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User Manual - Iron Comet Consulting, Inc.

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1. Options v Alert When Claims Are Done Alert When Statements Are Done 7 TT There are 2 charge entries 7 gil rene raileo ciel A Save Payments Adjustments i Close nad Print Statement Now Write off Balance Now eRe Ase In this window select the patient chart number if you ve chosen an insurance payment 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 gt Payments Adjustments you print statements from Statement Management 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 is Be sure to click Save Payments Adjustments before closing this window or transactions cannot be created 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 t
2. e el Small Balance write off Patient Write off Code v le Maximum Write off Amount 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 F1 Look up Program Options Payment Application Tab Aging Reports Tab The Aging Reports tab lets you alter the starting date for patient aging reports and to redefine aging columns for both patient and insurance aging reports Program Options General Data Entry Payment Application Aging Reports HIPAA Color Coding Billing Audit Patient Aging Insurance Aging Age By Aging Columns Days C Date of first statement 0 Aging Columns Days a 0 to 30 61 31 to 60 g1 61 to 90 121 31 to 31 F1 Look up Program Options Aging Reports Tab HIPAA Tab The HIPAA tab offers features designed to help protect patient information from unauthorized access Chapter 3 General Practice Setup 11 Program Options General Data Entry Payment Application Aging Reports HIPAA Color Coding Billing Audit Heal
3. 7 M 7 3 M at oe C Chapter 2 Medisoft ata Glance 6 Chapter 3 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 1 Backup Data View Backups Restore Backups Information concerning backups is contained in the online Help Go to the File menu in your Medisoft program select any backup related topic and then press F1 F1 Look up Backup View Backup or Restore 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 Program Options Go to the File menu and select Program Options There are a number of tabs within Program Options several available only with Medisoft Advanced and Medisoft Network Professional Each is described below Chapter 3 General Practice Setup 7 General Tab Backing Up Data The General tab deals with backups which are an essential part of maintaining a computer generated billing program and with general default settings Program Options Data Entry Payment Application Aging Reports
4. Enter 25 as the maximum number of characters for a valid password Click the Require Alphanumeric check box You may notice that the password for the Supervisor already complies with these settings Enter 5 as the maximum number of failed login attempts before a user is locked out of the program In Account disable period enter 5 as the length of time a user s account is on hold when the maximum number of attempts has been exceeded Click Save Close the program and open it again This applies all the security changes you just set up When you reenter the program the User Login box appears asking you to enter your login name and password Enter Supervisor and Adam812 Chapter 3 General Practice Setup 20 Chapter 4 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 records Billing codes Contact List DO AED OT GI 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
5. Center s Width 71 Right Justified I Auto size I Transparent Background g Help Eont Background Color M Position Left 280 Top 50 F1 Look up System Data Properties Shape Field Properties ES The Shapes feature lets you add color shapes different background styles and 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 Shape Properties Shape J OK Rectangle x M Background amp Cancel Style Solid x Border Style Solid x Color width 1 Position Size g Help Left 336 Height 16 Topf 49 Width 70 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 F1 Look up Shape Field Properties Chapter 13 Medisoft Report Designer 100 Images Field Properties al The Images feature permits you to add bitmaps sound and videos to patient recor
6. In most cases archiving will only be assigned for level 1 or supervisor level To Set Up Archiving Permissions Appendix E Archiving 134 On the File menu select Permissions The Medisoft Security Permissions window opens In the Window section select Archive Wizard and in the Process section click the appropriate checkbox corresponding to the desired access level Click the Reset Defaults button and click the Close button Archiving Cases The archiving process is implemented via a series of dialog boxes that lead users through the process of archiving data restoring data or viewing printing exporting log or error reports on archived and restored records To Access the Archiving Module and Archive a Case 1 2 On the File menu select the Archive command The Warning window appears Option if needed click Back up Data Now recommended and follow the steps for data backup Click Continue w o Backup In some instances the Confirm window appears This window notes the total number of open cases greater than ten with a zero account balance Option on the Confirm window click No to skip reviewing the open cases The Medisoft Archive Wizard window appears Skip Step Five and proceed to Step Six Option on the Confirm window click Yes to review the open cases The Patient Case Search window appears As needed in the Case Closed column select any cases to close or click Select All to select all the cases Click Save
7. 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 Chapter 13 Medisoft Report Designer 102 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 and select Align Fields in the Speed menu In the Alignment window choose Bottoms and click OK You 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 window 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
8. 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 F1 Look up Insurance Carrier Entry EDI Eligibility Tab Codes Tab In the Codes tab you can enter default payment and adjustment codes for applying payments from this insurance company F1 Look up Insurance Carrier Entry 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 F1 Look up Insurance Carrier Entry Allowed Tab Chapter 4 Setting Up the Practice 26 PINs Tab The PINs tab contains a listing of all PINs assigned by the selected carrier to each provider contained in the program F1 Look up Insurance Carrier Entry PINs Tab Insurance Class Records Use this window to create insurance classes such as Blue Shield or Medicare Use these classes to group insurance carriers for easier reporting Go to the Lists menu and select Insurance Select Classes from the drop down menu To create a new insurance class click New or press F8 To edit a class click Edit or press F9 The Insurance Class List window appears Enter an ID Name and Description for the class Insurance classes are assigned
9. Medisoft Archive Wizard window The Medisoft Archive Wizard window provides three options the Archive Patient Case Records radio button the Restore Patient Case Records radio button and the Print Log Reports radio button Next to the Archive Patient Case Records radio button is the Cutoff Date for Archive Patient Case Records drop down list which is enabled when the radio button is selected The default date is one year prior to the current date Setting Up Archiving Permissions Before utilizing the archiving feature the system administrator should set up user access and create revise rights in the Medisoft Security Permissions window Also if needed the system administrator should set up any new users using the Security Setup window accessed from the File menu The Medisoft Security Permissions window features two sections The Window section shows the available modules The Process section shows the access level A checkmark under a level heading means users with that level of security have the ability to perform that task or have access to that portion of the application The supervisor has full rights within this window to assign to or remove rights from any level of security Level 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 the supervisor decides the appropriate level and assigns users accordingly
10. Show shortcuts 9 Show Windows on setup 9 Starting date 11 Use numeric chart numbers 9 Use Zip Code 9 Default directory 2 Deposit payment application 73 Diagnosis codes 23 139 Setup 23 Dialog box 139 Directories Default 2 Document number 47 Double click 139 Drag 139 Drop down menu 139 E EDI Receivers 28 Sending claims to file HCFA11 60 EDI receiver 57 EDI receiver records 28 Edit control 139 Electronic Claims Processing 84 Eligibility Verification 24 84 Results 85 Setup 84 Employer Setup 37 New 37 EOB Explanation of Benefits 74 Report 139 Transaction adjustment 74 Exit 139 Expression 139 Conditional 101 139 F Facility report 90 Field 139 File maintenance Pack data 17 Purge data 18 Appointment fields 18 Claims data files 18 Closed cases 18 Rebuild indexes 17 Recalculate balances 18 Filter 140 Focus 140 Folder 140 Form offset 96 Format code 140 Format grid 95 Function keys 138 140 F11 51 F8 21 27 29 36 37 39 46 105 106 FQ 24 39 51 61 70 G Graying 140 Guarantor 140 Guarantor Ledger 50 Guarantor Quick Balance List 93 H HCFA 140 Header band 96 Help Where to Find it Local Value Added Resellers 119 Support options 119 Technical Support 119 Training Seminars 119 Updates and changes 120 Help menu 4 Highlight 140 Hint 140 HIPAA Complianc
11. 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 Appendix F Glossary 141 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 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 clicking on icons Appendix F Glossary 142 Index A Abort 138 Accelerator keys 138 Alt Tab 104 Ctrl 138 Shift 97 Accelerator Keys Ctrl V 108 Ctrl X 108 Activate 138 Activities menu 3 Activity reports Daily Activity 92 Summary by Provider 92 Activity Summary by Provider 92 Add records On the
12. 91 Production by Provider 91 Receive Send thru Medisoft Terminal 94 Referral Source 90 Referring Provider 90 Title pages 89 Unapplied Deposit 90 91 Unapplied Payment Adjustment 90 Reports menu 3 Reprinting claims 58 Reprinting statements 67 Revenue Features 79 Right click 141 S Scroll box 140 Security setup 3 16 Select 141 Select case by transaction date 46 Service classifications 31 Setting up Breaks 107 Repeating 108 Patient records 105 Provider records 104 Repeating breaks 108 Resource records 105 Security 111 Shapes field 100 Shortcut 141 Small Balance Write off 79 Speed button 4 95 Claim Management 55 Diagnosis List 23 Insurance Carrier List 25 Provider List 24 Quick Balance 51 Quick Ledger 50 Statement Management 64 Transaction Entry 46 Speed menu 141 Statement management 64 Changing status 68 Creating 66 Editing 66 Listing 67 Marking statements Multiple statements in same batch 69 Printing 67 Reprinting 67 Statement Management Batch number 67 Converting Statements 67 Statement Processing 84 Statements 141 Status bar 141 Submenu 141 Suboption 141 Superbills 141 Support options Medisoft web site 119 Online help 119 System Data field 100 System menu 141 T Task bar 141 Tax charge 22 Tax charges 31 Terminal Medisoft Answer 128 132 BBS 130 Dial options 129 P
13. Medisoft 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 ALT F and select Convert Data The Convert Medisoft Data window by clicking Search for Data finds all MS DOS Medisoft data files This search may take a few minutes 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 Conversion 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 Medisoft 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
14. REPRESENTATIONS OR WARRANTIES EXPRESS OR IMPLIED WITH RESPECT TO CPT INCLUDING WITHOUT LIMITATION ANY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE END USER FURTHER ACKNOWLEDGES THAT THE AMA SHALL NOT BE LIABLE TO END USER FOR ANY DAMAGES OF ANY NATURE WHETHER DIRECT INDIRECT SPECIAL PUNITIVE OR CONSEQUENTIAL ARISING FROM THIS AGREEMENT The AMA shall not by reason of the incorporation of the CPT terminology in the Software or by any other reason be deemed a party to this Agreement and End User shall look solely to McKesson for the performance of any obligations due End User hereunder 2 2 In the event that one or more of the provisions contained in the Agreement shall for any reason be held invalid or unenforceable in any respect such invalidity or unenforceability shall not affect the validity or enforceability of this Exhibit 2 3 CPT only 2000 2001 etc American Medical Association All Rights Reserved No fees schedules basic units relative values or related listings are included in CPT AMA does not directly or indirectly practice medicine or dispense medical services AMA assumes no liability for data contained or not contained herein 2 4 CPT is commercial technical data and or computer data bases and or commercial computer software and or commercial computer software documentation as applicable which were developed exclusively at private expense by the American Medical Association 515 North State Street
15. 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 a 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 Chapter 14 Office Hours Patient Appointment Scheduler 110 a 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 all 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
16. l O Missed Case 17 v Back Pain O Cancelled T O Being Seen REE zle O Checked Out Length 15 minutes O Rescheduled Color E Siver C Need Referral Copay 20 00 Date 2 13 2003 Time 8 45 am Overdue 20 00 Provider JM Mallard J D Enter Copay Repeat No Repeat Balance Status Change Office Hours Professional 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 TIP After you select a chart number and move to another field click or TAB key if the patient has a future appointment scheduled the Patient Has Future Appointment warning field appears Click the magnifying glass or press ALT A to review the scheduled future appointments before finalizing the new appointment This feature is available for Office Hours Professional 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 Appoi
17. tab that report prints automatically when you click the Print speed button Office Hours Professional 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 Go to the Reports menu and select Appointment List In the Report Setup window select how you want the report to print If you have Office Hours Professional you can also select if you want to print only those appointments that need referrals Chapter 14 Office Hours Patient Appointment Scheduler 111 In the Data Selection window modify the report by setting Date and Provider ranges if desired Remember if a range is left blank all available records will be included in the report See Data Selection Questions TIP If available select the Print Blank Appointments to include unassigned time slots from the appointment list in the report Including this data provides flexibility for you to quickly review open slots over the examined range and even print out the report and manually enter patients on the printed report This feature provides a quick way to accommodate walk in patients when accessing the application is impractical or not desired F1 Look up Printing the Appointment List Appointment Status Advanced and above The Appointment Status report displays
18. Cell Phone 513 224 1111 Date of Birth 1 12 1975 The reported injury date was September 15 2002 the Illness Indicator is Injury and the first consultation date was September 21 2002 There have been no similar symptoms This was Chapter 5 Patient Record Setup 44 related to an auto accident so select Auto in Accident Related To Mr Gone lives in lowa 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 SI Case GONIOOOO Gone B new Miscellaneous Medicaid and Tricare Multimedia Comment ED Custom One Personal Account Diagnosis Policy 1 Policy 2 Policy 3 Condition Insurance 1 g Lell Policy Holder 1 lel Relationship to Insured Self Policy Dates Start End Policy Number Group Number Claim Number Cl ssignment of Benefits Accept Assignment Deductible Met 7 Set Default C Capitated Plan Annual Deductible 0 00 Copayment Amount 0 00 Treatment Authorization Insurance Coverage jo E s0 G eo Percents by Service Classification E i jeo IF feo H feo Patient Information Name Gone B Home Phone 513 224 4668 Address 246 Outtahere Street Work Phone 123 345 6789 Pasturize f 55556 Cell Phone 513 224 1111 Date of Birth 1 12 1975 In Insurance 1 select A1 I
19. Chicago Illinois 60610 U S Government rights to use modify reproduce release perform display or disclose these technical data and or computer data bases and or computer software and or computer software documentation are subject to the limited rights restrictions of Preface viii DFARS 252 227 7015 b 2 June 1995 and or subject to the restrictions of DFARS 227 7202 1 a June 1995 and DFARS 227 7202 3 a June 1995 as applicable for U S Department of Defense procurements and the limited rights restrictions of FAR 52 227 14 June 1987 and or subject to the restricted rights provisions of FAR 52 227 14 1987 and FAR 52 227 19 June 1987 as applicable and any applicable agency FAR Supplements for non Department of Defense Federal procurements Preface ix Chapter 1 Setting up the Practice When you first open the Medisoft program after installation you are required to create a new data set if this is the first time you have ever installed Medisoft or convert previous Medisoft or MS DOS data If you have been using Medisoft Version 5 5x or 5 6x and above and have just installed Version 15 a message displays stating that data must be converted before you can access the program If you have not already performed a backup on your existing data perform a backup now Then click OK to perform the automatic conversion If you work with multiple practices each will have to be converted For more conversion information se
20. EDI 06 1 2002 NATOO 6 YOUMIOO0 USOO0 Ready to Send Paper 0 7 AGADWO000 MED0OI Sent Paper 7 12 6 2002 w lt gt id Edit A Create Claims amp Print Send Ss Beprint Claim lt Claims Manager A Delete a Close Header Search Enter values for which you want to search in the grid This field is affected by the variable in the Sort By field Sort By Click the down arrow to select the variable by which you want to search For more information see F1 Look up Grid Columns List Only Click this button to list only certain claims in the grid For more information see F1 Look up List Only Claims that Match Change Status Click this button to change the status on a batch of claims For more information see F1 Look up Change Claim Status Billing Method Navigation Buttons These buttons in the upper right corner of the window allow you to move through the displayed records The button at the right end of the navigation buttons refreshes the information in the grid Grid This section shows you information about each claim You can add and remove fields from this section by clicking the grid modification button in the top left corner of the grid F1 Look up Grid Columns Chapter 7 Claim Management 55 Click a column header to sort the grid by that column When you exit the Claim Management window the application saves your currently selected sorting pattern and displays this selection the next time you access the window The
