description or type enter the first few letters or numbers in the Search for field As you type the list automatically filters to display records that match At the bottom of the window are choices for setting up a new code editing a code or deleting a code If the code you need is not shown in the list click New or press F8 Look up Procedure Payment Adjustment Entry New Procedure Codes and Accounting Codes General Tab In this area you can enter a new code number description and type Valid code types can be seen by clicking on the drop down Code Type list See Figure 5 1 Sr Procedure Payment Adjustment new ojx General Amounts U Allowed Amounts Code 1 I Inactive A s Description E es Code Type Procedure
175. orkers Compensation claims Appendix D Understanding and Working with Cases 163 During this treatment session the patient changes jobs and has a new healthcare plan with a new insurance carrier There s a new truck backing up to the loading dock Be careful the proper cases are put into the correct truck or carrier Since claims must now be carefully divided all procedures going to the new carrier from this point must have new cases to be placed into the new truck Next you have a super healthy patient who visits the office for occasional treatments His once a year visits can all be placed in a single case Hence only one case appears on his case list If in the future he develops a problem you want to track more closely then set up a new additional case for him Summary of the Use of Cases Situation Case Description Purpose of a case What case based means When to set up a case 164 NDCMedisoft Recommendation and or Example A grouping of procedures or transactions generally sharing a common treatment or insurance carrier A case brings together in an accounting function claims and transactions that share a common thread Also cases let you print reports of the progress of a patient s health especially relating to similar diagnoses or claims to carriers All claims within NDCMedisoft are tied to a case number That number can reflect the procedure for which the patient is being treated It can a
176. ormation including the Registration Codes To complete this information enter the current date in the Registration Date field as this is not provided by the program Keep this form in a safe place Click Close Setting up the Practice When you first enter the NDCMedisoft program after installation you are required to create a new data set or convert previous NDCMedisoft or MS DOS data If you choose to create a new data set the Create a New Set of Data window is displayed Fill in the practice name When you click Create the Practice Information window is displayed at which time you need to enter all the practice information requested See Figure 1 2 Practice Biling Service Practice Name ST Street O O m City KH State i ZipCode Phone as Extension Pe Fax Phone ss Type Medical FederalTaxID OOOO 0 Estra 1 Estra 2 Figure 1 2 The information in report headings comes from this Practice Information window 14 NDCMedisoft Billing Services In recent years with electronic submission becoming more important and the complexity of insurance claims processing increasing there has been a growing number of billing services Smaller office or home based businesses now handle insurance billing for healthcare practices If you are a billing service enter your client s information in the Practice tab Enter your information in the Billing Service tab If you wa
177. path is found the program requires you to register immediately Skip to Registering the Program p 10 If no data path is found for the program if this is the first time NDCMedisoft has been installed on this computer a window is displayed asking you to specify the root data directory for the program See Figure 1 1 Find NDCMedisoft Database Cannot connect to the NDCMedisoft data Z OK directory Enter the NDCMedisoft data directory I E Use UNC Address 9 Cancel Browse Figure 1 1 Enter the root data directory or click Browse to locate the directory Click OK The program opens the Create Data window You have two options Create a new set of data or convert previous NDCMedisoft Windows data In addition there is an Add Chapter 1 Getting Started 9 Tutorial Data check box which when selected includes tutorial data under the name of Medical Group in the list of practices If you choose not to add the tutorial data at this time you can still open the files by going to the File menu and selecting Open Practice The Open Practice window displays an Add Tutorial button on the right of the window so that the tutorial files can be added at any time The tutorial files provide dummy data with which to practice and get exposure to the program before you start entering permanent data Get a feel for how to set up patients codes practices providers and insurance carriers in the tutorial before using live da
178. patient aging reports and to redefine aging columns for both patient and insurance aging reports See Figure 4 4 Chapter 4 General Practice Setup 27 ST Program Options Figure 4 4 Look up Program Options Aging Reports Tab HIPAA Tab In 1996 Congress passed the Health Insurance Portability and Accountability Act HIPAA Its purpose is to ensure that all electronic patient information is both secure and private The law is having far reaching effects and HIPAA compliance is becoming one of the dominant standards by which accounting software is judged The HIPAA tab contains two options See Figure 4 5 28 NDCMedisoft 5 Program Options Figure 4 5 There is a check box for Auto Log Off with an associated time field Clicking the box activates a log off function that requires entry of a password to continue This minimizes unauthorized use of the program should someone sit down to the computer while the program is active The second check box is to Warn on Unapproved Codes Checking this option alerts you if a code entered is non HIPAA compliant Identifiers have been added to each set of data fields for the provider referring provider address insurance and patient records as part of the HIPAA compliance program Look up Program Options HIPAA Tab Color Coding Tab Advanced and above m Transactions If you want to use color coding for transactions in Transaction Entry and Quick Ledge
179. ping new text with the text selected changes the existing text Select a part of the text to replace just that part or to delete by pressing the key Keyboard Specifications There are keys you use in the program that control the data By default both the and keys enter typed data into the program and move the cursor to the next field in the Tab order If you want you can deselect as a key which allows you to move forward through fields Directional arrows let you move around the page to line up with the space desired Accelerator Keys Any letter underlined on the Menu bar or in drop down lists and in some windows indicates the presence of an accelerator key a keyboard alternative to a mouse function Using the Alt key in combination with the underlined letter key selects that option or moves the cursor to that field such as N in list windows creates a new record There are also accelerator keys that utilize the and keys in combination with another key Leg C copies selected text Function Keys Function keys provide shortcuts to various parts of the program The keys are usually identified by the letter F followed by a number from 1 to 12 and many are assigned specific functions within the program Most functions are consistent throughout the program but there are a few variations As you get acquainted with the program shortcuts can speed your data entry Some of them are Help F3 Save Search New or add o