21. 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 F1 Look up Program Options Security Setup If you are using Office Hours in connection with Medisoft the security settings established in Medisoft are applied to Office Hours as well However you can make changes from within Office Hours if needed You can be logged in to the program on only one computer at a time If you are logged in on one computer and try to log in on another a message pops up You have to log out of the first computer before you can log in on another computer F1 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
22. 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 F1 Look up Provider Entry PINs Tab Eligibility Tab This tab is where you set up the provider to perform eligibility verification Chapter 4 Setting Up the Practice 24 F1 Look up Provider Entry Eligibility Tab Provider Class Records Use this window to enter classes or groups for providers in your practice Grouping providers into classes is helpful when sending claims or statements electronically Go to the Lists menu and select Provider Select Class from the drop down menu To create a new class of providers click New or press F8 To edit a class click Edit or press F9 The Provider Class List window appears Enter an ID Name Description and National ID group NPI number for the class Provider classes are assigned to specific providers in the Providers Entry window Default Group IDs tab F1 Look up Provider Class Entry 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 Select Carriers from the drop down menu or click the Insurance Carrier speed button Address Tab The information contained in the Address tab is standard and includes the Practice ID code Some insurance carriers now
23. LOG is created in the data file directory which explains any problems Any problems or questions should be reported to or clarified through Technical Support Call 800 334 4006 Bringing Over Account Detail from Another System If you are converting data from an accounting system other than Medisoft the data is not affected by the built in automatic conversion Because Medisoft 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 the 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 Medisoft Appendix C Converting Data 127 Appendix D Medisoft Terminal Receiving Reports from
24. Modem 129 List Only 54 58 Maximize 3 140 Minimize 3 140 Navigation 51 New 21 23 24 27 28 29 30 31 32 33 34 36 48 52 53 105 New Case 39 42 New Data Field 98 New Expression 101 New Patient 36 41 None 126 Note 47 OK 30 52 60 62 68 69 70 71 126 130 131 Options 129 Payment Detail 51 Print Receipt 49 Print Send 58 62 67 70 Radio 141 Remove Default 37 Save 1 31 32 33 34 35 41 98 105 Save Payments Adjustments 74 Set Default 37 Speed 141 Add New Data Field 38 40 Address List 27 33 Claim Management 55 Diagnosis Code List 31 Diagnosis List 23 Enter Deposit Payment 73 Insurance Carrier List 25 33 Patient List 41 42 Procedure Code List 30 Provider 32 Provider List 24 Quick Balance 51 Quick Ledger 50 Referring Provider List 34 Statement Management 64 Transaction Entry 46 52 Start 50 62 70 Start Data Conversion 126 C Calculated field 99 Cancel 139 Capitation 138 Capitated plan 40 Payment 75 Case 138 Account 39 Capitated plan 40 Condition 39 Co Pay Amount 40 Crossover Plan 40 Diagnosis 39 Medicaid 40 Miscellaneous 40 Multimedia 40 New 39 Number 46 Opening 39 Personal 39 Policy 1 2 3 40 Select by transaction date 46 TRICARE 40 Workers Compensation 39 Case setup 39 Case based 46 138 Cash Co payment 22 Cash Payment 2
25. Patient Remainder Statements 71 Report styles Insurance form 95 Label 95 Ledger 95 List 95 Statement 95 Walkout Receipt 95 Reports 89 111 Activity Daily Activity 92 Summary by Provider 92 Activity Summary by Provider 92 Add Copy User Reports 94 Aging Insurance 91 Patient 91 Patient Remainder 91 Patient Remainder Detail 91 Analysis Billing Payment Status 89 Facility 90 Insurance 90 Insurance Payment Comparison 89 Practice 89 Referral Source 90 Referring Provider 90 Unapplied Deposit 90 91 Unapplied Payment Adjustment 90 Appointment List 111 Appointment Status 112 Audit 93 Data Audit 93 Billing Payment Status 89 Collection Insurance 92 93 Patient 92 Custom List 94 Daily Activity report 92 Data Audit 93 Day Sheets 89 Facility 90 Guarantor Quick Balance List 93 Insurance Aging 91 Insurance Analysis 90 Insurance Collection 92 93 Insurance Payment Comparison 89 Load saved 94 Patient Aging 91 Transaction age 91 Patient Collection 92 Patient Day Sheets 89 Patient Ledger 93 Account status 93 Procedure 93 Patient Remainder Aging 91 Patient Remainder Aging Detail 91 Payment Day Sheets 89 Practice analysis 89 Practice Analysis Summarizes activity 89 Procedure Day Sheets 89 Production by Insurance 91 by Procedure 91 by Provider 91 Production by Insurance 91 Production by Procedure
26. 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 Chapter 12 Reports 89 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 F1 Look up Practice Analysis Insurance Analysis Advanced and above This report summarizes all claims filed by category Primary Secondary and Tertiary Claims totals are shown for charges and insurance payments in both dollar amount and percentage F1 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 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 F1 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 report to work however all referr
27. Practice 27 Home etc Laboratory Miscellaneous and Referral Source Correct types are required to ensure the CMS 1500 form prints correctly F1 Look up Address Entry EDI Receiver Records EDI receiver records are used when sending claims or statements electronically To get started with electronic claim or statement submission contact your local Value Added Reseller or call Medisoft directly at 800 333 4747 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 Medisoft directly at 800 333 4747 F1 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 CMS1500 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 F8 or click New Address Tab The Address tab takes the basic infor
28. Start to preview the letters Review the letters and print them When you open an account in Transaction Entry Quick Ledger Quick Balance or an Appointment window the words Account alert appear near the patient s name to indicate that the account is in collections Customizing Collection Letters i Go to the Tools menu and select Collection Letter Wizard Choose the Third Party Address radio button The Third Party Billing Information section opens at the bottom of the window In the other fields enter Happy Valley Associates 9825 W Baseline Road Suite 263 Gilbert AZ 85234 480 111 2222 In Sender Name choose Provider Click Preview After previewing the sample letter click Create A little box appears in the middle of the window stating that the format is being updated Then a confirmation box displays Click OK The wizard closes A new collection letter format has been created You will see it the next time you create collection letters It is called WzCollections date For example if today s date were December 3 2004 and customized the format today the format would be called WzCollections120304 Chapter 10 Collections and Revenue Management 82 Note If you create multiple customized versions of the collection letter format you might want to keep a list somewhere noting the date and a note concerning what was customized Writing off Small Balances 9 OOS I OP Os as GOIN Se Go to
29. The Medisoft Archive Wizard window appears Choose the Archive Patient Case Records radio button and on the Cutoff Date for Archive Patient Case Records drop down list next to the radio button select an appropriate cutoff date Click Next The Select Patient Cases to Archive window appears which displays a list of all the patients who qualify for archiving based on the specified criteria Note A guarantor s chart will only be included in this window if all patients associated with this guarantor and their cases have had no transactions since the cutoff date for all cases and have a zero balance As needed in the Selected column deselect any records not to be included in the archive or click Unselect All to deselect all the records displayed and then select any appropriate records Note If a patient who is a guarantor is selected then all patients associated with the chart are also selected If one of the patients associated with a guarantor s chart is deselected then the guarantor s chart is also deselected Click Next The Warning window appears On the Warning window click the Yes button The Archiving Data window appears and as patient records are archived a dual progress bar displays the progress of the archiving process When the archiving process completes the Confirm window appears Appendix E Archiving 135 11 Option click No on the Confirm window to exit the Medisoft Archive Wizard without printing the l
30. Value Added Reseller or contact McKesson directly at 800 333 4747 Color Coding Tab Advanced and above Transactions If you want to use color coding for transactions in Transaction Entry and Quick Ledger click the Use Color Coding box Chapter 3 General Practice Setup 12 Program Options General Data Entry Payment Application Transactions v Use Color Coding Default Colors Color coding Transactions for Transaction Entry and Quick Ledger NoPayment Ga E v Partially Paid Aqua LS v Overpaid Charge Yellow C Partially Applied Payment Blue EEEE v E v Aging Reports HIPAA Color Coding Billing Audit Patients Gray EE Aqua La Yellow L Be ME Fuchsia EE v Use Flags Auto Accident HMO Patient Medicare Patient Capitation Patient Delinquent Account Copay Due Inactive Patient Credit on Account No Insurance Guarantor Unapplied Payment Red 7 Needs Referral Overapplied Payment Fuchsia EEEE v Purple tocando Teal Minor Under 18 Lime Special Needs Silver Tricare Patient Patient Quick Entry User definable required fields _ 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 pati
31. 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 Break Lunch f fm ef d y May 11 2001 AD 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 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
32. a BBS Within the Medisoft program the Medisoft Terminal feature can be used to send or receive reports by connecting to bulletin boards using a modem Go to the Tools menu and select Medisoft Terminal The Medisoft Terminal window appears i Medisoft Terminal File Call Transfer Help 2 FF Exit Emulation Type ANSI a 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 CTRL D Hangup CTRL H Answer CTRL A Send File CTRL S Receive File CTRL R The speed buttons are defined as follows Dial Fy Answer Z Hang up t el Send a file l 1 Receive a file E Exit the program Appendix D Medisoft Terminal 128 The blank part of the window displays all modem activity such as dialing Before using Medisoft Terminal parameters are defined in the Dial menu or the Program Options window of Medisoft Terminal Go to the File menu and select Program Options Check the Knowledge Base www medisoft com kb call your local Value Added Reseller or call Support at 800 334 4006 for technical support go to the Call menu and select Dial F1 Look up Medisoft Terminal Program Options Go to the File menu and select Program Options The Program Options window appears Dialing Suffix race x Cancel Serial Port Parity Baud Rate 57 6k x Data Bi
33. a Data Field in the green band Click the Data Field speed button and then click the green band below the Zip Code heading 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 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 famil
34. a field from the list and click Save or press Select Data Field f Header Claim Total pt Accept Assignment 3 Accident State Annual Deductible E Practice Transaction Champus Branch of Service Champus Card Start Date Champus Nonavailability xl 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 Chapter 13 Medisoft Report Designer 98 Find Field x M Find Fields that Match Zip ef Search ya Select M Search Results 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 isi Help Case Referral Source Zip Code 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 F1 Look up Data Field Properties and Find Field 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 This field type has no effect on statements which present a special cS situation Data entered in a Calculated field can generate
35. a list of appointments showing their statuses F1 Look up Appointment Status Report Printing Superbills The superbill is designed to be a physician s worksheet At the beginning of the day consider printing a copy of the superbill for each patient with an appointment that day and then attach it to his or her chart In Medisoft the superbill is pre formatted with the patient s name chart number appointment time and the practice name at the top The superbill displays a list of what procedures can be performed by the provider and the diagnoses related to it displayed in a list format If you use Office Hours integrated with any version of Medisoft you can print superbills for the day through Office Hours Go to the Reports menu and select Print Superbills In Medisoft select the Reports menu and then select Print Superbills For a discussion on how superbills work and how to track superbills F1 Look up How Superbills Work F1 Look up Tracking Superbills For more information on creating new superbill report formats editing an existing Superbill format or converting an existing superbill format F1 Superbills Deleting a Superbill If you delete an appointment to which a superbill is attached the superbill is also deleted from the program When a numbered superbill is deleted from the program the number may be released for reassignment For more information on superbill deletion and reassignment see F1 What Happens to the Number W
36. as a group Choices include Entry order Date of Service and Document Number F1 Look up Print Send Statements F1 Look up Data Selection Questions 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 F1 Look up Reprinting Statements Listing Statements Click List Only to view only those statements that match a set of criteria that you define Chapter 8 Statement Management 67 List Only Statements That Match ziej Chart Number Statement Created Billing Date Batch Number Biling Method Status All all SFera 2 O Hold Defaults O Electronic OResdito Send a O Sent Submission Count O Failed O Done V Exclude Done O Challenge 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 F1 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 Statements Processing get a report that marks each statement as either accepted or rejected 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 st
37. 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 All Columns box to be 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 bl
38. 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 Chapter 7 Claim Management 54 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 Management The Claim Management Window To perform any claim management functions go to the Activities menu and select Claim Management or click the Claim Management speed button This window features several sections used for various tasks Search Sort By gt List Only Change Status gt e Claim Number Chart Num Carier1 Status1 Media 1 Batch1 BilDate1 EDI Receiver1 Carier 2 Status 2 Mec 1 SIMTAO00 AETOO Sent Paper 1 12 3 2002 2 AGADWOO0O0 MEDOI Done Paper 2 11 21 2002 AETOO Sent Paf 3 BRIJA000 CIGOO Sent Paper 4 3 25 2002 BLUOI Sent Par 4BRISU000 CIGOO Done Paper 5 12 5 2002 BLUGO Sent Par 5 WAGJE000 BLUOO Sent
39. 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 Medisoft MS DOS Users Converting to Windows If you are a user of any Medisoft patient accounting program in the MS DOS environment your data files are converted to the Windows version Appendix C Converting Data 125 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 a What Doesn t Convert Before you undertake the conversion of Medisoft MS DOS data to the Medisoft Windows program you need to know that there are several types of data or formats that do not convert no matter which option you choose Any custom formatting you have done including lists statements CMS 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 a Converting MS DOS to Windows
40. by whom Some PHI personal health information will be included in the Data Audit Report no matter what selections are made or excluded in the Program Options window or the Audit Generator Note This report does not support printing a report title page even if the Print Report Title Page option was set in the Program Options window F1 Look up Audit Generator 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 Medisoft program is a true Open Item Accounting 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 F1 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 F1 Look up Guarantor Quick Balance List NOTE Medisoft Network Professional provide
41. column next to the record pointer indicates whether notes are attached to the particular claim If the column contains a page icon highlight the record and press F5 to view the note F1 Look up Claim Comment Buttons Edit Click this button to edit the selected claim F1 Look up Edit Claim Create Claims Click this button to create claims F1 Look up Create Claims Print Send Click this button to print the claims on paper or send them electronically F1 Look up Print Send Claims Reprint Claim Click this button to rebill claims F1 Look up Reprinting Claims Claims Manager This button is only available if you have enrolled in Claims Manager an online electronic claims service Click this button to launch the service F1 Look up See Claims Manager Note When you enroll providers and insurance payers in Claims Manager the program assigns the Claims Manager EDI receiver as the method of sending claims for those payers If you do not enroll all the providers in the practice in Claims Manager you will have to make manual changes to send the unenrolled providers claims Click here for more information Delete Click this button to delete the claim number and release the transactions bound to the claim You can then put those transactions on a different claim Close Click this button to close the window Creating Claims It is in the creating claims operation that a claim is finally prepared for submission Chapter 7 Cla
42. components to the Communications Manager suite Communications Manager This portion of the program allows you to create connections between your practice management software and third party programs One connection to each of the third party programs can be created for each practice Communications Manager also allows you to define connection settings and manage connection errors Once you set up your connections it rarely requires additional maintenance Communications Messenger This portion of the program manages the transfer of data between your practice management software and third party programs Once you have enabled the Communications Messenger and set up your connections through Communications Manager Communications Messenger will automatically deliver and receive data Once this program successfully sends its first message it rarely requires additional maintenance For more information see F1 Look up Communications Manager Main Window F1 Look up Creating a New Connection Patient Treatment Plans Network Professional only When 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 Chapter 6 Transaction Entry 49 F1 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 slidin
43. fly 26 Add Copy User Reports 94 Address File Type Attorney 27 Employer 27 Facility 27 Provider 28 Address Record Type 27 Address records 27 Type Laboratory 28 Miscellaneous 28 Adjustment codes 22 Adjustments Apply to charges 48 Aging reports Insurance 91 Patient 91 Patient Remainder 91 Patient Remainder Detail 91 Aging Reports 91 Alphanumeric 138 Analysis reports 89 Billing Payment Status 89 Facility 90 Insurance 90 Insurance Payment Comparison 89 Practice 89 Referral Source 90 Referring Provider 90 Unapplied Deposit 90 91 Unapplied Payment Adjustment 90 Applications Menu 138 Appointment Finding time slot 107 Repeating 107 Setting 105 Audit reports Data Audit 93 B Backup 8 138 Options 8 BBS Bulletin Board Service 94 Billing Cyclical 139 Billing charge codes 22 Billing charges 50 Billing codes 28 Billing Cycles 79 Billing services 1 Billing Payment Status report 89 Bit map 138 141 Boolean 138 Browser window 140 Buttons All 126 Apply 53 73 74 Apply Payment to Charges 48 52 Browse 131 132 Cancel 139 Change 107 108 Change Status 59 68 Close 49 53 139 Close Exit 139 Close Exit 3 Copy Case 39 Create 61 70 Create Claims 49 60 Create Statements 69 Delete 108 Edit 23 24 33 51 57 60 61 69 70 Exit 139 Exit 139 Filter 51 Find Field 98 Find
44. 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 F1 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 F8 or Edit F9 opens up a window where you can create a new code or edit an existing one MI Diagnosis new Code 1 j Description Alternate Code Sets Code 2 Code 3 M HIPAA Approved Inactive Code 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 F1 Look up Diagnosis Entry Chapter 4 Setting Up the Practice 23 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 an
45. generally known to third parties or that McKesson obtains from any third party that McKesson treats as confidential whether or not owned by McKesson Confidential Information shall not include information that You can show is 1 known by You at the time of receipt from McKesson and not subject to any other nondisclosure agreement between the parties 2 now or which hereafter becomes generally known to the public through no fault of You 3 otherwise lawfully and independently developed by You without reference to Confidential Information or 4 lawfully acquired by You from a third party without any obligation of confidentiality d Data Center means one data center located in the United States only and operated by End User e Documentation means user guides or operating manuals containing the functional specifications for the McKesson owned software and Clinical Content as may be reasonably modified from time to time provided to End User f Facility means one discrete location in the United States only where healthcare services are administered by a Provider or Providers or operated by End User as applicable g McKesson Affiliates means NDCHealth Corporation but specifically excluding PST Services Inc and any U S entities that now or in the future are controlled by either McKesson Information Solutions LLC or NDC Health Corporation h Permitted User means any individual a End User employee b consultant
46. in the Insurance Carrier Entry window Options tab F1 Look up Insurance Class Entry 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 i Address new DER If the Code is left blank the Code program will assign one A one eTe R Cancel Street P EI Hep City State Zip Code Type Employer Phone Extension Fax Phone Set Default Cell Phone o Office Coat sss S E Mail wo Identifier Entity ID Hi Purchased Services Mammography Certification Extra 1 Extra 2 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 Chapter 4 Setting Up the
47. 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 F1 Look up Patient Guarantor Entry 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 using 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 char
48. mae Remove Default Box 31 Box 24K Patient Signature on File Leave blank Insured Signature on File Leave blank Physician Signature on File Leave blank Print PINs on Forms Leave blank Default Billing Method 1 Paper Default Billing Method 2 Paper L ILL KRIK IL L Default Biling Method 3 Paper 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 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 Open the EDI Eligibility tab We aren t dealing with electronic claims so skip the top section of the window In the respective default payment application code fields select INSPAY APWROFF MCWH DEDUC and TAKEBACK 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 Chapter 4 Setting Up the Practice 33 SI Address new If the Code is left blank the Code
49. payment of 10 on the account Click any column in the Payments Adjustments and Comments section and then enter the procedure code for a cash co payment COPAY10 In Who Paid select Mr Gone In the Description field enter Co payment Notice that 10 is entered 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 Apply Payment to Charges Payment From G aera For Gone B s Date From Document Procedure Charge Balance Payor Total This Payment 0601090000 99214 0601090000 82954 Apply To Oldest ra Close a Help There are 2 charge entries Chapter 6 Transaction Entry 52 With the 10 to apply select the charge that is 75 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 The Apply Adjustment to Charges window is similar to the Apply Payments to Charges window Apply Adjustment to Charges Adjustment hee For Gone B T ooeton oenen see Oe ees a fiaa forom fee f e eat 0601090000 Cl Hel There are 2 charge entries BD coe a Hep Locate the 65 balance and enter 5
50. report will print on that device without any need for you to select it from a print window F1 Look up Default Printer Selection Overview F1 Look up Setting a Default Printer Print Blank Superbills Medisoft 15 adds the ability to print blank serialized superbills that are not assigned to an appointment This new feature is available when the Force Document Number and Use Serialized Superbills options on the Program Options window are selected Once enabled you can print a blank Superbill from a new option on the Reports menu and at a later date assign the blank superbill to a chart and case in the Transaction Entry F1 Look up Printing Blank Superbills F1 Look up Assigning a Blank Superbill to a Patient and a Case Appendix B New in This Version 121 Rejection Code Hot key Addition Medisoft Advanced and Network Professional Medisoft 15 adds new keyboard shortcut functionality for adding a claim rejection message to a charge You can now use the F8 or F9 keys to in the Apply Payment Adjustments to Charges Grid to add F8 or edit F9 a Claim Rejection Message Transaction Entry Sort Medisoft Advanced and Network Professional Medisoft 15 adds the ability to sort the columns in the Transaction entry by clicking a column header to sort the grid by that value for instance click the Procedure header to display transactions sorted by the procedure number of the line item The default sorting pattern sorts in a descending order and t
51. the user to whom you would like to assign the task by clicking the down arrow in the User field and selecting the appropriate user If you would like to assign a task to a group of users rather than a single user select the group name from the drop down menu in the Group field Chapter 15 Work Administrator 117 Enter information in the remaining fields as necessary Click Save and the task appears in the Assignment List of the appropriate users F1 Look up Tasks Rules Work Administrator allows you to create rules so that a task is automatically added to the Assignment List each time a particular scenario is created Existing rules are displayed in the Task Rules List accessed by clicking the List Rules button in the Assignment List To add or modify a rule click New or Edit in the Task Rules List The Rule window appears New Rule Task Code i Priority 1 Description OSS Default Group Default User Due in oo Days Note Condition Associated Area Table Event OnNew On Delete g Save x Cancel Help This window allows you to add or edit rules so that common tasks are automatically created The top portion of the window lets you create a type of task and specify instructions The Condition portion of the window lets you determine when the task above is created For example you office may need to check eligibility for each patient who needs a referral You can create a rule that automatically adds thi
52. 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 List window A window unique to Medisoft 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 or Menu bar Appendix F Glossary 140 Pixel Short for picture element The smallest graphic unit that can be displayed on your screen All the images displayed on a co
53. to help you to manage your practice Some of the highlights include Deposit List Detail Print Medisoft Advanced and Network Professional Medisoft 15 adds new print functionality to the Deposit List Detail window which is accessed from the Deposit List This new feature lets you select an item in the Deposit List click the Detail button to view the item details and then print the item details including the dates of service and the procedures that the payment was applied to by selecting the Print Grid button F1 Look up Print an Entry from the Deposit List Missed Co pay Remainder Statement Medisoft Advanced and Network Professional Medisoft 15 adds a new way to track missed copays using the Copay Remainder statement This statement immediately includes missed copays instead of waiting until the insurance has paid on the claim F1 Look up Tracking Missed Copays Default Printer Option Medisoft Advanced and Network Professional Medisoft 15 introduces a new feature for selecting a default printer for printing superbills claims and statements This setting is saved to the user s Medisoft login profile workstation To set up a default printer for these printing tasks you would select the Default Printer Options command from the Reports menu and match specific printers to reports in the Default Printer window Settings are saved based on security profile if used or by workstation Once a default printer is assigned the specific
54. up Apply Payment to Charges or Apply Adjustment to Charges Unprocessed Transactions The Unprocessed Charges window provides an interface between an Electronic Medical Records EMR service and Medisoft via Communications Manager This window provides controls to with edit and post financial transactions imported from an EMR service and Medisoft Transactions imported into Medisoft from an EMR service through Communications Manager are held as Unprocessed Charges until they can be processed by a Medisoft user From Activities menu select Unprocessed Transaction and then select Unprocessed EMR Charges The Unprocessed Charges window appears with a list of transactions that have yet to be posted The columns in the list correspond to information from EMR application Columns such as billing providers diagnosis codes and procedure codes should be reflected in the same manner as found in your practice management software F1 Unprocessed Transactions Overview Communications Manager Overview This product allows you to transfer data between Medisoft and EMR programs Currently you can create a connection to Medisoft Clinical InstantDx Practice Partner Patient Records MediNotes RelayHealth send patient demographics only and SpringCharts The product also provides a Standard HL7 connection type that supports sending patient demographics and scheduling data to any EMR that is HL7 and Communications Manager compliant There are two major
55. 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 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 3 can take a long time to process Keep that in mind when planning your file maintenance activities Rebuild Indexes The Rebuild Indexes tab provides options to rebuild data indexes and lists the files available for rebuilding Clicking All Files includes them all 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 All Files to include them all Chapter 3 General Practice Setup 17 Purge
56. 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 Medisoft F1 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 and any conclusions or information shared during the conversation For more information on the use of this feature see the Help files F1 Look up Contact Entry Default Printer Selection Advanced and above Setting a default printer for printing various superbills claims and statements involves a series of simple steps to first identify items to be assigned to a specific device followed by any additional print setup selections Open Medisoft and select the Default Printer Options command from the Reports menu window The Default Printer window will open NOTE this command is only available by default if security is applied to level 1 users If you plan on other user levels having access you will need to change the default permissions in the Permissions window If you are not using security any default printer settings are saved to the
57. 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 The Transaction Entry window displays on a tabbed panel the current insurance carriers assigned to the patient s case along with the aging columns The aging columns appearance is dictated by setting on the Program Options tab Enter information in the Procedure column and any other information that is necessary to complete this charge transaction To create a second charge transaction click the down arrow key or click New Sort the columns in the Transaction entry by clicking a column header to sort the grid by that value Medisoft Advanced and Medisoft Network Professional feature For instance click the Procedure header to display transactions sorted by the procedure numbers of the line items The default sorting pattern is based on date and sorts in a descending order and the last sort selection is also saved for next use For more information see F1 Look up Sorting the Transaction Entry Grids 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 and then enter Who Paid a Descrip
58. z v i v T 219 a 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 Chapter 4 Setting Up the Practice 31 SI Diagnosis new Code 1 J A Save Description x Cancel Alternate Code Sets Code 2 Code 3 HIPAA Approved Inactive Code g Help Enter 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 i Provider new DoR Address Default Pins Default GroupIDs PINs Elgibiity If the Code is left blank the program will assign one Last Name Middle Initia First Name Credentials Street City 0 State Remove Default ZipCode Code Inactive A Save R Cancel G Heb E Mail Office Fax Home Cell M Signature On File Signature Date Medicare Participating License Number Specialty General Practice ttsti is sY 00
59. 1 Entity Type X Skip the Code field Enter the following information Name M Urdoc Credentials MD Address 1 Healthy Avenue Stressfree IA 68888 Office number 123 443 2584 123 4HEALTH There are no additional numbers so leave those fields 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 In the Default PINs tab enter 102938475 in the SSN Federal Tax ID field choose Federal Tax ID Indicator and then enter 22222222 in the Medicare field No other information is available right now for Dr Urdoc Chapter 4 Setting Up the Practice 32 When you have entered all the information click Save Click Close Setting Up a New Insurance Carrier Record Click the Insurance Carrier List speed button Click New Skip the Code field Enter the following information In the Name field enter A1 Insurance Partners In the other appropriate fields enter PO Box 11223 Hartford CT 01234 Open the Options tab w Insurance Carrier new Address Options EDI Eligibilty Codes Allowed PINs Plan Name Type Other Class X Plan ID Alternate Carrier ID Delay Secondary Billing Procedure Code Set 1 gt Diagnosis Code Set 1 zi HCFA 1500 Box 12 x
60. 1 Look up Case Personal Tab 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 number of visits F1 Look up Case Account Tab 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 F1 Look up Case Diagnosis Tab 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 F1 Look up Case Condition Tab Chapter 5 Patient Record Setup 39 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 F1 Look up Case Miscellaneous Tab 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 S
61. 2 Centers for Medicare and Medicaid Services 139 Changing claim status 59 Changing statement status 68 Chart number Automatic 36 Chart Number 138 Check box 138 Check co payment 22 Check Payment 22 Choose 138 Claim management 54 Changing claim status 59 Creating 56 Editing 57 List claims that match 58 Printing claims 58 Reprinting claims 58 Claim Management Batch number 58 Creating Ranges 57 EDI receiver 57 Manager s job 54 Marking claims Multiple claims in same batch 60 Claim Rejection Messages 79 Clearinghouse 138 Click 139 CMS 139 CMS 1500 form 28 Codes 4 Adjustment 22 Alternate 23 Billing 28 Billing charge 22 Cash co payment 22 Cash payment 22 Check co payment 22 Check payment 22 Comment 22 Credit card co payment 22 Credit card payment 22 Deductible 22 Diagnosis 23 Setup 23 Format 140 Inside lab charge 22 Insurance payment 22 MultiLink 23 Outside lab charge 22 Procedure 21 89 Procedure charge 22 Product charge 22 Tax 22 Withhold adjustments 22 Collection List 78 Add Collection List Items 78 Collection reports Insurance 92 93 Patient 92 Color coding Patients 13 Transactions 12 Combobox control 139 Comment codes 22 Conditional expression 101 139 Contact list records 29 Control 139 Check box 138 Combobox 139 Field 139 List box 140 Scroll box 140 Conversion 12
62. 4 130 Dial options 129 Dialing a BBS 130 Program options 129 Protocols 131 Receive file 128 132 Receiving reports 128 Sending files 131 Speed buttons 128 Transfer protocols 131 Menu bar 3 138 Activities menu 3 Edit menu Copy 3 Cut 3 Delete 3 Paste 3 File menu Security Setup 3 Help menu 4 Lists menu 3 Reports menu 3 Tools menu 3 Window menu 3 Minimize 140 MMDDCCYY 139 MMDDYY 139 Modal 140 MS DOS 125 126 Conversion 125 126 MultiLink codes 23 Multiple practices Default directory 2 N New practice 2 Numbers Punctuation 37 O Office Hours Accelerator keys Alt Tab 104 Keys Alt 104 Tab 104 Main window 104 Open Item Accounting 93 127 Operations menu 140 Outside lab charge 22 P Pack data 17 Patient Setup Guarantor 36 Head of household 36 New 36 Patient Aging report 91 Patient Collection report 92 Patient Day Sheets 89 Patient Ledger 50 Patient Ledger Report 46 93 Patient records 36 Patient Remainder Aging Detail report 91 Patient Remainder Aging report 91 Patient treatment plans 49 Payment Day Sheets 89 Payments Apply to charges 48 Pending changes 120 Pixel 138 141 PPO 75 Practice Setup Address records 27 Billing codes 28 Cases 39 Contact list records 29 Diagnosis codes 23 EDI receiver records 28 Insurance carrier records 25 MultiLink codes 23 Multipl