180. pt eee 186 Wmd isi scessiesssrciessetesiavsccboetes 186 Windows Operating System 187 Tertiary Insurance Carter 186 Text field cninn rise 122 Tips and shortcuts seeeseeeeeeeeee 152 Title Dat eekleg dea 19 186 Title pages ceeceeeseesteeseeereeeeeees 111 TOPSIE Sis Reiss Soke Ra e 186 Toolbar issiria 20 186 Tools men 20 TOOlp nieve eel iee 184 Trademarke A ii Training seminarg eee eee 150 Transaction cccccecceeeees 114 186 Transaction entry Adjustment Apply to charges 0 0 0 0 eee 72 Case based occ eeeeeeeseeseeeee 70 Document number 70 Documentation eeeee 70 New Apply payment or adjustment 72 Charge ansacton 71 Entering transactions 69 Payment or adjustment transaction ecceeeeeeeereees 72 202 NDCMedisoft Patient Ledger oo eeeeeeeneeee 70 Patient notes s es 39 Provider number 39 Payment Apply to charges eeeeee 72 Select case by date 70 Transfer protocols cecceeee 172 FRICARE inn fastest tose uses 61 Truckload of Boxes analogy Claim Management 163 Workers Compensation 163 U Unapplied Deposit report 113 Unapplied Payment Adjustment LEPOLbs i covecsiveceswiegencccsrreouendeerces 113 UPIN BEE 43 V Validation eee eeceseeeeetecseeeeee 186 Validato srren deg 186 Verify installation media 1 W Walkout Recemt eee 72 186 Warn on unapproved codes 29 WildOW e cian eta 186 Window
181. r click the Use Color Coding box See Figure 4 6 Chapter 4 General Practice Setup 29 T Program Options Be x Gener Daley Bement Aostaion Agng Repats HPAA Transactions mi ng Patients T Use Flags Default Colors wn fas C7 Color coding Transactions for Transaction Entry Yalow Ell and Quick Ledger Due E ES No Payment Gray E gt Red ME Fuchsia m Partially Paid Aqua Ea sl Marcon BE Overpaid Charge Yelow L Ger Se L Partially Applied Payment Blue HEE ihe Unapplied Payment Red a si Navy Overapplied Payment Fuchsia LE si Pumie Sa Tea z ime Sive ll Figure 4 6 Select colors for each of six types of transactions Unsaved No Payment Partially Paid Overpaid Charge Unapplied Payment and Overapplied Payment These colors appear in both windows letting you know at a glance the status of the transaction Patients This feature called patient flagging lets you color code patient records to alert you to various situations when viewing the records the Patient List Transaction Entry Quick Ledger and Deposit List windows of NDCMedisoft and the New Appointment window in Office Hours when integrated with NDCMedisoft The patient flag colors in the Program Options window are fixed and cannot be edited In the box to the right of a color box assign your own description to that flag color To acti
182. r Menu bar Pixel Short for picture element The smallest graphic unit that can be displayed on your screen All the images displayed on a computer screen are composed of pixels See also Bit map Procedure code A CPT code established by the American Medical Association consisting of up to ten characters which identify a service provided to a patient A charge is assigned to each procedure and is included with the code data Procedure codes are also used to record payments or adjustments to patient accounts Provider Usually a doctor but may also be an assistant or nurse who renders services Radio button A circle with text beside it Radio buttons are combined to show a user a fixed set of choices from which only one choice can be selected The circle is partially filled when a choice is made Record pointer The pointer on the left side of list windows that indicates the record selected Right click To position the mouse pointer in the desired location and then click the right mouse button This action displays the Speed menu D Select To highlight or mark a section of text menu name command dialog box option or graphical object with the keyboard or with mouse actions Shortcut A quicker more direct method of doing something than the ordinary procedure usually keystrokes as opposed to using the mouse Speed button An image or picture displayed on a window on which the user can click to sel
183. r each provider s name credentials and specialty If you need additional lines click New When all the information is entered and correct click Next In the Please enter your Serial Number window enter the Serial Numbers of each listed unregistered product The Serial Number is a 14 digit number printed on the Certificate of Authenticity received with the installation CD Click Next The program begins an immediate search for your modem If you have no modem or Internet connection an Information window pops up Click Print Registration Note Because mailing time can significantly increase the time it takes to get your Registration Code we highly recommend that you fax your registration form instead of mailing it Fax the printed registration form to the following number 480 892 8001 Or mail the printed registration form to the following address NDCHealth Attention Registration 5222 E Baseline Road Suite 101 Gilbert Arizona 85234 Chapter 1 Getting Started 13 6 NDCHealth returns your Registration Codes in the same manner as they were sent soon after the registration forms are received Open the NDCMedisoft Registration window again and navigate to the Please enter your registration code window Enter the Registration Codes in the appropriate Registration Code fields Click Done 7 Inthe NDCMedisoft Registration window click Print and the program prepares a fax form that contains your registration inf
184. report was called the Patient Aging Report but has now been renamed Patient Aging Applied Payment Report Look up Patient Aging Insurance Aging Insurance aging is a tracking tool for claims filed with insurance carriers It does with insurance what the Patient Aging Report does for patients Aging is set to show claims that have been on file within the ranges of 0 to 30 days 31 to 60 days 61 to 90 days and 91 to 999 days Aging criteria is based upon the number of days 114 NDCMedisoft between the creation of the transaction or claim and the date of the report you are generating Look up Insurance Aging Insurance Aging Summaries Advanced and above These reports are based on the same data as the insurance aging reports but the information is presented in summary rather than detail format Look up Insurance Aging Summary Production Reports Network Professional only Production by Provider Procedure and Insurance Production Summary by Provider Procedure and Insurance These reports give incoming revenue information for each provider procedure or insurance carrier respectively The summaries do not display as much information as the other reports Look up Production by or Production Summary Reports Activity Reports Network Professional only Daily Activity Report Monthly Activity Report Activity Summary by Provider Activity Summary by Procedure Activity Summary by Insurance Activity reports break do
185. riam Webster Collegiate Dictionary 10th Edition 1996 One of the most important concepts to understand in setting up patient records and entering transactions in the program is the case Transactions within the NDCMedisoft program are generally case based meaning they are applied to a specific case and specific diagnoses A case is a grouping of transactions for visits to the doctor s office generally associated with a specific diagnosis or procedure A new case should be set up each time there is a new condition or a change in data contained e g the provider location of the procedure or insurance carrier etc See Figure D 1 ZS Patient List of x pose Kraon a chat Nu Nane Dato Bt Liset Cases for Again Dwight Soc Sec Num AGADWO00 Again Dwight 3 30 1932 663330000 Number Case Description Ae AUBANOOO Austin Andrew 1 1 1950 999887777 1 Broken hand BORJOOO0 Bordon John 1 20 1972 444556666 BRIJAO00 Brimley Jay 1 23 1964 BRISUGOO Brimley Susan 1 24 1969 CATSCOOO Catera Samuel 6 17 1974 111223333 CLIWIO00 Clinger Wallace DOEJAO00 Doe Jane 4 28 1962 123001234 DOQJA000 Doogan James 11 23 1936 7 Back pain ch New Patient 2 Delete Patient Figure D 1 Appendix D Understanding and Working with Cases 161 The program groups transactions on one insurance form by case All transactions from one case are included on one in
186. rint Screen to print the form for your records Now you can either register another product or close your browser and return to product registration 8 When you return to product registration click Next to move to the Please enter your registration code window 9 Enter each Registration Code in the Please enter your registration code window next to the appropriate product Click Done 12 NDCMedisoft 10 Mail 1 2 In the NDCMedisoft Registration window click Print and the program prepares a fax form that contains your registration information including the Registration Codes To complete this information enter the current date in the Registration Date field as this is not provided by the program Keep this form in a safe place Click Close or Fax Registration Click Register In the Please fill out your purchase information window enter all information as completely as possible The Customer Number issued by NDCHealth consists of five digits If you purchased the program directly from NDCHealth the Customer Number is in the upper right corner of the invoice received with your order If you purchased the program from a Value Added Reseller leave this field blank In the Number of Users field enter the number of computers on which the program will be installed In the Number of Providers field enter the number of providers in your practice Click Next In the Please fill in all providers window ente