63. 42 Validation 142 Walkout Receipt 142 Window 142 Tertiary Insurance carrier 141 Text field 97 Title bar 3 141 Title pages 89 Toggle 141 Toolbar 4 141 Tools menu 3 Tooltip 140 Training seminars 119 Transaction 91 142 Transaction entry Adjustment Apply to charges 48 Case based 46 Document number 47 Documentation 47 New Apply payment or adjustment 48 Charge transaction 48 Entering transactions 46 Payment or adjustment transaction 48 Patient Ledger 46 Patient notes 24 Provider number 24 Payment Apply to charges 48 Select case by date 46 Transfer protocols 131 TRICARE 40 U Unapplied Deposit report 90 91 Unapplied Payment Adjustment report 90 UPIN 28 V Validation 142 Validator 142 W Walkout Receipt 49 142 Window 142 Window menu 3 Windows converting to upgraded Windows 125 Withhold adjustments 22 Work Administrator 116 Assignment List 116 Filters 116 Rules 118 Tasks 117 Workers Compensation 39
64. 5 All transactions 126 Data files affected 126 Bringing detail from another system 127 Data CONVERT LOG 127 EDI batches 126 What doesn t convert 126 Medisoft MS DOS to Windows 126 MS DOS 126 MS DOS data to Windows data 125 No transactions 126 Data files affected 127 Patient balances forward 126 Data files affected 126 Windows data to upgraded Windows data 125 Co Pay Amount 40 Copyrights i Creating claims 56 Credit card co payment 22 Credit card payment 22 Crossover claims 40 Cursor 139 Custom Case Designer 40 Custom Patient Designer 38 Custom Report List 94 Customizing statements 84 Cyclical billing 139 Daily Activity Report 92 Data Audit report 93 Data conversion MS DOS converting to Windows 125 Windows converting to upgraded Windows 125 Data field 97 Date format MMDDCCYY 139 MMDDYY 139 Day Sheets 89 Patient Day Sheet 89 Payment Day Sheet 89 Procedure Day Sheet 89 Deductible codes 22 Default 139 Default choices 9 Account alert setting 9 Auto create tax entry 10 Calculate disallowed amount 11 Calculate patient remainder balances 9 Define aging columns 11 Enforce accept assignment 9 Enter to move between fields 9 Force payments to be applied 9 Mark completed claims Done 11 Mark paid charges complete 11 Multiply units times amount 9 Place of Service code 10 Show hints 9
65. 8 00 Total 0 00 Balance 91 00 Last Visit Date 3 9 2007 Policy Copay 20 00 OA Annual Deductible 0 00 YTD 0 00 Visit 2 of A12 Account Total 196 00 Charges Global Coverage Until Procedure Units Amount Total 3 3 2007 38213 i 60 00 sn onjes72 jes n eh New A Delete A Mutilik eR Note f Details Total Taxable Amount 0 00 op Tex Payments Adjustments And Comments Pay Adj Code Who Paid Description Provider Amount Check Number Unapplied 11 21 2002 COMMENT Carrier MEDO1 was billed REL 0 00 0 00 12 4 2002 MP Medicare Primary 23664 REL 48 00 12 4 2002 MP Medicare Primary 23664 REL 63 00 ES Apply hl New A Delete E Note Calculate Totals A Update All B Quick Receipt amp Print Receipt amp Print Claim oa Close A Save Transactions Medisoft 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 F1 Look up Transaction Entry Start with a Chart Number From the Activities menu select Enter Transactions or click the Tr
66. 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 Billing Code Provider EDI Receiver Procedure Diagnosis MultiLink Appendix C Converting Data 126 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 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 7 page 54 The conversion finishes on its own If the data conversion encounters problems a file named CONVERT
67. 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 On occasion account balances or applied amounts may appear to be miscalculated This option recalculates the selected types of balances Note An individual patient s account balance can be recalculated in the Transaction Entry window by clicking the Account Total amount Click OK in the Transaction Entry window and the program begins the process To recalculate all account balances click the Recalculate Balances check box To recalculate all unapplied amounts click the Recalculate Unapplied Amount check box Click the Recalculate Patient Remainder Balances to recalculate all patient remainder balances F1 Look up File Maintenance Tutorial Practice To practice setting up security you can perform the following steps using the tutorial database provided with this program User Setup Go to the File menu and select Security Setup This opens the Security Setup window Click New to open the User Entry window In the Medisoft original program we recommend that the first user be designated the Adm
68. HIPAA Color Coding Billing Audit Remind to Backup on Program Exit Max Automatic Backup Count 10 Backup Program Command Line Show Windows on Startup f Show Hints J Patient List M Show Shortcuts Transaction Entry Enforce Accept Assignment Print Report Title Page Enable Electronic Prescribing Data Version Number Use Server Time I Hide Inactive Closed Items M Use Guarantor Ledger for Quick Ledger Calculate Patient Remainder Balances Account Alert Setting when Medisoft first opens Patient Remainder Balance fo C when Medisoft closes M Delinquent on Payment Plan None of the above M Sent to Collections Outstanding Co payments Patient Remainder Balances may also be recalculated or ha eben through File Maintenance 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 Medisoft program is a dependable method Consider selecting the Backup Root Data option to back up your root data directory that is C Medidata The information backed up can include registration information and other files shared among all your practices Go to the File menu and select Backup Root Data The Backup Root Data window opens F1 Lo
69. 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 These reports also offer variants that include claim notes F1 Look up Insurance Collection Report Patient Collection Letters The Collection Letter Report is printed in preparation of collection letters It contains information from the collection list and is used to help evaluate collections To access this report go to the Reports menu select Collection Reports and then Patient Collection Letters F1 Look up Collection Letter Report Chapter 12 Reports 92 Collection Tracer Report The Collection Tracer Report reports how many collection letters have been sent and when Each time collection letters are printed the program by default keeps track of each letter sent F1 Look up Collection Tracer Report Audit Reports a Audit Generator The Audit Generator helps create a Data Audit Report that contains only the information you want included in the report The tables available in the Audit Generator are governed by choices made in the Audit tab of the Program Options window and whether a table has been edited You choose which tables fields users and activities are included in the template This report is intended as a protection for the practice to keep track of changes made and if desired
70. Match Chart Number X 9 al Apply Claim Created z x Cancel Select claims for only E Al Primary C Secondary Tertiary Help That match one or more of these criteria Insurance Carrier X 9 EDI Receiver X e Biling Method Claim Status All All Paper Hold Electronic Ready to Send Sent Rejected Challenge Defaults Alert Donel Exclude Done Pending Billing Date X Batch Number eeeeeeeec 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 F1 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 1 column in the Claim Management window Click Change Status The Change Claim Status Billing Method window is opened Change Claim Status Billing Method Change Status Billing Method of Claims For C Batch 2 Selected Claim s Status From Status To x Cancel Hold C Hold Ready to send C Ready to send E Help Sent C Sent i C Rejected allenge Alert C Challenge Done C Alert Pending C Done Any status type C Pending eLeveeneee B
71. NT E 1 cr 2 No 12 4 2002 0211210000 23664 REL 12 4 2002 ee a eC 12 4 2002 0211210000 23664 REL MP TED 2211210000 Carrier AETOO was billed REL COMMENT E TA 2No 13 9 2007 0703080000 EE a v gt Account Total 196 00 amp Print B Quick Statement amp Statement Fa Chose While no new transactions can be made in the ledger itself it is possible to edit and print the ledger and gain valuable detail on patient accounts You can change responsibility for a selected transaction in the Quick Ledger window Right click a transaction to change its responsibility between insurance carriers or from an insurance to the patient This feature lets you skip entering the zero dollar insurance payment to indicate that no payment is coming from the insurance carrier F1 Look up Changing Responsibility in Quick Ledger 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 the Transaction Entry window where charges payments and adjustments can be reviewed and edited as needed Both the Patient and the Guarantor Ledgers let you view the notes entered for transactions in the grid and also add a note Click the Note button or press F5 to toggle the display any transaction notes attached to the transact
72. NVOLVEMENT OF TRAINED INDIVIDUALS END USER FURTHER ACKNOWLEDGES AND AGREES THAT MCKESSON HAS NOT REPRESENTED ITS SOFTWARE AS HAVING THE ABILITY TO DIAGNOSE DISEASE PRESCRIBE TREATMENT OR PERFORM ANY OTHER TASKS THAT CONSTITUTE THE PRACTICE OF MEDICINE 2 4 Internet Disclaimer CERTAIN SOFTWARE PROVIDED BY MCKESSON UTILIZES THE INTERNET MCKESSON DOES NOT WARRANT THAT SUCH SOFTWARE WILL BE UNINTERRUPTED ERROR FREE OR COMPLETELY SECURE MCKESSON DOES NOT AND CANNOT CONTROL THE FLOW OF DATA TO OR FROM MCKESSON S OR END USER S NETWORK AND OTHER PORTIONS OF THE INTERNET SUCH FLOW DEPENDS IN LARGE PART ON THE INTERNET SERVICES PROVIDED OR CONTROLLED BY THIRD PARTIES ACTIONS OR INACTIONS OF SUCH THIRD PARTIES CAN IMPAIR OR DISRUPT END USER S CONNECTIONS TO THE INTERNET OR PORTIONS THEREOF ACCORDINGLY MCKESSON DISCLAIMS ANY AND ALL LIABILITY RESULTING FROM OR RELATED TO SUCH EVENTS 2 5 Termination 2 5 1 Termination McKesson may terminate the EULA immediately upon notice to End User if Preface vi End User a materially breaches the EULA and fails to remedy such breach within 60 days after receiving notice of the breach from the terminating party b materially breaches any other contract End User has entered into with McKesson c infringes McKesson s intellectual property rights and fails to remedy such breach within ten 10 days after receiving notice of the breach from the terminating party d materially breaches the EULA in a mann
73. Service is set up through Medisoft Terminal See Appendix F Medisoft Terminal page 138 F1 Look up Medisoft Terminal Chapter 12 Reports 94 Chapter 13 Medisoft Report Designer Report Designer One of the most exciting features of Medisoft is the 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 F1 Look up 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 Medisoft i Medisoft Report Designer File Edit Insert Window Help WAA AI BSAADTH r caAPDABWARW 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 fi
74. Transaction Entry window Transaction Documentation Itysl8 Transaction Note internal use only A Documentation Notes x Cancel G Help There are various transaction documentation types available e g Diagnostic Report Ambulance Certification etc and they can be viewed in the Quick Ledger F1 Look up Transaction Documentation If you need to enter drug prescription information for a charge on the Transaction Entry window you can click the Details button to open the Transaction Details window On this window you can add data which is then included on a custom report or a printed claim You will need to customize a report and modify fields 24A 24H to add National Drug Code NDC data in a charge line electronic claims automatically pulls this data for claims For more information on modifying a report see Report Designer And to view NDC Information on the Transaction Entry you will need to add the NDC fields to the grid Chapter 6 Transaction Entry 47 F1 Look up Adding NDC Information Report Designer and Grid Columns 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 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 number of transactions from a different date
75. added to determine which tasks show on the Assignment List To add a data filter click Add in the Filters section of the Assignment List The Filter Selections window opens Chapter 15 Work Administrator 116 i Filter Selections el Setup the filters to determine what items show in your task list 1 Select the field you want to filter on Associated rea v 2 Select the values for the condition Address Edit Address List Appointment Edit Appointment List L Case Edit 3 Click Add to add the filter below Add Remove J Save x Cancel Help Select the field and values for the filter Click Add and the new filter will appear in the text box at the bottom of the window Click Save to apply the filter to the Assignment List F1 Look up Filter Selections Tasks This window lets you enter tasks in the Assignment List and assign them to a specific user or group of users Users can check the Assignment List throughout the workday to view the tasks they should complete Depending on a user s permission level he or she may not be allowed to create or edit tasks To create a task click New in the Assignment List or select Add New Task from the Activities menu To modify an existing task click Edit The Task window opens Done J Remind jo day s before due User Group i Description fe E Priority 1 v Associated aeaf o l Date Due f Date Completed Sea Repeat E Al J Save x Cancel Select
76. aim highlight the GONIO000 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 is paid by primary carrier Press ENTER and then press CTRL T to enter a date time stamp 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 S Claim 1 Claim 1 Claim Created 12 3 2002 Chart SIMTAO00 Tanus J Simpson Case 1 Carrier 1 Canier2 Carier3 Transactions Comment Claim Status Billing Method Hold Paper Ready to send C Electronic Sent C Rejected Initial Billing Date 12 3 2002 C Challenge Batch 1 Alert Aes minea Submission Count 1 Pending Biling Date 12 3 2002 Insurance 1 AETOO X P Aetna EDI Receiver X 9 Frequency Type Chapter 7 Claim Management 61 This tab shows that both transactions are included in the selected claim To split the claim highlight the second transaction procedure code 82954 and click Split Click Yes to split the claim The second transaction is removed from the claim Click Save When Claim Management is reopened 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 Pr
77. ak up the report into sections or bands Go to the File menu and select Report Properties You can adjust band height set 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 F1 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 Chapter 13 Medisoft Report Designer 96 Transparent Background This option eliminates the white area around data in the various fields when the report is printed showing the data directl
78. al 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 F1 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 F1 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 F1 Look up Unapplied Payment Adjustment Report Unapplied Deposit Report Advanced and above The Unapplied Deposit Report shows all deposits that have an unapplied amount F1 Look up Unapplied Deposit Report Co Payment Report Advanced and above The Co Payment Report shows all patients who have co payment transactions It shows the amount of the required co paymen
79. an 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 added feature allows the sender to provide the receiver with the name size and 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 Appendix D Medisoft Terminal 131 is This protocol shouldn t be used unless you are using an error correcting modem with error control turned on 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 ASCII protocol terminates on any of three conditions when it receives or saves the file a CTRL Z 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 Com
80. 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 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 ID and Extra Tab This tab displays information only Any entries in these fields are already set up in the EDI Receiver window F1 Look up Dial Options in the Medisoft Terminal Help file Dialing a BBS To dial a BBS press CTRL D to bring up the Dial window See Dial Options page 129 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 Medisoft Terminal window Since all BBS s are different you need to follow the screen commands as they appear F1 Look up Dial in the Medisoft Terminal Help file Appendix D Medisoft Terminal 130 Sending and Receiving Files While you are logged on to the BBS you may want to send or receive files To do this while
81. and Print a Log Report APPENDIX F Glossary INDEX 130 130 131 132 132 138 143 Preface Copyright Medisoft and documentation Copyright 2009 McKesson Corporation and or one of its subsidiaries All Rights Reserved END USER LICENSE AGREEMENT NOTICE BEFORE PROCEEDING PLEASE READ THE FOLLOWING LEGAL AGREEMENT WHICH CONTAINS RIGHTS AND RESTRICTIONS ASSOCIATED WITH YOUR USE OF THE MCKESSON SOFTWARE AND ANY DOCUMENTATION PROVIDED TO YOU BY MCKESSON INFORMATION SOLUTIONS LLC OR ITS AFFILIATES This End User License Agreement EULA is a legal agreement between you either an individual or a single entity End User or You and McKesson Information Solutions LLC on behalf of itself and the McKesson Affiliates McKesson for the Software and Clinical Content as those terms are defined in Section 1 1 1 below that McKesson provides to End User By installing copying or otherwise using the Software or Clinical Content You agree to be bound by the terms of this EULA If You do not agree to the terms of this EULA You may not install or use the Software AS FURTHER DESCRIBED BELOW USE OF THE SOFTWARE ALSO OPERATES AS YOUR CONSENT TO THE TRANSMISSION FROM TIME TO TIME OF CERTAIN COMPUTER AND SOFTWARE USAGE INFORMATION TO MCKESSON If You have previously entered into a written license agreement directly with McKesson or any of its predecessors including but not limited to Physicians Micro Systems Inc for license
82. ank 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 In one of the six Template Reasons fields use the drop down arrow to enter NEW in the Code field 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 Length 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 Chapter 14 Office Hou
83. ansaction 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 You also have the option of entering the superbill number or selecting the superbill number from the drop down list in the Superbill field If the patient record has not yet been set up press F8 to bring up the Patient Guarantor new window See Chapter 5 for setting up a patient record page 36 When you press TAB or ENTER a case number is selected in the Case field if one is available By 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 9 If you want to create a new case the shortcut to bring up the Case window is F8 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 Cases are sorted on the Case Chapter 6 Transaction Entry 46 drop down menu based on the case number and appear in descending order for instance case nine would appear at the top of the list followed by case five followed by case four etc F1 Look up Select Case by Transaction Date A document number is automatically assigned by the program and is used for reference and filtering purposes whether the field is displayed i