187. rol A combination edit control and list box control with a down arrow button control The button control displays a drop down list box so a selection can be made Conditional expression An expression applied to Data fields in Report Designer that contains at least one if clause 182 NDCMedisoft Control A component of the user interface that allows the user to select choices or types of information i e check box entry field radio button etc Cursor A movable object such as the flashing underline or block on your screen that indicates the position where keyboard input appears Cyclical billing A method of equalizing cash flow by spreading billing processes through the month Date format MMDDYY or MMDDCCYY for Medicare forms The format used to enter dates in NDCMedisoft programs The date is entered without punctuation using two digits each for month day and year Default A preset value in a field Diagnosis code One of the ICD 9 codes used to identify a patient s condition Dialog box A moveable window containing controls that a user uses to provide information required to process a user request Double click To place the mouse pointer at the desired location and then quickly press and release the left mouse button twice Drag To place the mouse pointer on an item and holding down the left mouse button move the pointer to the desired location and release the mouse bu
188. s Office Hours Professional There are multiple options for marking the status of an appointment See Figure 14 5 138 NDCMedisofi M Status Unconfirmed C Confirmed C Checked In Missed Cancelled Being Seen Checked Out Figure 14 5 The default is Unconfirmed When any change in status occurs edit the appointment or right click on the appointment and choose the appropriate radio button If you choose Cancelled the appointment is removed from the grid display Any other status is reflected by a small icon in the upper right corner of the appointment in the grid Moving an Appointment If you want to move the appointment to another day or time click the appointment and press X or go to the Edit menu and select Cut Move the cursor to the new day and or time slot and either press VJ or select Paste in the Edit menu If you want to move the appointment to another time slot showing on the appointment grid whether the same provider or not click the appointment hold the left mouse button down and drag the cursor to the desired time slot Release the mouse button Deleting an Appointment There are multiple ways to delete or remove an appointment click the appointment slot on the appointment grid and press Delete highlight the appointment in the Appointment List and click Delete or right click on the appointment either in the Appointment List window or on the appointment grid and select Delete
189. s 109 NDC Statement Processing You can send statements electronically through NDC Statement Processing the clearinghouse which is set up to process NDCMedisoft electronic statements Statements sent electronically through NDC Statement Processing get an instant response report that tells what information was sent Look up Sending Statements Electronically Customizing Statements NDC Statement Processing lets you choose alternate formats for both paper Advanced and above and electronic statements through the Statement Wizard Go to the Tools menu and select Statement Wizard Look up Statement Selection in the Statement Wizard Help file 110 NDCMedisoft Chapter 12 Reports Printing Reports Reports are printed through the Reports menu Select the report you want enter the filters to include only specific information from specific files and choose to print one of three ways to screen to a printer or to a file Look up Reports and Printing Reports Available Reports Not only does the program build an accounts receivable file and handle statements insurance claims and electronic billing it also provides a variety of reports that can give you a better understanding of the day to day workings of your practice Among the reports generated within the program are Day Sheets Analysis Reports Aging Reports Productivity Reports Advanced and above Activity Reports Advanced and above Audit Reports Advanced and abo
190. s horiekin aes 172 PHOVIGER reesi eie enere ugeet eh 185 ID numbers 40 Number 39 RECOrdS33c c csssssassecdicivessenasciiiiece 39 Punctuation Numberg 57 Purge datas siiic ssscsscessstehssssssseseeians 33 Appointment Delde 33 Claims data Dies 33 Closed cases cccscccccceceesssseeeeee 33 Q Quick Balance 74 Quick Ledger neee 73 No additions 0 eeceeceeeeeees 74 Payment detail 74 Transaction Documentation 74 R Radio button 185 Ranges Chart Number 81 IRC 81 Rebuild mdexeg 32 Recalculate balances 000000000 33 Referral Source report 113 Referring provider records 43 Referring Provider repott 112 Registration s src 10 Serial Number 1 Serialized software 0000000000000 1 Report Designer cesses 119 Bande eege seet 121 Header band 121 Create a report FOrmat ccecsesseenecceceeeeee 131 Place fields c ceeeeeeee 131 Expressions Condiponal eee 128 Font selection c0ceeeeee 122 Menu bar 119 198 NDCMedisoft Edit men 120 File men 120 Help men 120 Insert men 120 Window men 120 Report properties Adjust band height 121 Form offset 121 Paper settings ceeeeee 121 Set data filters eee 121 Set size and margins 121 RE 121 Speed button Ekiten a aeie 120 Finds niiie cdi stees 120 Find again 120 IS Vu 120 KE 120 Opels ani coed 120 PrevieWasnricniiianrenr
191. s under the same case Cases are set up to Appendix D Understanding and Working with Cases 165 New case for every diagnosis code Assign to previous case Delete a case Billing Service cases 166 NDCMedisoft enhance flexibility in accounting practices Be aware however that only 650 transactions in a case will show up at one time After a case has 650 transactions we recommend that you create a new case for the patient It is possible but not recommended to create a new case for every new diagnosis code entered for a patient This defeats the purpose of using the case to build a continuing history of that patient s treatment for each distinct malady It is possible to call up previously assigned cases if the treatment is a continuation of treatment for the same or similar diagnosis or grouping To conserve disk space you can delete cases that have been completed when the patient has current cases continuing the information A case that has no outstanding balance can be removed by highlighting it in the Case list box and clicking Delete A case cannot be deleted if it has open charges remaining New sequences of case numbers each starting with the number one 1 can be used by billing services that set up separate databases for each practice represented Appendix E NDCMedisoft Terminal Receiving Reports from a BBS Within the NDCMedisoft program the NDCMedisoft Terminal feature can be used to send
192. section choose Sent In the Status To section choose Ready to Send Click OK You are now ready to send the statements for I B Gone again d i Chapter 9 Statement Management 99 100 NDCMedisoft Chapter 10 Deposit Payment Application NDCMedisoft Advanced and above This feature makes creating a deposit list and applying payments especially EOB payments from insurance carriers an easy process In many ways it is a more convenient place to apply payments than Transaction Entry because you enter one deposit then distribute the payment to as many cases as necessary then click one button and all the transactions are created at one time If necessary within the same window open a different patient record and continue distributing payments Look up Deposit Entry Apply Payment Adjustments to Charges and Program Options Click the Enter Deposit Payment speed button or go to the Activities menu and select Enter Deposits Payments to open the Deposit List window See Figure 10 1 d i Chapter 10 Deposit Payment Application 101 ZS Deposit List y Paedescionx cell Figure 10 1 In this window you can select a payment to apply edit a payment or create a new payment The deposit date does not have to be the current date but the transactions entered still appears on the current day s activity reports When you highlight a payment and click Apply the Apply Payment Adjustments to Charges window is opened
193. signations oo eee eeeecceesecseeeecneeeeceaeceessecneesesneseeceaeeeeaeens 150 EE 150 Using Online Helpi neeese ase os EE En A ai abe ANKE a eRT i 150 NDCMedisoft Web Site scccccccsssssssseccecssssssscecescscssssececescesvensneseseese 150 Trains CREOS enea e eean Re E aee aa rA RE Ea en E 150 Local Value Added Resellerg AAA 151 NDCHealth Technical Support 151 M When You Call Support 151 WM Services Hours ten a aorar ts oaaae pets sesotea se Enaria eS 152 Updates and Changes sic sicrete isois sser sess reciso ri orn Enes aae serre ensi 152 Tips and Shortcuts on the Internet 152 APPENDIX B cccssssssssssesscssesessessesessessesessersssessessesessessesessessesessersesessessesessessesess 153 PROGRAM INSTALLATION TROUBLESHOOTING s s sssessssesstsseteerrresesesreseseeses 153 Handling Errors and PBrobleme 153 release gegen ee EAR EEE EE EEE EES exh 153 Written Error Description sessssesseeesreesesssseeeereeerescereseseesertsessteeneessseeerecse 153 Recovering from Errors a e e E O EEEE RE EEE AE Ee 153 AN OIING EE 154 Network Probleme 154 Network Initialization Failure Brot 154 Invalid Directory Alias steier reie areae a ot aust EE deed pase 154 Getting Help From NDC Heolch AAA 155 Neat a PHOMe gei iere idee E teats age dee tem dete deg reg 155 APPENDIX C csccsssssssesssssssessesessessesessersesessessesessessessesesessesesessesesessesessessesees 157 CONVERTING DAT AG i a E AA seet
194. surance claims Title bar The area at the top of each window that contains the window title and System menu icon When appropriate it also contains the Minimize Maximize and Close buttons Toggle To switch between two options such as showing hints or not showing hints Toolbar The bar just below the Menu bar that usually contains speed buttons to perform specific functions in the program Transaction Recording of both charge procedures and accounting procedures to depict accounting activities Validation A process used to detect input data in order to determine whether they are inaccurate incomplete or reasonable The object or set of functions that actually performs the validation of the data is called the validator Walkout Receipt A receipt issued to the patient at the time of payment specifying the procedures and related accounting codes for which he she was treated Window An area on your computer monitor screen surrounded by a box which contains information for temporary use Windows may be used to display 186 NDCMedisoft information or to enter data They may include search information help text notes etc Windows Operating System A graphical user interface developed by Microsoft Corporation wherein action is controlled by movement with a mouse or by clicking on icons Appendix G Understanding the Terminology 187 188 NDCMedisoft Index A DEE ele Be Site ee ae 181
195. surance form Separate cases for the same patient get separate forms The program automatically assigns a case number when a new case is created and there are no duplications of case numbers within a database Each time you access a patient s record there is a list of cases for which the patient has been treated If a previous treatment is similar to a new visit diagnosis retrieve the earlier case and continue to enter data within it Remember if you are working in one case file and there is any change in carrier open a new case Keep the old data intact with old claims information To help you better understand Working with Cases Accounting in the NDCMedisoft program focuses on the case Transactions within NDCMedisoft are generally case based A case is an accounting function for keeping track of visit procedures of a common nature for building a treatment history of the patient You can set up one case per patient or set up any number of cases Open the Patient List window Select the chart number click the Case side of the window click Edit Case or New Case to open the case fields There are multiple tabs in the patient Case window for gathering more specific data than is contained in the patient record A case is created to gather data on a specific treatment or situation Patient visits regarding a single ailment are grouped in a specific case While patient information seldom changes case information deals wit
196. sure everyone participates Under Provider choose All Click Save To double check click the appropriate Month and Day buttons to locate June 21 2003 If necessary use the scroll bar to show the seminar To return to today s calendar click the Go to Today speed button Creating Reason Codes Go to the Lists menu and select Reasons List Click New to open the Appointment Reason Entry window Leave the Code field blank In the Description field enter Sports Accident The default appointment length is 15 minutes Change this number to 30 In the Default Appointment Color field the drop down arrow lets you select a color that fills the appointment space on the schedule grid Choose red for this emergency accident response In Default Template Color Advanced and above select Light Red Click Save Creating Templates Office Hours Professional Go to the Lists menu and select Templates List Click New 146 NDCMedisoft In one of the six Template Reasons fields use the drop down arrow to enter the Code and Description In the Description field describe the template s use as See New Patients Using the drop down arrows select Dr Urdoc as the Provider and the Resource is Exam Room 2 Click the arrow on the Date field to display the calendar and highlight the designated date Use the arrows on either side of the month name to change to an earlier or later month if necessary Type 10 00 a in the Time field Set the Leng
197. t recently opened case In the Reason field although we have not yet created reasons of our own we can select one from the database Click the down arrow and select Routine Checkup The date and time have already been selected so click Save See that Mr Gone s name appears in the 11 30 am slot Also notice that it is fuchsia in color which is the Chapter 14 Office Hours Patient Appointment Scheduler 145 color assigned to the Routine Checkup reason A recap of the appointment and Mr Gone s information is also displayed to the left of the Appointment Grid Repeating Appointments Dr Urdoc wants to follow up on Mr Gone s treadmill results and asks you to make two more appointments a month apart Since 11 30 am is a good time for Mr Gone double click the existing appointment In the bottom left corner of the Edit Appointment window click Change to open the Repeat Change window Choose Monthly In the End on field click the down arrow to show the calendar Click the right arrow twice for two months Then click OK Click Save Setting Breaks Click the Break Entry speed button In the Name field enter Dr Urdoc Seminar The meeting is scheduled for two hours on June 21 starting at 1 00 pm In the Date field enter 6 20 2003 For Time type in 1 00 p In Length type 120 In Resource enter L for the Lunch room Give it an aqua color using the down arrow to display the color choices Click the AX Columns box to be