84. ant 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 Chapter 4 Setting Up the Practice 30 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 No other fields in this window are applicable so skip them Open the Amounts tab and enter 50 in field A as the amount you want charged for this procedure 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 Be sure the Field is set to Code 1 Click Edit Open the Amounts tab In field A enter 75 Click Save In the Search for field enter 82954 Click Edit Open the Amounts tab and enter 12 50 in the A field Click Save Click Close Creating a MultiLink Code Go to the Lists menu and select MultiLink Codes Click New PT MultiLink Code new If the Code is left blank the Code program will assign one A Save Description X Cancel Link Codes e E Hep 1 yl e vl
85. any protected health information End User may opt out of the collection of Usage information by sending notice to McKesson in accordance with Section 2 7 to the attention of the General Manager Physician Practice Solutions The notice must include the Software serial number 2 1 3 Retained Rights End User s rights in the Software will be limited to those expressly granted in this EULA McKesson and its suppliers reserve all intellectual property rights not expressly granted to End User All changes modifications improvements or new modules made or developed with regard to the Software whether or not a made or developed at End User s request b made or developed in cooperation with End User or c made or developed by End Preface v User will be solely owned by McKesson or its suppliers End User acknowledges that the Software contains trade secrets of McKesson and End User agrees not to take any step to derive a source code equivalent of the Software e g disassemble decompile or reverse engineer the Software or to permit any third party to do so McKesson retains title to all material originated or prepared for the End User under this EULA End User is granted a license to use such materials in accordance with this EULA 2 1 4 Maintenance Fees Subject to payment of applicable fees McKesson provides software maintenance services for Practice Partner Software and Lytec MD Software through an authorized McKesson reseller or from McK
86. at you can remember but you can t replace the original form If you use the same name as the original cS form the list shows 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 Use the Claim Number Range and not the Chart Number range gt because there 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 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 right save the form and close the Report Designer Use this revised form each time you print paper claims If you are short on CSM 1500 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
87. ata criteria To refine your data criteria and search for specific data 1 Generate a report 2 Click the Search button 3 On the Search window select specific data ranges 4 Click OK The report displays using the new search criteria Exporting a Report In Medisoft you are able to export a report into another format For example you could export a Patient Aging report to an Excel spreadsheet To export a report complete the following steps 1 On the Reports menu select the report to be exported The Print Report Where window opens Chapter 12 Reports 88 2 Click the Export the report to a file button and click Start The Save As window appears 3 On the Save As window window select a file format for exporting and a destination Click Save The Search window or the Data Selections Questions appears depends on the report or statement selected 4 On the window select appropriate criteria if needed Click the OK button The report is exported 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 Patient Ledger Repor
88. ated 12 3 2002 Chart SIMTAOO0 Tanus J Simpson Case 1 Carrier 1 Carier2 Carier3 Transactions Comment Claim Status Biling Method Hold Paper Ready to send C Electronic Sent Rejected Initial Billing Date 12 3 2002 Challenge Batch 1 amt Submission Count 1 Done Pending Billing Date 12 3 2002 Insurance 1 AETOO v 9 Aetna EDI Receiver X 9 Frequency Type c C ce C C s s Ki Chapter 7 Claim Management 57 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 If a claim needs to 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 Transactions 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 Medisoft Advanced or Medisoft Network Professional these n
89. atements 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 Change Statement Status Billing Method Change Status Billing Method of Statements For C Batch 0 Selected Statement s Status From Status To x Cancel C Hold C Hold C Ready to send C Ready to send Gi Help C Sent C Sent C Failed riers C Failed Challenge C Done C Any Status Type C Challenge Billing Method From Billing Method To Paper Paper Electronic C Electronic 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 Chapter 8 Statement Management 68 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 CTRL 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 statemen
90. atus bar is a shortcut bar that describes the available shortcut function keys available in the active window This bar may also be referred to as the function help bar Keystrokes and Shortcuts Special keyboard shortcuts reduce the number of times you have to click the mouse or press keys to accomplish a task Keystrokes Common to Most of the Program Keystroke Action Opens Help files in most windows Closes or cancels current function or window Saves Opens a search window Opens the Quick Ledger window Opens a window to create a new record Opens a window to edit the selected record Opens the Quick Balance window Opens Medisoft Office Messenger Network Pro Only SPACEBAR Toggles check box check uncheck ENTER Depends on settings in the Program Options window Chapter 2 Medisoft ata Glance 4 CTRL S Toggles Sidebar display Cuts selected text Copies selected text Pastes selected text Opens drop down lists SHIFT F4 This shortcut automatically populates the last accessed patient s chart in a new chart number field The system holds in memory the last patient s chart number selected for instance in the Patient List Deposit List Collection List Quick Ledger Quick Balance etc and when you go to another window you can use the shortcut to populate the last record Select the Chart field and press SHIFT F4 to automatically populate the last accessed patien s chart in a new chart number field Th
91. connected to Practice A on machine A Smith cannot login to Practice A on machine B at the same time Smith however could login to Practice A from machine B as another Global Login User if an account exists When setup global login users default to the last practice accessed but can select a different practice if the global login user is associated with that practice Chapter 3 General Practice Setup 16 F1 Look up Global Login Overview Login Password Management In Login Password Management the supervisor sets the requirements and application of login rights and password usage For example you can set the length of valid passwords the valid time frame in which a password can be used before it has to be changed how long a user has to wait before reusing a password etc F1 Look up Login Password Management Permissions Advanced and above The Permissions feature provides five levels of access to 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 Level 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
92. creases your efficiency by adding a keyboard shortcut F7 to the Collection List When you press F7 in the Collection List the Quick Ledger launches and displays the patient s record associated with the collection item Claim Management Sorting Medisoft Advanced and Network Professional Medisoft 15 now saves selected sorting options from the Claim Management window based on login if security is applied or on a workstation basis Case Sorting Medisoft 15 introduces a new sorting pattern for cases in the Transaction Entry window The Case drop down list now displays cases in descending order Write off Option Medisoft Advanced and Network Professional Medisoft 15 adds an option to Small Balance Write off window to write off all balances for statements that have been sent the number of times set in the Submissions Count field Chart Number Hot key Medisoft Advanced and Network Professional Medisoft 15 enhance workflow processes with a new chart number keyboard shortcut This shortcut press SHIFT F4 automatically populates the last accessed patient s chart number in a new chart number field This feature is supported in many windows throughout the system The system holds in memory the last chart accessed for instance in the Patient List Deposit List Collection List Quick Ledger Quick Balance etc and when you go to another window you can use the shortcut to populate the last record Press SHIFT F4 to automatically p
93. cription enter 15 30 signifying a plan to pay 15 dollars every 30 days In First Payment Due enter 5 to have payments due on the 5 of every month In Due Every days enter 30 Chapter 10 Collections and Revenue Management 81 7 8 9 10 11 12 13 14 Mr Enter 15 in the Amount Due field Click Save Close the Patient Payment Plan List window Go to the Lists menu and select Patients Guarantors and Cases Find IB Gone s record highlight it and click Edit Patient Open the Payment Plan tab In Payment Code select plan A Click Save Click Close Gone is now assigned to a payment plan If he makes payment of the correct amount and in the prescribed time he will not be receiving collection letters from your practice Collection Letters ae RO CO Ne Od 01 Go to the Reports menu and select Collection Reports then Patient Collection Letters Click Start in the Print Report Where window In the Collection Letter Report Data Selection Questions window skip the range fields and click Exclude items that follow Payment Plan Click Generate Collection Letters This also activates and enables the Add To Collection Tracer field Keep this field clicked Then click OK Preview the report and then click Close unless you really want to print it first When asked if you want to print collection letters click Yes Select the Collection Letter format or any customized format available and click OK Click
94. ctice 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 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 F1 Look up EOB Payments Managed Care Capitation Payments 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 write off
95. cy 3 Condition Case Number 0 Description C Cash Case Global Coverage Until zl Print Patient Statement Guarantor GONIO000 v Gone 1B Marital Status x Student Status x Employment Employer BEA0O BeanSprout Express Status Full time xl Retirement Date xl Work Phone 602 453 9988 Location Extension Patient Information Name Gone B Home Phone 513 224 4668 Address 246 Outtahere Street Work Phone 123 345 6789 turize ee Cell Phone 513 224 1111 Date of Birth 1 12 1975 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 2006 Enter 10 31 2007 in the Treatment Authorized Through field In Authorization Number enter 6489211 in Authorized Number of Visits enter 12 and in the ID field enter A Open the Diagnosis tab Chapter 5 Patient Record Setup 43 i Case GONIOO00 Gone IB new DER Miscellaneous Medicaid and Tricare Comment EDI Custom One Personal Account Diagnosis Policy 1 Policy 2 Policy 3 Condition Default Diagnosis 1 Default Diagnosis 2 o iol Default Diagnosis 3 Default Diagnosis 4 M Allergies and Notes r EDI N
96. d the Provider new setup window is accessed by clicking New or pressing F8 Si Provider new DER Address Default Pins Default Group IDs Ens Eligibility If the Code is left blank A Save the program will assign one Inactive F Z x Cancel Last Name Middle Initia lt First Name Credentials g Help Street Code City Oooo State _Remove Default ZipCode t lt CtCits CS N E Mail Office Fax Home Cell I Signature On File Signature Date I Medicare Participating License Number Specialty General Practice 001 Entity Type E 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 transmitted electronically is that of the physician assigned to the patient All others are for in house monitoring and accounting F1 Look up Provider Entry Address Tab 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 F1 Look up Provider Entry Default Pins Tab F1 Look upProvider Entry Default
97. ds in the program Add images to your reports such as a company logo or picture of the office building Image Properties M Position Left Ton a a R Cancel M Size Height 16 Width 70 I Stretch Load Image g Help F1 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 determine 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 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 F1 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 1500 form Let s say your paper claims are printing with text shifted too far to the right and below the s
98. e 1 4 Disclaimer EXCEPT AS STATED IN THE WARRANTY OF SECTION 1 3 THE MCKESSON SOFTWARE AND CLINICAL CONTENT IS PROVIDED AS IS WITH ALL FAULTS AND IN ITS PRESENT STATE AND CONDITION NO WARRANTY REPRESENTATION GUARANTEE CONDITION UNDERTAKING OR TERM EXPRESS OR IMPLIED STATUTORY OR OTHERWISE AS TO THE CONDITION QUALITY DURABILITY ACCURACY COMPLETENESS PERFORMANCE NON INFRINGEMENT OF THIRD PARTY RIGHTS MERCHANTABILITY QUIET ENJOYMENT OR FITNESS FOR A PARTICULAR PURPOSE OR USE OF THE MCKESSON SOFTWARE OR CLINICAL CONTENT IS GIVEN OR ASSUMED BY MCKESSON AND ALL SUCH WARRANTIES REPRESENTATIONS CONDITIONS UNDERTAKINGS AND TERMS ARE HEREBY EXCLUDED TO THE FULLEST EXTENT PERMITTED BY LAW AS ARE ANY WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE MCKESSON DOES NOT WARRANT THAT DEFECTS IN THE Preface iv MCKESSON SOFTWARE OR CLINICAL CONTENT WILL BE CORRECTED NO ORAL OR WRITTEN INFORMATION OR ADVICE GIVEN BY MCKESSON OR ANY MCKESSON REPRESENTATIVE OR RESELLER SHALL CREATE A WARRANTY MCKESSON DOES NOT WARRANT THAT THE SOFTWARE OR CLINICAL CONTENT WILL YIELD ANY PARTICULAR BUSINESS OR FINANCIAL RESULT TO THE EXTENT THAT UPDATED VERSIONS OF THE SOFTWARE OR CLINICAL CONTENT ARE DEVELOPED AND RELEASED BY MCKESSON END USER ASSUMES ALL RISKS ASSOCIATED WITH USING OLDER VERSIONS OF THE SOFTWARE INCLUDING BUT NOT LIMITED TO THE RISK OF USING OUTDATED CLINICAL CONTENT 1 5 Audit Upon reasonable advance notice and no more than twice
99. e 11 HMO 75 Hotspot 140 I Icons 4 140 ID numbers 24 Images field 101 Indicator codes 40 Inside lab charge 22 Inside lab charge codes 22 Insurance Aging report 91 Insurance Analysis 90 Insurance carrier records 25 Insurance carriers Setup 25 Tertiary 141 Insurance Collection report 92 93 Insurance payment code 22 Insurance Payment Comparison 89 K Keys Accelerator 138 Ctrl V 108 Ctrl X 108 Alt 104 Ctrl 60 69 138 Delete 108 Enter 9 F11 51 F8 21 27 29 36 37 39 46 F9 24 39 51 61 70 Function 138 140 F8 105 106 Shift 97 L List box 140 List only Claims that match 58 List window 140 Listing statements 67 Lists menu 3 Load saved reports 94 M Managed care 75 140 Capitation payment 75 HMO 75 PPO 75 Primary care provider 75 Marking claims Multiple claims in same batch 60 Marking statements Multiple statements in same batch 69 Maximize 140 Medicaid 40 Medisoft MS DOS converting to Windows 125 Medisoft Report Designer 95 Calculated field properties 99 Data field properties 97 Data fields and expressions 101 Format grid 95 Images field properties 101 Report properties 96 Shape field properties 100 Standard field properties 96 System Data field properties 100 Text field properties 97 Toolbar 95 Medisoft Terminal 94 Answer 128 Answering 132 BBS 9
100. e 1 field also Policy 2 and Policy 3 tabs if there is secondary and or tertiary coverage 2 Acharge has been posted in the patient case A claim has been created 4 Aninsurance payment or adjustment has been posted applied and marked as Complete to the account for each applicable carrier 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 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 Change Statement Status Billing Method Change Status Billing Method of Statements For C Batch 0 Selected Statements Status From Status To x Cancel C Hold C Hold Ready to send C Ready to send a Help C Sent C Sent Failed C Done p C Challenge C Done C Any Status Type Challenge C Failed Billing Method From Billing Method To Paper C Paper Electronic C Electronic Choose the Batch radio button and make sure the batch number in th
101. e Appendix C page 125 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 Practice Information Practice Billing Service Practice Name Happy Valley Medical Clinic Street 5222 E Baseline Rd x EUNA _ Help City Gilbert State az g Zip Code 85234 Phone 800 333 4747 Extension Fax Phone Type Medical X Federal Tax ID Extra 1 Extra 2 Entity Type Non Person w The information in report headings comes from this Practice Information window Billing Services 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 want to use the Medisoft 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 Chapter 1 Setting up the Practice 1 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 Medisoft program the program assumes there is only one practice and establishe
102. e at or near the top of the window The series of menu levels displayed underneath 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 Appendix F Glossary 139 Filter A procedure that reads data from the keyboard modifies the data and displays it on the window that is you set parameters through the keyboard the program 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 An edit control indicates that it has the focus by the blink caret vertical cursor Folder A container in which documents program files and oth
103. e box matches that shown in Statement Management Since we used the List Only Statements that Match window to locate the statements the batch number is automatically entered in Chapter 8 Statement Management 71 the Change Statement 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 statements for I B Gone again Click Close to close the Statement Management window Chapter 8 Statement Management 72 Chapter 9 Deposit Payment Application Medisoft 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 F1 Look up Deposit Entry F1 Look up 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 i Deposit List Deposit Date 1 5 2006 dr AE EEEN Sort By Date Description w ea eT ES Apply Pri R ai Export In this window you can se
104. e 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 Medisoft insurance claims transmitted electronically distributing those claims to various carriers Appendix F Glossary 138 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 conirol A combination edit control and list box control with a down arrow button control The butt