198. t to work however all referral sources must be entered in the Address Book A source can be an attorney a hospital friends other patients or even the Yellow Pages Most new patient application forms include the inquiry How did you hear about us The Referral Source Report assembles the patient list by source other than provider and shows how much revenue comes from each source allowing the practice to identify those sources that send profitable referrals and or limit those that are costly or nonproductive Look up Referral Source Report Facility Report Network Professional only This report tracks patients who are seen at different facilities Like referral sources all the facilities records are created in the Address List window The Facility Report assembles the patient list by facility and shows how much revenue comes from each facility helping you identify which generates the most money Look up Facility Report Unapplied Payment Adjustment Report Advanced and above This report shows any payment or adjustment that has an unapplied amount and where the transaction can be found Look up Unapplied Payment Adjustment Report Unapplied Deposit Report Advanced and above The Unapplied Deposit Report shows all deposits that have an unapplied amount Look up Unapplied Deposit Report Chapter 12 Reports 113 Aging Reports Patient Aging One of the important tools in collections is the patient aging report This can
199. ta The tutorial data can also be used to train any new employee not familiar with the program A couple of hours running through practice files could be required before anyone starts entering actual data into the program That way first time mistakes that can take valuable time and effort to correct can be left in the tutorial data files Tutorial practice information has been added at the end of each setup chapter in this manual Registering the Program You have 30 days to register the program We recommend that you register right away because the program will be locked at the end of the 30 days and you will not be able to access your data until the program is registered To register go to the Help menu and select Product Registration US Version 9 requires that all NDCMedisoft products be registered again All installed NDCMedisoft products are listed in the opening NDCMedisoft Registration window If you have an NDCMedisoft product that is not listed in this window close registration and open and close each of the products that should be listed Then reopen your NDCMedisoft program There are three ways to register the program The default method is by modem If no modem is found the program attempts to register through an Internet connection If no connection is available you can register by fax or mail Choose the option below that best matches your connectivity options Modem Registration 1 Click Register 2 Inthe Please fill
200. tep 5 You receive Registration Codes back by modem and the codes are entered into the program automatically A Registration by modem Confirmation window opens showing the registration status of all products Click Done In the NDCMedisoft Registration window click Print and the program prepares a fax form that contains your registration information including the Registration Codes To complete this information enter the current date in the Registration Date field as this is not provided by the program Keep this form in a safe place Click Close Web Registration 1 2 Click Register In the Please fill out your purchase information window enter all information as completely as possible The Customer Number issued by NDCHealth consists of five digits If you purchased the program directly from NDCHealth the Customer Number is in the upper right corner of the invoice received with your order If you purchased the program from a Value Added Reseller leave this field blank Chapter 1 Getting Started 1 In the Number of Users field enter the number of computers on which the program will be installed In the Number of Providers field enter the number of providers in your practice Click Next 3 Inthe Please fill in all providers window enter each provider s name credentials and specialty If you need additional lines click New When all the information is entered and correct click Next 4 Inthe Ple
201. th to 120 The search arrow on the Color field lets you select light yellow as the color for the template on the appointment grid You want to use this template every day so click Change to display the Repeat Change window Choose the Weekly frequency enter the number 1 and click the boxes for Tuesday and Thursday Leave the End on field blank at this time Your entry is confirmed with the message Every week on Tue and Thu Creating Multi Views Office Hours Professional Dr Urdoc works only with therapy patients and uses Exam Room 2 for consultations Let s create a view where you can see all of these schedules at the same time To create a multi view go to the File menu and select Program Options Open the Multi Views tab Click New Name the new view Dr Urdoc and press Enter In the Type field click the box and select Provider In the Code field locate and highlight Dr Urdoc s name Leave the Width at its default setting Press Tab In the next line select the Resource type Press Tab Locate Exam Room 2 and highlight it Press Tab Change the Width column to 50 Press to create a new line Again select Resource This time locate and select Therapy Click Close Using the Wait List Office Hours Professional Mr Gone has seen the doctor for his injury but he needs a return visit in a week With the full appointment schedule the surest way to work him in is to put him on the Wait List Go to the Vie
202. the primary care facility or the facility to which the patient is referred by the primary care facility After a patient s visit to the doctor s office a claim is filed and sent to the carrier When the EOB is returned there is seldom a payment included since payment is made under the capitation program for managed care organizations Look up EOB Managed Care Capitation e e Capitation Payment The basis for capitation payments is to provide healthcare for a fixed cost irrespective of the amount of service required by each individual patient This is done in connection with the managed healthcare services such as HMOs and PPOs There is no direct relationship between the capitation payment received by the practice and the number of patients covered by the plan who actually visit the practice for treatment Capitation payments are not posted to patient accounts but are entered in the Deposit List window If it is necessary to zero out a patient account create a zero deposit for the carrier For each patient covered by the capitation payment who has an outstanding balance zero out the account by entering the remainder in the Adjustment field When it is applied the payment shows as zero and the patient s balance shows as a writeoff in the Adjustment field in the Transaction Entry window Look up EOB Managed Care Capitation Tutorial Practice To review the procedures outlined in this chapter you can perform the following steps using t
203. the utmost care in using the program there still exists the danger of an error causing a loss of your billing data Protect yourself by making frequent backups of your data Avoiding Errors Most users can work with their computers and rarely experience an error The best way to avoid errors is to thoroughly understand both the hardware and software you use Be sure to study the NDCMedisoft manual and the user manuals provided with your computer until you are comfortable with their operation Avoiding little errors may be impossible but they become insignificant if you can quickly diagnose the problem and fix it Avoiding catastrophic errors requires common sense and foresight particularly in making backup copies of your data Network Problems Network Initialization Failure Error Indicates that either the network drive is inaccessible or the user does not have full access to the shared network drive Invalid Directory Alias Indicates that NDCMedisoft is being started from an incorrectly configured desktop icon Run the program from the Start menu or correct the properties of the icon 154 NDCMedisoft Getting Help From NDCHealth If you have a question about the way the NDCMedisoft program works the best way to get a fast accurate answer is to try one of these self help approaches first 1 Review an onscreen Help topic by pressing F1 when the cursor is positioned on a field you re wondering about The Help feature in the N
204. tion needed right now When information is entered in both tabs click Save Click Close Chapter 5 Setting Up the Practice A4 54 NDCMedisoft Chapter 6 Patient Record Setup Patient List Set Up One of the most important functions in getting your practice computerized is entering patient data Go to the Lists menu and select Patients Guarantors and Cases or click the Patient List speed button You can search for an existing patient s record by entering the first few letters of his or her last name in the Search for field If you want the Patient List window to open automatically each time you open the program go to Program Options and click Patient List in the Show Windows on Startup section of the General tab Clicking New or pressing opens an entry window to set up a new patient Each of the data windows during setup lets you edit change or delete the information contained in window The importance of entering correct information into the patient data files cannot be overemphasized From setting up the chart numbers to entering percentage amounts for insurance claims the effect of data entry is far reaching It is especially important to set up the guarantor when doing insurance billing Look up Patient Guarantor Entry Chapter 6 Patient Record Setup 55 Setting Up the Chart Number Every patient or guarantor must have a chart number and be set up in the database before transactions can be entered If usi
205. tion and the protocol of where and how the file is to be received If you want to search on a location to download a file click Browse and the Choose Directory window opens See Figure E 8 Choose Directory ec E Program Files E AddForms EC Data CC DATransters CH FdS ample G Mise G Statements Figure E 8 Select the proper transfer protocol by clicking on the Transfer Protocol field For descriptions on what each protocol does refer to the previous two pages Look up Receive File in the NDCMedisoft Terminal Help file 174 NDCMedisoft Answering When an outside source wants to connect with your computer generally an individual he or she would typically let you know that a connection will be attempted at such a time At the given time when the phone rings and with NDCMedisoft Terminal open click the Answer speed button or go to the Call menu and select Answer to make the connection through your modem Once the two computers are communicating you can send or receive files You can also communicate by typing on your keyboard What you type shows up on the other user s screen and vice versa Appendix E NDCMedisoft Terminal 115 176 NDCMedisoft Appendix F CMS or HCFA 1500 Data Sources Complete and accurate insurance claims depend on careful entry of patient data both on the original setup and entry of each transaction If the data that fills out the CMS or HCFA 1500 insurance
206. tment Report Advanced and above 113 E Unapplied Deposit Report Advanced and above eeeseeeeeeeee 113 AGING Reports sorre ieii avcescededencedenvdedueaanen EENS 114 M Patient AGING a ee 114 H Patient Remainder Aging Network Professional only 114 H Patient Remainder Aging Detail Network Professional only 114 E Patient Aging Applied Payment ccceecceecceeseeeseeeeeeeeeeteenseenees 114 M Insurance Aging oreiro iniri cii soei p e E EE EES EEN 114 E Insurance Aging Summaries Advanced and above 115 Production Reports Network Professional only 115 BR Production by Provider Procedure and Insurance 115 E Production Summary by Provider Procedure and Insurance 115 Activity Reports Network Professional only 115 M Daily Activity Report 115 E Monthly Activity Report 115 E Activity Summary by Provider 115 E Activity Summary by Procedure ie eeeseeeceeeeeceseeeeeseeeteseeneeees 115 E Activity Summary by Insurance 115 Collection Reports Advanced and above 116 M Patient Collection Report 116 M Insurance Collection Reports sceceeeesccsseceeeeceseceeesecseeeseeeeeens 116 Audit Reports Advanced and above cesccesecesecseeceeeeseeeeeeseeeneeeeeeeees 116 BM Data Adit REPOrt m see cs docs aaeeea a pea Eed ege ener sae 116 BR Productivity by User Network Professional only eeeeeeees 116 Patient Led Ser EE 116 Guarantor Quick Balan
207. to see if it is adjusted enough Click the Print speed button The Save Report As window is displayed Since you are revising a standard form give this form a different name until you know it is correct In the Report Title box enter CMS 1500 1 You need to use a name that you can remember but you can t replace the original form If you use the same name as the original form the list shows E two forms with the same name and it may be difficult to remember which is the form you ve revised The program informs you that claims and statements printed through the Report Designer are not marked as billed This is generally a good thing Click OK In the Data Selection Questions window select a single claim number in the Claim Number Range so only one page prints Click OK Chapter 13 NDCMedisofi Report Designer 129 Use the Claim Number Range and not the Chart Number range because there E must be an available claim before the form prints from the Report Designer Click OK in the Print window We made a great adjustment and the right left adjustment is perfect Now repeat the process opening the Report Properties window This time enter 6 in the Top field Click OK Again print the form and check to see if the alignment is OK Unfortunately aligning the CMS or HCFA 1500 form is a trial and error process You may have to make a number of adjustments to get the printing just right When you do get the adjustments ri
208. try portion of this tutorial let s create the claim for these charges Click the first Chart Numbers range field and type GON to set GONI0000 in the first Chart Numbers field Repeat this process in the second Chart Numbers field Click Create When you return to the Claim Management window type GON in the Search field A new claim has been created for GONI0000 F The claim number may not match that shown in figures below Editing Claims To edit the claim highlight the GONI0000 claim and then click Edit or press F9 to open the Claim editing window Open the Comment tab Type the following message Notify attorney when claim paid by primary carrier The two transactions we created in Transaction Entry are now part of one claim Suppose you find out that they have to be sent separately for whatever reason Open the Transactions tab See Figure 8 8 Chapter 8 Claim Management 87 S Claim 5 Figure 8 8 This tab shows that both transactions are included in the selected claim To split the claim highlight the second transaction procedure code 82950 and click Split Click Yes to split the claim The second transaction is removed from the claim Click Save In Claim Management a second claim has been created and displays below the original claim Sending Claims Once the claims are ready to go in the Claim Management window click Print Send to open the Print Send Claims window See Figure 8 9 Pr
209. tton to set the item in the new place Drop down menu A menu that emerges in a downward direction from a point or line at or near the top of the window The series of menu levels displayed under y neath the main menu are drop down menus Edit control The most common type of control for entering text EOB Report Explanation of Benefits report provided by the insurance carrier at the time a check is sent for payment of submitted claims Exit An action that ends the active application and removes all windows associated with it Usually press on the program Title bar Many data screens also have Exit or Cancel buttons as well as a Close button see Close button Expression A formula or equation that lets you introduce variables into Data fields in Report Designer Field The space allowed in the window for entering data usually labeled by a field name e g Code Name Filter A procedure that reads data from the keyboard modifies the data and displays it on the window i e you set parameters through the keyboard the program Appendix G Understanding the Terminology 183 searches the database for data that fits your parameters and displays the result on the window Focus The control or area of a window where user interaction is possible where the data entry or action can occur or is occurring at a set point in time A button that has the focus usually has a broken line box on the button A