105. e practices 2 New 2 Patient records 36 Procedure codes 21 Procedure Codes 21 Provider records 24 Referring provider records 28 Security 16 Type 2 Practice Analysis 89 Summarizes activity 89 Primary care provider 75 Printing claims 58 Printing statements 67 Prior authorization 40 Procedure charge code 22 Procedure codes 21 89 141 Procedure Day Sheets 89 Product charge 22 Production by Insurance report 91 Production by Procedure report 91 Production by Provider report 91 Production reports Production by Insurance 91 Production by Procedure 91 Production by Provider 91 Program options 109 Aging reports 11 Backup options 8 Color coding 12 13 Data entry 9 Default choices 9 HIPAA 11 Program Options Appointment display 110 111 Default choices Account alert setting 9 Auto create tax entry 10 Calculate disallowed amount 11 Calculate patient remainder balances 9 Define aging columns 11 Enforce accept assignment 9 Force payments to be applied 9 Mark completed claims Done 11 Mark paid charges complete 11 Multiply units times amount 9 Place of Service code 10 Show hints 9 Show shortcuts 9 Show Windows on setup 9 Starting date 11 Use Enter to move between fields 9 Use numeric chart numbers 9 Use Zip Code 9 Views Day 110 Protocols 131 Provider 141 ID numbers 24 Number 24 Records 24 Punctuati
106. e scroll box After the EDI receiver is selected the Options button becomes activated Click it to open the Dial Options window Select the EMC Receiver to dial Appendix D Medisoft Terminal 129 Jf OK X Cancel cA Help Select the EMC Receiver to dial NDC ECP MA Modem ID and Extra Data Phone 866 798 491 0 Dialing Prefix Dialing Suffix Baud Rate 38 4k x Parity None 7 Serial Port COM1 Data Bits fe x Stop Bits fi x Modem Initialization Modem Termination 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 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
107. e to it may suffer irreparable harm and will be entitled to seek equitable relief You agree to protect such Confidential Information and Trade Secrets with no less diligence than You protect Your own confidential or proprietary information If disclosure of Confidential Information is required under provisions of any law or court order You will notify McKesson sufficiently in advance so McKesson will have a reasonable opportunity to object 2 1 2 Software Usage Information During registration or activation of software and then on a regular basis the Software will send information about the Software and Your use of the Software to McKesson Usage Information This Usage Information helps prevent the unlicensed or prohibited use of the Software and also assists McKesson in offering End User other features and services Usage Information sent by the Software may include the following Customer serial number software name software version date data was collected total number of appointments in database total number of visits in database total number of transactions in database for each item in the doctor list number of appointments in last n days number of visits in last n days number of charges in last n days for each clearinghouse in the system number of claims submitted in last n days number of eligibility queries submitted in last n days Usage Information transmitted shall not include any individually identifiable information or
108. e 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 Status Office Hours Professional There are multiple options for marking the status of an appointment Status Unconfirmed Confirmed Checked In Missed Cancelled Being Seen Checked Out Rescheduled oC A 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 CTRL X or go to the Edit menu and select Cut Move the cursor to the new day and or time slot and either press CTRL V 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 mou
109. ed 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 SI Patient Guarantor new Payment Plan Custom Name Address Other Information A Save If the Chart Number is left blank Chart Number the program will assign one X Cancel Inactive C g Hep Last Name First Name 3 Set Default Middle Name r Street Copy Address City i es at State Zip Code Country jsa E Mail Home Work ctf O F Other Birth Date Sex Female Birth Weight Units Social Security Entity Type Person 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 55556 e mail address ibgone wahoo com home phone number 513 224 4668 remember to not enter parentheses or hyphens in phone numbers work number 123 345 6789 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 be sure Patient is selected Assign J D Mallard as the provider click Signature on File and enter the signature date of 9 15 2004 In the Em
110. edures 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 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 Medisoft window Creating a New Procedure Code Click the Procedure Code List speed button In the Procedure Payment Adjustment List click New SI Procedure Payment Adjustment new DEAR General Amounts Allowed Amounts Code 1 Inactive Description Code Type Procedure charge x Account Code Alternate Codes Type of Service Place of Service Time To Do Procedure Service Classification Don t Bill To Insurance Only Bill To Insurance Default Modifiers Revenue Code Default Units National Drug Code Code ID Qualifier C Taxable C Patient Only Responsible C HIPAA Approved C Purchased Service C Require Co pay In the General tab enter XYZ in the Code 1 field and 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 w
111. eld 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 Save 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 Chapter 13 Medisoft Report Designer 95 i untitled 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 F1 Look up Report Properties Bands Tab Report Properties One of the creative features of the Report Designer is the ability to bre
112. ely perform a conversion Second you can go to the File menu and select Convert Data When you convert previous data choosing Convert Data the program searches your physical hard drive for any MWDBLIST ADT files When found the program lists all valid data directories in the Medisoft File Conversion window i A valid data directory is one that contains data Of the data sets listed in the Medisoft 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 directory you specified when you installed your latest program The first new data directory is automatically named DATA the second is named DATA1 and each new data directory is named consecutively after that e g DATA2 DATA 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
113. ements 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 F1 Look up Edit Statement Converting Statements To make it easier to use Statement Management you can now easily convert old statements into Statement Management statements in the format s report properties This is done through the Design Custom Reports and Bills option in the Reports Menu F1 Look up Converting a Statement Format to a Statement Management Format 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 on the Data Selection Questions window to select only those statements you want to send TIP Use the True option on the In Collection Match check box to display only records that meet the criteria of true or in collections Selecting False will not apply the filter A field left blank has no limits placed on it and the program searches the entire database and includes all information that fits the criteria Use the Txn Sort Order list to sort transactions within a statement and to the statements
114. ent Adjustment Entry Quick Ledger Advanced and above The Quick Ledger in Medisoft gives a quick reference for transaction and other information in the patient s account There are two types of Quick Ledgers in Medisoft the Patient Ledger and the Guarantor Ledger The Patient Ledger displays transaction information and account totals for individual patients The Patient Ledger is the default ledger in Medisoft The Guarantor Ledger provides the same information as the Patient Ledger but allows you to view guarantor totals as well In the Program Options General tab you can select Guarantor Ledger as your default ledger 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 Chapter 6 Transaction Entry 50 PI Quick Ledger Chart AGADWOO0 v el Again Dwight Account Alert RB OC C View Open Items Only Global Coverage Until Birthdate 3 30 1932 Note Edit Charge Detail Filter Sort By Case Number i4 lt gt co Date From Document Description Provider Procedure Case Units Amount Stmt Statement Claim Bill js a 2002fozososoooo e E E E I E e E Ves ELEC e E E E 12 6 2002 0209030000 Carrier MED0O1 was billed REL COMMENT 1 0 00 7 No 11 21 2002 rr a E A E 141 2172002 0211210000 REL 72052 17 8000 Ses D r nar 11721 2002 0211210000 ELT 17 1 100 93 11 21 2002 0211210000 Canier MEDO1 was biled REL AUME
115. ent records to alert you to various situations when viewing the records the Patient List Transaction Entry Quick Ledger and Deposit List windows of Medisoft and the New Appointment window in Office Hours when integrated with Medisoft 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 activate 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 F1 Look up Program Options Color Coding Tab Billing Tab Advanced and above a Claims Manager These check boxes control settings for the Claims Manager feature For more information on using Claims Manager with Medisoft F1 Look up Claims Manager Overview F1 Look up Program Options Billing Tab The Delete transmission and claim batch information after X days check box and field controls when the application deletes the transmission and batch related information that appears on the Claims Manager Transmission History report This field defaults to 60 days The Delete closed claims and related claim tracking information after X days check box and field controls when the application deletes closed claims and other claim related information like the change log and change detail information This field defaults to 90 days Chapter 3 Genera
116. er files are stored in the computer or on disk Also 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 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
117. er that cannot be remedied or e commences dissolution proceedings or ceases to operate in the ordinary course of business 2 5 2 Obligations upon Termination or Expiration Upon the termination or expiration of this EULA End User will promptly a cease using all Software and Clinical Content b purge all Software and Clinical Content from all computer systems including servers and personal computers c return to McKesson or destroy all copies including partial copies of the Software and Clinical Content and d deliver to McKesson written certification of an officer of End User that End User has complied with its obligations in this Section 2 6 Discount Reporting An order form or quote may contain a discount that End User is required to report in its cost reports or another appropriate manner under applicable federal and state anti kickback laws including 42 U S C Sec 1320a 7b b 3 A and the regulations found at 42 C F R Sec 1001 952 h End User will be responsible for reporting disclosing and maintaining appropriate records with respect to the discount and making those records available under Medicare Medicaid or other applicable government health care programs 2 7 General This EULA is governed by and will be construed in accordance with the laws of the State of Georgia exclusive of its rules governing choice of law and conflict of laws and any version of the Uniform Commercial Code each party agrees that exclusive venue f
118. ervice Classification how much the carrier pays for certain types of procedures The service percentage classification is tied to each procedure code F1 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 deductible 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 F1 Look up Case Policy 1 2 and 3 Tabs 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 The Multimedia tab Network Professional only allows you to add bitmaps video or sound to your patient records F1 Look up Case Multimedia Tab and Multimedia Entry The Comment tab Advanced and above is provided for the entry of notes to be printed on statements F1 Look up Case Comment Tab This EDI tab is where you enter information for electronic claims speci
119. ess this claim file F1 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 Creating Claims Click Create Claims in the Claim Management window Chapter 7 Claim Management 60 i Create Claims Range of Create Transaction Dates v to FA Chart Numbers X 9 to bd L X Cancel Select transactions that match Primary Insurance Biling Codes Case Indicator a Help Location Provider Assigned C Attending Include transactions if the claim total is greater than Enter Amount Since we created two charge transactions for I B Gone in the Transaction Entry portion of this tutorial lets create the claim for these charges Click the first Chart Numbers range field and type GON to set GONIO000 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 change the Sort By field to Chart Number and type GON in the Search field A new claim has been created for GONIO000 i The claim number may not match that shown in figures below Editing Claims To edit the cl
120. esson if You obtained the Software directly from McKesson The scope and fees for such software maintenance services are set forth in a separate written agreement between You and either the McKesson reseller or McKesson as applicable 2 2 Limitation of Liability 2 2 1 Total Damages MCKESSON S TOTAL CUMULATIVE LIABILITY UNDER IN CONNECTION WITH OR RELATED TO THIS EULA WILL BE LIMITED TO A THE TOTAL FEES PAID LESS ANY REFUNDS OR CREDITS BY END USER FOR THE SOFTWARE GIVING RISE TO THE CLAIM WHETHER BASED ON BREACH OF CONTRACT WARRANTY TORT PRODUCT LIABILITY OR OTHERWISE 2 2 2 Exclusion of Damages INNO EVENT WILL MCKESSON BE LIABLE TO END USER UNDER IN CONNECTION WITH OR RELATED TO THIS EULA FOR ANY SPECIAL INCIDENTAL INDIRECT OR CONSEQUENTIAL DAMAGES INCLUDING BUT NOT LIMITED TO LOST PROFITS OR LOSS OF GOODWILL WHETHER BASED ON BREACH OF CONTRACT WARRANTY TORT PRODUCT LIABILITY OR OTHERWISE AND WHETHER OR NOT MCKESSON HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGE 2 2 3 Material Consideration THE PARTIES ACKNOWLEDGE THAT THE FOREGOING LIMITATIONS ARE A MATERIAL CONDITION FOR THEIR ENTRY INTO THIS EULA 2 3 Professional Responsibility and Clinical Content Disclaimer END USER ACKNOWLEDGES AND AGREES THAT ANY CLINICAL CONTENT FURNISHED BY MCKESSON HEREUNDER WHETHER SEPARATELY OR INCLUDED WITHIN THE SOFTWARE IS AN INFORMATION MANAGEMENT AND DIAGNOSTIC TOOL ONLY AND THAT ITS USE CONTEMPLATES AND REQUIRES THE I
121. f all the selected patient s guarantors is displayed Choose a guarantor to see the quick balance is If you click Print in Quick Balance you print statements from the Reports menu F1 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 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 tab and click Force Document Number Return to the Transaction Entry window 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 is 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 75 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 82954 Glucose Test Note that the Amount field shows 12 50 Mr Gone is making a
122. fessional Medisoft Clinical Medisoft 15 adds several new features to Communication Manager that improves diagnostic data tracking troubleshooting including the Application Settings window selected from the Configuration menu which contains new system wide troubleshooting settings new system settings for EMR configurations in which Communication Manager and Medisoft reside on different servers and default system settings for Practice Partner along with additional connection protocols including built in support for Medisoft Clinical a new EMR application Advantage 9db Upgrade Medisoft 15 includes a new robust release of Advantage Database 9 0 Appendix B New in This Version 124 Appendix C Converting Data Converting from Windows Version 5 5x or Higher to Medisoft 15 If you have been using Medisoft Version 5 5x or higher and have just installed Version 15 an automatic conversion is performed the first time a practice data set is opened in the new program Converting from Windows Version 5 4x or Lower to Medisoft Version 15 If you are converting from Medisoft Windows Version 5 4x or lower to Version 15 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 Multiple Practice Conversion Process There are two ways to convert data First you can open a different practice through the File menu The program will immediat
123. fic to this case If applicable to the claims for this case enter values in the fields F1 Look up Case EDI Tab 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 Within the large blank area add whatever fields you want to gather for extra data Similar to the Report Designer function see Chapter 13 page 95 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 and then click in the window to place the field Each field when created can be adjusted as to size alignment and position Chapter 5 Patient Record Setup 40 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 F1 Look up Custom Case Designer and Format Design Reports Tutorial Practice To review the procedures outlined in this chapter you can perform the following steps using the tutorial database provid
124. force majeure event End User will promptly notify McKesson of the alternate location if such temporary use continues for longer than 30 days c The following additional restrictions apply to the Software as set forth below i Lytec SU single user Single machine unlimited named users no Concurrent Users No remote access il Lytec MU multiple user Up to 3 Concurrent Users Installation on a networked system i e no limits on number of machines present at one or more Facilities or Data Centers all directly controlled by End User jii Lytec Professional Up to five Concurrent Users Installation on a networked system i e no limits on number of machines present at one or more Facilities or Data Centers all directly controlled by End User iv Lytec Client Server Available to the number of Concurrent Users purchased from McKesson or the McKesson reseller Installation on a networked system i e no limits on number of machines present at one or more Facilities or Data Centers all directly controlled by End User v Lytec MD Available to the number of Providers and Concurrent Users purchased from McKesson or the McKesson reseller One Provider license includes 5 concurrent users additional Providers or Concurrent Users must be licensed vi Medisoft Basic or Medisoft Original Single machine unlimited named users no concurrent users No remote access Preface iii vii Medisoft Advanced Single machine unlimited
125. from a third party which is not commonly known by or available to the public which 1 derives economic value actual or potential from not being generally known to and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use and 2 is the subject of efforts that are reasonable under the circumstances to maintain its secrecy Trade Secret shall include but not be limited to Software Documentation Clinical Content and the terms and conditions of this EULA 1 1 2 License Grant a Perpetual License Subject to the terms of this EULA McKesson grants to End User and End User accepts a limited nonexclusive nontransferable non sublicensable perpetual Preface ii license to use the Software and Clinical Content for End User s internal purposes Depending on the intended usage Clinical Content may be provided in either paper or electronic formats b The license grant in this Section is expressly subject to the following conditions i the Software may be installed only on equipment at Facilities and Data Centers as specified in Section 1 1 3 c below ii the Software and Clinical Content may be accessed or used only by Permitted Users in the U S iii use of the Software and Clinical Content is limited by the usage based variable s as specified in Section 1 1 3 c below and iv the Software and Clinical Content may be used to provide service bureau or other similar se