210. u want charged for this procedure See Figure 5 9 Worker s Compensation Figure 5 9 Enter 20 in the Cost of Service Product field and 50 in the Medicare Allowed Amount field Click Save Editing Procedure Codes You need to edit a couple of the procedure codes in the program If the Procedure Payment Adjustment List window is not already open click the Procedure Code List speed button In the Search for field enter 99214 Click Edit Open the Amounts tab In field A enter 65 Click Save In the Search for field enter 82954 Click Edit Open the Amounts tab and enter 10 in the A field Click Save Click Close Creating a Multilink Code Go to the Lists menu and select MultiLink Codes Click New See Figure 5 10 Chapter 5 Setting Up the Practice 41 B sl MultiLink Code new Figure 5 10 In the MultiLink Code new window enter SCHOOLPHYS in the Code field Enter a description in the Description field such as Physical School In Link Codes 1 enter 80050 the general health screen panel in Link Codes 2 enter 81000 a routine urinalysis in Link Codes 3 enter 93000 an EKG and in Link Codes 4 enter 99241 office consultation When you have selected all of the procedures you want linked click Save Click Close Creating a New Diagnosis Code Click the Diagnosis Code List speed button Click New See Figure 5 11 E Diagnosis new Figure 5 11 48 NDCMedisoft E
211. uctible obligation for the year click this box and the status is displayed in the patient account detail of the Transaction Entry window The three tabs have the same layout except Policy 1 asks about Capitated Plan and Co Pay Amount and has the Deductible Met check box Policy 2 asks if this is a Crossover Plan and Policy 3 can be set up for tertiary or third party involvement Look up Case Policy 1 2 and 3 The Medicaid and TRICARE tab includes fields for all submission numbers reference and data for each carrier It also includes branch of service information Within the Medicaid and Tricare tab are EPSDT and Family Planning indicators required submission numbers and reference data for the case It also includes service information for TRICARE claims Chapter 6 Patient Record Setup 61 The Multimedia tab Network Professional only allows you to add bitmaps video or sound to your patient records Look up Case Multimedia and Multimedia Entry Custom Case Designer Network Professional Only As well as creating custom patient tabs you can create custom case tabs in the Custom Case Designer Information in these tabs might be vital signs immunization records etc Go to the Tools menu and select Design Custom Case Data See Figure 6 3 OG Custom Case Designer DODDA OBGYN Information Figure 6 3 Within the large blank area add whatever fields you want to gather for extra data Similar to the Report
212. ults Billing Method Status A e All Paper C Hold EE Ready to Send Sent Failed C Done Exclude Done Fal Help Figure 9 4 In the List Only Statements that Match window use one or more of the options to limit the statements you want to appear in the window Look up List Only Statements that Match Changing Statement Status In the Statement Management window all submitted statements are automatically marked Sent with an indication of the method of submission There may be occasions when you need to change this status Statements sent electronically through NDC Statements Processing get a report that marks each statement as either accepted or rejected H NDCMedisoft Entire Batch If the status of an entire batch needs to be changed you can change all the statements at once Highlight one of the statements and note the number listed in the Batch column in the Statement Management window Click Change Status The Change Statement Status Billing Method window is opened See Figure 9 5 Change Statement Status Billing Method M Change Status Billing Method of Statements For Batch fo Ze Selected Statements M Status From Status To R Cancel_ Hold C Hold Ready to send C Ready to send C Sent C Sent Failed ak ken Help Wir Failed Any Status Type C Done M Billing Method From 7 m Billing Method To 5 Paper Paper C Electronic C Electroni
213. up 59 Setting up a Case Transactions within the program are generally case based A case is a grouping of procedures or transactions generally sharing a common treatment facility or insurance carrier You can set up as many new cases as needed See Appendix D for a discussion on cases page 161 Each new case that is set up needs to contain the patient s pertinent information If you click New Case or press F8 with the case list selected only the Guarantor designation is copied to the new case To save time click Copy Case to copy all the current case information then revise those portions of the data that are different for the new case You definitely want to open a new case if the treatment comes under a different insurance carrier Suppose you are treating a diabetic patient regularly and he is injured on the job His visits regarding the work related injury should be kept in a Workers Compensation case totally separate from the regular visits for legal and reporting reasons The ideal situation is to have a case for each different malady from which the patient suffers Then you can pull up groupings of case visits to help you evaluate the patient s overall health status By pulling a case that contains all diabetic treatments one for high blood pressure one for angina and one for cancer you get a better picture of the full range of health problems If a patient comes for a onetime treatment you can create a transaction
214. vate the edit boxes click Use Flags Patient flags are connected to patient records in the Other Information tab of the Patient Guarantor window as you edit or set up a new patient record Look up Program Options Color Coding Tab Security Setup One of the options within the File menu is Security Setup This feature protects the integrity and privacy of your information files and safeguards your data from unauthorized access 30 NDCMedisoft NDCMedisoft In the basic NDCMedisoft program security is a limited access feature to protect your program from unauthorized access You enter each program user and assign a password which they need to enter every time they access the program Once the security feature is used the File menu contains an additional option Log In As Another User NDCMedisoft Advanced and NDCMedisoft Network Professional In NDCMedisoft Advanced and NDCMedisoft Network Professional the security feature not only controls access to the program but protects parts of the program from full access There are five levels of access available in the program The Security Supervisor who has unlimited access and full control of security can assign or remove rights for any level of security with one exception Level 1 access cannot be removed from any of the three options listed in the Security window settings for the Supervisor Lower level access can be added but the Supervisor must retain rights to these options L
215. ve Patient Ledger Report and Guarantor Quick Balance List Network Professional only You can print a title page that shows all the filters used in preparing the report Look up Program Options Day Sheets Day Sheets are available in three reports The Patient Day Sheet lists each patient s name showing all transactions and a summary of activities for the day The Procedure Chapter 12 Reports 111 Day Sheet breaks down by procedure code the activities of the day summarizing patients treated for each procedure The Payment Day Sheet shows the payments made on the requested day and the charges to which the payments are applied Look up Patient Day Sheet Procedure Day Sheet and Payment Day Sheet Analysis Reports Billing Payment Status Report Advanced and above One of the most powerful tools in NDCMedisoft the Billing Payment Status Report provides a thumbnail sketch of the current billing and payment status of each claim The report shows what has been billed and not billed what is delayed for some reason if the carrier is not responsible or has refused the claim or if the claim is paid in full An asterisk next to an amount indicates that entity has paid all it is going to pay and the balance if any should go to the next responsible payer Look up Billing Payment Status Report Insurance Payment Comparison Network Professional only The Insurance Payment Comparison report compares the payment records of all c