126. g 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 F1 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 the 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 F1 Look up Billing Charges and Procedure Paym
127. gement statements The Receipt format option is tied to the Quick Receipt button in Transaction Entry Select a default quick receipt format here and that receipt is automatically printed when you click the Quick Receipt button in Transaction Entry You can select a default Statement format which gives you one button printing of a statement from Quick Ledger When you click Quick Statement from either of these windows the default statement is automatically printed for the selected patient record If you do not specify a default format here the first time you click Quick Statement from Quick Ledger you are required to select a format You can print a Face Sheet directly from the patient Case window To set a default form click the down arrow in the Face Sheet field and select one of the options The selected default form prints each time you click Face Sheet in the patient Case window The Quick List provides report options for selecting a default list report for the Quick List on the Patient Quick Entry window You can print a quick list directly from the Patient Quick Entry window each time you click Quick List in the Patient Quick Entry window F1 Look up Program Options Billing Tab Audit Tab The Audit tab lists all tables available in the database The tables you choose here become those tables available in the Audit Generator when preparing the Data Audit Report If you deselect MultiLink here it will not be available in the Audit Ge
128. he last sort selection is also saved for next use F1 Look up Sorting the Transaction Entry Grids Sort Statement Option Medisoft Advanced and Network Professional Medisoft 15 adds a new option the Txn Sort Order list for sorting statements by date of service or entry order or document number to the Data Selection Questions window New controls are also added to the Report Properties window on the Report Properties Data Filters Tab for adding this filtering option to a statement management report This sorting option is only available when statements are printed viewed using the Statement Management feature Quick Ledger Edit Option Medisoft Advanced and Network Professional Medisoft 15 introduces the ability to enter and edit notes on the Quick Ledger In the Quick Ledger you can select a line item and then click Note to add documentation to that line item F1 Look up Adding a Note to a Line Item on the Quick Ledger Statement Management Remainder Balance Medisoft Advanced and Network Professional Medisoft 15 provides a new option to add remainder balance calculations to line items in the Statement Management grid To take advantage of this feature you will need to add the remainder balance column to the Statement Management grid Once you have added this column all line items in the grid update to show remainder balances of the transactions values appear on statements marked as sent not those marked as done F1 Look up Display
129. he 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 Benefits 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 F1 Look up EOB Payments Managed Care Capitation Payments Chapter 9 Deposit Payment Application 74 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 patients who have selected your practice as their primary care provider Payment is made to your pra
130. he 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 F1 Look up Patient Entry Setting up Case Records This can be done in either Medisoft or Office Hours Click the Patient List soeed button and then choose the Case radio button in the top right corner of the window Then click New Case or press F8 to display the Case Patient Name new window 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 from lookup fields such as Facility or Attorney The F8 cS and F9 keys are only available in the Case window from within Medisoft itself F1 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 F1 Look up Resource Entry Setting an Appointment To set an appointment in Office Ho
131. hen You Delete a Numbered Superbill Printing a Blank Superbill This feature allows you to print blank serialized superbills that are not assigned to an appointment Before using the feature if you have security applied to your practice you will need to give access to this feature to appropriate users The default setting is for level 1 users only For information on changing permissions F1 Look up Permissions You will also need to select the Force Document Number and Use Serialized Superbills options on the Program Options window Data tab Once enabled you can print a blank Superbill by selecting the Blank Superbill command on the Reports menu and at a later date assign the blank superbill to a chart and case in the Chapter 14 Office Hours Patient Appointment Scheduler 112 Transaction Entry For more information see F1 Printing Blank Superbills F1 Assigning a Blank Superbill to a Patient and a Case F1 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 Resource new Code r If the Code is left blank the A Save program will assign one Description g Help z Cancel _ Leave the Code field blank In the Description field enter Treadmill Click Save Click Close Entering Appoin
132. his 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 Medisoft program it also contains written hints concerning buttons and windows Tertiary Of third rank value or importance In the Medisoft program the patient s tertiary third insurance carrier can be an attorney employer or anyone else that needs a copy of insurance 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
133. his report is also available when using the Medisoft Reports Print Engine feature for Medisoft Advanced users F1 Look up Medisoft Reports Print Engine Activity Reports Network Professional only Daily Monthly Activity Report This report presents financial activity based on the date range selected The report displays the total number and the total amounts of the charges payments and adjustments entered during a date range The report also details the net effect of the financial information entered on the Accounts Receivable balance for the day month Activity Summary by Provider Insurance and Procedure Activity reports break down financial activity by day or month The summary reports summarize financial information entered for each provider procedure or insurance carrier respectively F1 Look up Activity Reports NOTE Medisoft Network Professional provides this report on the Reports menu This report is also available when using the Medisoft Reports Print Engine feature for Medisoft Advanced users F1 Look up Medisoft Reports Print Engine 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 Also select Patient Collection Report Statement Notes to generate the report with statement notes included F1 Look up Patient Collection Report
134. hose entered in the Security Setup window If no names appear you must set up Security first See Chapter 3 Choose Open as the status of the item By default the follow up date is today s date Leave that date for now Click Save Let s create an insurance responsible tickler also so you can see the difference between the two Click New In the Tickler tab enter Call insurance Select Insurance In the Chart Number field start typing Gone to call up B Gone Press TAB Choose Mr Gone also in the Guarantor field Choose Al Insurance Partners in the Responsible Party field Choose the person to whom you want to assign this tickler Choose Open as the status of the item By default the follow up date is today s date Leave that date for now Click Save Adding a Collection List Item aR op a 6 7 8 9 1 0 Go to the Activities menu and select Add Collection List Item Choose the Claims radio button Click the Primary radio button in the Carriers field Click the Rejected radio button Select Aetna for the first Insurances field and A1 Insurance Partners in the second Insurances field Enter 2 in the Add item if submission count is great than field Assign the item to I M Boss Check the Add Billing Comment to Office Notes check box Click Add Items Click No Patient Payment Plans Pak OD Go to the Lists menu and select Patient Payment Plan Click New In the Code field enter A In Des
135. how Inactive Records option if the feature is disabled on the Program Options window then the right click menu initially displays the Hide Inactive Records option Default Choices You have the option to show the Patient List and or Transaction Entry windows on startup by placing a check mark next to either or both options here You can indicate whether you want to show shortcuts and or hints or Enforce Accept Assignment You have the option to calculate patient remainder balances upon opening or closing the program You can set account alerts that appear in the Transaction Entry Deposit List and Appointment windows that tell you when a patient has a certain remainder balance is delinquent on a payment plan or is in collections In Medisoft Advanced and Medisoft Network Professional you can indicate whether to print a title page for every report Network Professional includes an option to synchronize your computer time with the time on the network server F1 Look up Program Options General Tab Data Entry Tab The Data Entry tab gives you lots of options for various sections of the program Program Options General Data Entry Payment Application Aging Reports HIPAA Color Coding Billing Audit Global V Use Enter to move between fields Use zip code to enter city and state Number of Diagnosis a Suppress UBO4 fields Patient Use numeric chart numbers Auto format Soc Sec Patient Quick Entry Defa
136. iar with the workings of Report Designer formatting and designing become easier Chapter 13 Medisoft Report Designer 103 Chapter 14 Office Hours Introduction Office Hours is an appointment scheduling program that helps keep track of appointments for your practice It is automatically installed with Medisoft 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 Medisoft 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 minimize it Press ALT TAB 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 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 a
137. ibility tab enter information in the Allow Eligibility Verification and Eligibility Enrollment IDs fields F1 Look up Provider Entry Insurance Carriers The Eligibility Payer field on the EDI Eligibility tab must be populated for each insurance company F1 Look up Insurance Carrier Entry EDI Eligibility Tab a Patients Fields in the Patient Guarantor window must be populated for each patient On the Name Address tab enter information in the following fields Last Name First Name Date of Birth Gender and Social Security Number On the Other Information tab enter information in the Assigned Provider field F1 Look up Patient Guarantor Entry a Cases Fields in the Case window must be populated for each patient On the Policy 1 Policy 2 and Policy 3 tabs enter information in the following fields Insurance Policy Holder Relationship to Insured and Policy Number On the Account tab enter information in the Assigned Provider field F1 Look up Case Entry Eligibility Verification Results The Eligibility Verification Results screen is where you perform many eligibility verification activities Go to the Activities menu and select Eligibility Verification From the speed menu select View Results The Eligibility Verification Results window opens Records only appear in the Eligibility Verification Results window after you have made an eligibility verification inquiry You can redo an eligibility inquiry at any time by highl
138. ic statement and click Edit or press F9 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 SI Statement 9 Statement 9 Statement Created 12 22 2003 Guarantor AGADWO000 Dwight Again i i aj Remainder 136 00 R Cancel General Transactions Comment 2 2 E Heb Status Billing Method Hold Paper Ready to Send C Sent C Failed Type Standard Challenge Initial Billing Date Electronic C Done Batch 0 Submission Count 0 Billing Date X Chapter 8 Statement Management 66 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 Challenge 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 The 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 stat
139. ield displays a list of those employer records already stored in the program If the employer record you need is not available press F8 for the new employer setup F1 Look up Patient Guarantor Entry and Patient List Chapter 5 Patient Record Setup 37 Patient Quick Entry Overview Available with Medisoft Advanced and Network Pro The Patient Quick Entry feature provides another way to create patient records This method involves more initial setup but offers benefits for practices that want to streamline and customize data entry This feature provides a customized interface for patient entry Using this feature allows you to set up a method for entering patient data that reflects your work environment which simplifies data entry and increase efficiency Patient and case data is easily added to existing records or you can quickly create new records from one window without clicking multiple tabs This feature lets you select which fields from the Patient and Case windows are included on a Patient Quick Entry template Templates are the basic building block of this feature You can create and customize as many as needed and then when using the Patient Quick Entry feature you can select which template to build or edit a record from When building templates you cannot remove required system fields but can create as many templates as needed to reflect your office workflow and job duties And you can on an ad hoc basis add or remove fields on a temp
140. ient 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 F1 Look up Patient Remainder Aging Report Patient Remainder Aging Detail Advanced and 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 F1 Look up Patient Remainder Aging Detail Insurance Aging and Summary These reports Primary Secondary and Tertiary tracks aging of claims filed with insurance carriers The summary versions are similar but no patient information is included F1 Look up Insurance Aging F1 Look up Insurance Aging Summary Production Reports Network Professional only Production by Provider Procedure and Insurance and Summary These reports give incoming revenue information for each provider procedure or insurance carrier respectively The difference between these reports and the summary versions of the reports is that the summary reports do not display as much detailed information as the regular reports The summary reports displays only a summary of the information available Chapter 12 Reports 91 F1 Look up Production by Reports F1 Look up Production Summary Reports NOTE Medisoft Network Professional provides this report on the Reports menu T
141. ighting the inquiry and clicking Verify F1 Look up Eligibility Verification Results Chapter 11 Electronic Services 85 Chapter 12 Reports Overview Medisoft offers flexible reporting options You can run reports in Medisoft by selecting various reports from the Reports menu Or you can launch the Medisoft Reports engine for Medisoft Advanced and Medisoft Network Professional only and complete all reporting tasks in this window The Medisoft Report window offers several key features not available when running reports off the Reports menu including new reports and features to enhance productivity Before running a report in Medisoft either from the Reports menu or using the Medisoft reports engine you will need to set up a reports user account This account is unique to reporting and different from other existing accounts For more information on setting up an reports user see the topic Setting up an Initial Reports User For more information on using the Medisoft Reports engine see the Medisoft Reports topic The Medisoft application also supports Medisoft Reports Professional a robust report authoring application F1 Look up Reports Overview F1 Medisoft Reports Professional F1 Look up Reports and Printing Reports Setting up a Reports User Before running a report in Medisoft you will need to create at least one report user Medisoft Advanced and Medisoft Network Professional users can set up multiple report users This user
142. illing Method From Billing Method To Paper C Paper Electronic C Electronic For Carrier Primary C Tertiary C Secondary All Choose the Batch radio button and enter the batch number from the Batch 1 column in the Claim Management window Then choose the appropriate radio buttons in the Status From and Chapter 7 Claim Management 59 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 CTRL 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 Any status type in the Status From section When finished click OK F1 Look up Change Claim Status Billing Method and Marking Claims Sending Claims to a File The HCFA11 program takes data and puts it in an MS DOS text file in CMS format The program prints only the Group ID Number in Box 11 gt Only the standard CMS can be used with this feature Now you can follow the instructions given in your third party program to acc
143. im Management all submitted claims are automatically marked Sent with an indication of the method of submission The status needs to be changed 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 Chapter 7 Claim Management 62 Change Claim Status Billing Method Change StatusBilling Method of Claims For C Batch 2 Selected Claim s Status From Status To x Cancel Hold Hold Ready to send Ready to send a Help Sent Sent Rejected Rejected Challenge Alert Done Pending Any status type Challenge Alert Done b e C c Cc e Cc s C E U E a M I nS Pending Biling Method From Biling Method To Paper Paper C Electronic C Electronic For Carrier Primary C Tertiary Secondary All 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 ia the claims the batch number is automatically entered in the Change Cla
144. im Management 56 SI Create Claims Range of my c a a E 1 Create Transaction Dates l Chart Numbers Sr to z e R Cancel Select transactions that match Primary Insurance Billing Codes Case Indicator rai Help Location Provider Assigned C Attending Include transactions if the claim total is greater than Enter Amount 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 specifying detail in the Select transactions that match Provider and Include transactions if the sum is greater than fields F1 Look up Create Claims 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 Itis 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 final 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 Claim 1 Claim Cre