216. ve Preview Print and Exit speed buttons there are Find and Find Again buttons as well as a Hints button that lets you toggle on or off the Help that appears throughout the program On the right side of the toolbar are the field type speed buttons The Format Grid For illustration purposes go to the File menu and select New Report Click Next Choose Patient and click Next Click Create The format grid which is the basis for the layout of the report excluding insurance and statement forms generally contains three bands to help in its organization See Figure 13 2 el untitled O x 2 3 a 4 Figure 13 2 120 NDCMedisoft The Page Header band is where basic identifying information should be placed such as the report title page number and date Header information appears at the top of every page printed The Transaction Detail band or the body of a report contains the main information of the report and differs from page to page The Patient Footer band contains those fields that typically appear at the bottom of the every report For example in a patient list you might expect to see a page number a date or maybe the total number of records Look up Bands under Report Properties Report Properties One of the creative features of the Report Designer is the ability to break up the report into sections or bands Go to the File menu and select Report Properties You can adjust band height s
217. ve entered all the information click Save Click Close Setting Up a New Insurance Carrier Record Click the Insurance Carrier List speed button Click New In the Name field enter Al Insurance Partners In the other appropriate fields enter PO Box 11223 Hartford CT 01234 Open the Options tab See Figure 5 13 T Insurance Carrier Aetna Address Options EDI Codes PINs Plan Name Type Other sl Plan ID Alternate Carrier ID V Delay Secondary Billing Procedure Code Set 2 x Diagnosis Code Set M d Patient Signature on File Signature onfe zl Insured Signature on File Signature on file x Physician Signature on File Signature on fle zl Print PINs on Forms PNoy H Default Biling Method Eechen zl Set Default Figure 5 13 Enter Best Choice in the Plan Name field Enter HMO in the Type field Leave the Procedure Code Set and Diagnosis Code Set fields alone for now What you select in the various Signature on File fields determines what prints in Boxes 12 13 31 and 24K of the CMS or HCFA 1500 form For now select Signature on File in each of them Select Provider Name and PIN in the Print PINs on Forms by clicking the box and selecting that option Leave the Default Billing Method as Paper 50 NDCMedisoft Open the EDI Codes tab We aren t dealing with electronic claims so skip the top section of the window In the respective default payment application code fi
218. w EDI Receiver Record Go to the Lists menu and select EDI Receivers Click New See Figure 5 15 EDI Receiver new Bisi x Address Modem ID and Extra i IR If the Code is left blank the Code program will assign one Name SS Street aay S saa City State Zip Code Phone 1 RH Extension Phone 2 Fees Fax Phone al Contact TO Comment eee Figure 5 15 In the Address tab enter Truly Wonderful Receiver 2468 Appreciate Lane Happy IA 55555 4802468123 this is the phone number The contact is George Again since we are not dealing with electronic claims in this tutorial skip the Modem and ID and Extra tabs Click Save Click Close Setting Up a Referring Provider Record Click the Referring Provider List speed button Click New See Figure 5 16 52 NDCMedisoft ZS Referring Provider new EIER Figure 5 16 Create a record for Frank N Stein MD 1 Spooky Drive Transylvania IA 85004 enter 4805432109 as the Cell Phone number fnstein mdsx com in Email address 4800981234 in the Office phone 4800981233 as the Fax and 6026789123 as the Home phone number Dr Stein is a Medicare participating physician his License Number is 5551212900 and his specialty is Gastroenterology Open the Default Pins tab Dr Stein s Federal Tax ID is 23YXO444 be sure to choose Federal Tax ID Indicator and his UPIN is 2X3XC12 That s all the informa
219. w menu and click Wait List Click New Type in GONI to select the Chart number To begin the search for his next appointment click Find to open the Find Open Time window Mr Gone is out of school at 2 p m but has choir practice on Tuesday and Thursday He needs a 15 minute appointment so enter a Start Time of 2 30 p and an End Time of 5 00 p Click Monday Wednesday and Friday Click Search and let it go In a few moments if the program finds a match a Confirm window pops up Open time slot Chapter 14 Office Hours Patient Appointment Scheduler 141 found Do you want to set the appointment If the first time slot it presents is not satisfactory click Retry and let it search further Or click Yes and schedule the appointment 148 NDCMedisoft Appendix A Where to Find Help with NDCMedisoft The Manual Documentation Conventions As steps required to use the program are explained certain consistent instructions are given in the manual Knowing these instructions helps you have a clearer understanding when they are used Buttons and Keys Square brackets indicate a button on a window such as Close or Edit Keys on the keyboard are indicated by pictures of the keys such as Enter or E or Tab Entering Information When you are instructed to enter information type the data then press Enter For example the instruction to enter your name means to type your name and press Enter
220. wn financial activity by day or month The summary reports summarize financial information entered for each provider procedure or insurance carrier respectively Look up Activity Reports or Activity Summary Reports Chapter 12 Reports 115 Collection Reports Advanced and above Patient Collection Report The Patient Collection Report contains information based on statements marked Sent in the Statement Management window showing what has not been paid statement date etc Look up Collection Reports Insurance Collection Reports The Insurance Collection Reports are identical in layout but each reflects the selected insurance level primary secondary or tertiary This report also shows the claim data what amount is outstanding etc Look up Collection Reports Audit Reports Advanced and above Data Audit Report The Data Audit Report indicates any changes and or deletions made to program data With the Data Audit Report it is possible for a responsible party to check any changes made If the security feature is used the report indicates who made each of the changes that are reflected in the report See Security Setup in Chapter 4 page 30 This report is intended as a protection for the practice and by using the security feature is accessible only by Level 1 users The file can be purged after it has been reviewed to avoid what could become a sizeable data file The purging of this file is performed in File Mainten
221. y default the most recently opened case is opened You can change the default in the Program Options window Data Entry tab Case Default field see page 25 If you want to create a new case the shortcut to bring up the Case window is ES Another method of selecting a specific case is to click the speed button to the right of the Case description field to open the Select Case by Transaction Date window Look up Select Case by Transaction A document number is automatically assigned by the program and is used for reference and filtering purposes whether the field is displayed in the Transaction Entry window or not You can replace this number with your own if you want If you use superbills you can enter a superbill Serial Number in this field to help keep track of the superbill To use superbill numbers in Transaction Entry open Program Options and click both Force Document Number and Use Serialized Superbills in the Data Entry tab Sometimes there is a need to provide more documentation about a transaction This can be done in a special Transaction Documentation window activated by pressing or clicking Note in the Charges section of the Transaction Entry window See Figure GH 70 NDCMedisoft Transaction Documenta Figure 7 2 There are various transaction documentation types available e g Diagnostic Report Ambulance Certification etc and they can be viewed in the Quick Ledger Look up Transaction Documentation

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