145. im 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 Chapter 7 Claim Management 63 Chapter 8 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 statement status To perform any statement management functions go to the Activities menu and select Statement Management or click the Statement Management speed button You can also track patients that do not immediately pay their copay using the Copay Remainder statement This format is only available when processing statements using the Statement Manager feature Before using this statement format you will need to select the Add Copays to Remainder Statements box on the Program Options window Billing tab F1 Lookup Program Options window Billing tab F1 Lookup Tracking Missed Copays You can use Statement Management to create to bill and to rebill statements all from one place You can also view information about the statement such as the guarantor the status the initial billing date and the type You can also generate statements to track missed copays For more information on setting up and using this feature see the topic Tracking Missed Copays Statement Manage
146. imize Maximize and Close buttons on the right side wr Medisoft Advanced Medical Group Tutorial Data 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 Services and Help and each opens a submenu with a list of all the activity options available in that category File Edit Activities Lists Reports Tools Window Services Help File Menu The File menu contains options for managing your database files and access to them 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 Medisoft are accessible through the Reports menu You can also access the Custom Report List and the Report Designer through this menu Before running a report in Medisoft you will need to create at least one report user Medisoft Advanced and Medisoft Network Professional users can set up multiple report users This user is a different account from any users created in Medisoft standard security or users created with the Global Login feature After setting up an initial user you can add or delete report users or edit accounts using
147. in the Adjustment field in the Transaction Entry window F1 Look up EOB Payments Managed Care Capitation Payments Tutorial Practice To review the procedures outlined in this chapter you can perform the following steps using the tutorial database provided with this program Creating a New Deposit Click the Enter Deposits and Apply Payments speed button i Deposit List S Show All Deposits ran Deposit Date 175 2006 Date Description eposit Date I Show Unanplied Ony Sort By Date Description ef fe Deposit Date Description Payor Name Payor Type Payment ai Export Click New Chapter 9 Deposit Payment Application 75 Deposit new Deposit Date 1 5 2006 E A Save Payor Type ba x Cancel Payment Method Check X Check Number E EI Heo Description Bank No Payment Amount Deposit Code Insurance Payment Code Adjustment Code withhold Code Deductible Code Take Back Code The payer is A1 Insurance Partners so be sure the Payor Type is Insurance A1 Insurance Partners conveniently paid 35 by check No 5237 enter the check number in the Check Number field The bank is American Southwest Savings Enter the amount in the Payment Amount field In the Insurance field select A1 Insurance Partners Since you already set default codes when you set up the record for A1 Insurance Partners the remaining fields are automatically filled Click Save In the Deposit List wind
148. 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 Transaction Documentation Type Transaction Note internal use only Documentation Notes x Cancel kai Help 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 Press the ENTER key and then press CTRL T to enter a date and time stamp in the note Click OK Click Save Transactions In the column to the right 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 Click Close to close the Transaction Entry window Chapter 6 Transaction Entry 53 Chapter 7 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 Whereas Cases are containers filled with claims for specific diagnoses claim
149. inal 132 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 D Medisoft Terminal 133 Appendix E Archiving Overview Accessed from the File menu Archive Archiving provides a simple method for improving system performance and avoiding undue HIPAA compliance issues Note Archiving functionality is available for Medisoft Network Professional Records can be archived instead of deleted which increases system performance and lets the practice still access the records if necessary This feature provides users a method to archive or if necessary restore archived records for items tied to that patient including cases claims statements and appointments The archiving feature allows users with the appropriate permission level to archive and restore cases to the database The archiving process is implemented via a series of dialog boxes that lead users through the process of archiving data restoring data or printing log or error reports on archived and restored records Users can also print the archive data in reports Note the advantage of archiving patients cases is that patients remain in the system without the risk of deleting records to save space Do not delete patients after archiving their cases since this could create a situation in which these cases are no longer accessible
150. ing Remainder Balances on the Statement Management Grid Future Appointment Warning Office Hours Professional and Office Hours Network Professional Medisoft 15 adds a new feature to Office Hours Professional to alert you when entering a new appointment for a patient that already has a future appointment scheduled This alert appears on the New Appointment Entry or Edit Appointment Entry window as a Patient has Future Appointment button with a lookup magnifying glass You can click the button to view future appointments for the patient File Maintenance Progress Reporting Appendix B New in This Version 122 Medisoft 15 adds a progress bar to track the various processes when running the File Maintenance feature Blank Appointment Indicator All Versions of Office Hours Medisoft 15 introduces the ability to include blank appointment slots on Appointment List Reports Phone Numbers in Appointment Entry All Versions of Office Hours Medisoft 15 adds fields to the main Appointment Entry window and also to the add edit Appointment window for home and cell phone number Close Case Shortcut Medisoft Advanced and Network Professional Medisoft 15 improves workflow by adding a new shortcut option of closing a case by right clicking on the transaction in the Apply Payment Adjustments to Charges window and then selecting the Close Case command from the menu Collection List F7 Link Medisoft Advanced and Network Professional Medisoft 15 in
151. inistrator Click the Administrator box in the middle of the window Then you can add more names edit entries or delete entries as necessary In Medisoft Advanced and Medisoft Network Professional after one Level 1 person has been entered you can add more names edit entries or delete entries as necessary In Login Name enter Supervisor as the login name In Full Name enter M Boss as the user s full name In Password enter Adam812 as the password Reenter the password in Reconfirm o Or a If you are using Medisoft original click the Administrator box if this is the first record you are setting up If you are using Medisoft Advanced or Medisoft Network Professional be sure the Access Level is 1 9 Skip the Expire Date field for now 10 Open the Question tab 11 In Select a question or type in your own choose What is your pet s name 12 In Answer type Ginger 13 Reenter Ginger in the Reconfirm field Chapter 3 General Practice Setup 18 14 Click Save Repeat these steps for a second user only this time the user won t have the Administrator box checked Medisoft original 15 Click Close to close the Security Setup window 16 If a message pops up reminding you that users must relog into the program before the changes take effect click OK to clear this message Group Setup Go to the File menu and select Security Setup This opens the Security Setup window Click the Group tab Click New
152. int Send Claims Select claims with a billing method of Electronic x Cancel Transmit using Claims Manager Fa Help Electronic Claim Receiver a We are dealing only 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 CMS 1500 Primary and click OK The Print Report Where window pops up for you 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 the report on the screen 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 TAB to print only Mr Gone s claims Click OK The claim is displayed in the Preview Report window If you have preprinted CMS 1500 claim forms put a couple 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 Bill Date 1 column for both claims Changing Claim Status Through Cla
153. ion If a note is not yet attached you can enter a note The second column from the left next to the record pointer column displays a note icon if the transaction has a note For more information on adding a note see F1 Adding a Note to a Line Item on the Quick Ledger 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 i menu If you click Statement you print statements from Statement Management F1 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 Medisoft program by clicking the Quick Balance speed button or pressing F11 Chapter 6 Transaction Entry 51 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 for each If the record selected is not a guarantor s record a listing o
154. is a different account from any users created in Medisoft standard security or users created with the Global Login feature After setting up an initial user you can add or delete report users or edit accounts using the Medisoft Reports Engine Medisoft Advanced and Medisoft Network Professional only For more information see F1 Look up Creating and Modifying other Report User Accounts To create a Reports User 1 From the Reports menu select a report The Print Report Where screen appears On the Print Report Where screen select either Preview the report on the screen or Print the report on the printer Click OK The Medisoft Reports window appears OR For Medisoft Advanced or Medisoft Network Professional From the Reports menu select Medisoft Reports The Medisoft Reports window opens OR Chapter 12 Reports 86 lt gt On the toolbar click the Medisoft Reports icon The Medisoft Reports window opens OR Open the Medisoft Bin folder For most standard installations this folder is located in C Program Files Medisoft Bin Double click IReports exe The Medisoft Reports window appears 2 This window only appears the first time you launch reports in Medisoft Click OK The User Entry window appears 3 Inthe Login Name field enter the name you will use to access reports In the Password field enter a password to use when accessing your reports user 4 Inthe Full Name and Title fields enter the na
155. is feature is supported in many windows throughout the system NOTE Reports that do not use the Data Selection Questions window for data filtering do not support this feature Keystrokes Formatted Date Edit Controls Keystroke Ee TE a Increases date by one day or highlighted section of date by one Decreases date by one day or highlighted section of date by one Keystrokes Grid Control in Various Windows Keystroke LEFT ARROW Moves left one cell RIGHT ARROW When not in edit mode moves right one cell CTRL RIGHT When in edit mode moves right one cell ARROW oves up one Cell Moves down one cell PAGEUP Moves up one page oves down one page Moves to the next cell Keystrokes List Windows CER aon OSS Changes value in Field Edits selected record Chapter 2 Medisoft ata Glance 5 Keystrokes Transaction Entry Keystroke F2 CO iLink wi F4 Opens Apply Payment to Charges window Opens Transaction Documentation window pens the MultiLink window Keystrokes Apply Pyament Adjustments to Charges Keystroke Action oo O F8 or F9 When applying a claim rejection message to a line item in the Apply Payment Adjustments to Charges window use the F8 and F9 keyboard shortcuts to save time and effort Click the Rejection column and click F8 to create a new rejection message or click F9 to edit an existing rejection message Keystrokes Report Designer Keystroke Action S O 5
156. key but can also be a combination of the CTRL or SHIFT 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 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 that provider or not Case A grouping of claims usually with at least one thing in common i e the sam
157. l Practice Setup 13 F1 The Claims Manager box User ID and Password fields are used only if directed by Medisoft support You should never change these values unless directed by support When you enroll in Claims Manager your login and password are automatically populated to these fields In some instances Medisoft support may direct you to reset your Claim Manager user ID and password In the event you need to enter new values to replace your current user ID and password you will use the fields in this box Statements Options in the Statements section deal with billing cycles If you want to use billing cycles when sending statements click Use Cycle Billing See page 79 for more information If you choose to use cycle billing be sure to enter a cycle billing days interval e g every 30 days The Add Copays to Remainder Statements is used to add missed copays when patients do not immediately pay their copay to the patient s Copay Remainder statement F1 Look up Tracking Missed Copays F1 Look up Cycle Billing Program Options General Data Entry Payment Application Aging Reports HIPAA Color Coding Billing Audit Claims Manager Delete transmission and claim batch information after 60 days Delete closed claims and related claim tracking information after 30 days Claims Manager Do not modify unless instructed by support User ID Password Statements Use Cycle Biling Cycle Biling Days 0 Standa
158. late from the Patient Quick Entry window For more information and complete instructions for setting up and using this feature see F1 Look up Patient Quick Entry Overview F1 Look up Using the Patient Quick Entry Feature Custom Patient Designer Advanced and above A practice may need information that is not already gathered in the accounting package Medisoft 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 there is information in the Patient Guarantor window that you do not need or if you want to add additional fields go to the Tools menu and select Design Custom Patient Data The Custom Patient Designer window opens E gt 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 13 page 95 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 c
159. learinghouse which is set up to process Medisoft electronic statements Statements sent electronically through Statement Processing get an instant response report that tells what information was sent F1 Look up Sending Statements Electronically Customizing Statements 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 F1 Look up Statement Selection in the Statement Wizard Help file Eligibility Verification The Eligibility Verification feature lets you check a patient s insurance coverage online This is a fee based service for which you must enroll Contact the Medisoft sales department at 800 333 4747 for information on pricing You must have broadband internet service to make eligibility verification inquiries Eligibility Verification Setup To set up Medisoft for eligibility requests you must enter information in the Provider Insurance Carrier Patient and Case windows Manage your eligibility enrollment from the Services Menu by selecting Eligibility Verification and then selecting Manage Enrollment F1 Look up Eligibility Verification Overview Provider Fields in the Provider window must be populated for each provider whose patients you are verifying electronically On the Default Pins tab enter information in the Tax ID field On the Chapter 11 Electronic Services 84 Elig
160. lect 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 appear on the current day s activity reports TIP To save time and increase work efficiency you can close a case after applying payment by right clicking the line item in the grid and then selecting Close Case At a later date in File Maintenance closed cases can be deleted from the database Select an entry on the grid and click the Detail button to pull up an information only window that displays all the activity the selected deposit You cannot make changes in this window If needed you can print item details F1 Look up Print an Entry from the Deposit List When you highlight a payment and click Apply the Apply Payment Adjustments to Charges window is opened Chapter 9 Deposit Payment Application 73 p Pa Gone B Ins 1 List Only Unapplied Amount 35 00 v Show Remainder Only m Ins 2 For GONIO000 v o consmiemm ine 5 View So Far 7 Show Unpaid Only Documentation Payment Procedure Codes CHECK v 2 Lell Lell lell ell Sr Date Procedure Charge Remainder Payment Deductible Withhold Allowed Adjustment Take Back Provider Co pay A b 02 05 2008 82954 10 00 10 00 0 00 0 00 JM _ 0270572008 31820 20 00 20 00 0 00 30 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 v
161. lick 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 F1 Look up Custom Patient Designer Chapter 5 Patient Record Setup 38 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 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 and 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 o
162. ll Statement Click this button to rebill statements For more information see F1 See Rebilling Statements Delete Click this button to delete the statement number and release the transactions bound to the statement You can then put those transactions on a different statement NOTE If you delete electronic statements that have already been billed and decide to recreate them the program will automatically assign a media of Paper to those statements For more information see Chapter 8 Statement Management 65 F1 Recreating Electronic Statements Close Click this button to close the window Creating Statements Click Create Statements to gather available transactions onto a statement i Create Statements Range of Transaction Dates l to x Chart Numbers X e to e X Cancel Select transactions that match Biling Codes Case Indicator Location Provider X 9 Create statements if the remainder total is greater than Enter Amount Statement Type Standard Remainder 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 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 F1 Look up Create Statements Editing Statements Highlight a specif
163. logged on go to the Transfer menu and select Send File The Protocol Properties window appears Protocol Properties Ea vo OK eT Use the following transfer protocol The window has two field selections Send file 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 File to Send x Jf OK D idbox t X Cancel ackup 4 cpr Felts data ilbox dataode E datawdm p i pase E datax a i reports G tutor 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 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 c
164. lus legacy data F1 Look up Insurance Carrier Entry Address Tab Options Tab The Options tab provides fields for more specific information including plan name and type Chapter 4 Setting Up the Practice 25 Sf Insurance Carrier new DER Address Options EDI Eligibility Codes Allowed PINs Plan Name A Save Type Other x Cancel Class i lel amp Help Plan ID Alternate Carrier ID C Delay Secondary Billing Procedure Code Set 1 vf Diagnosis Code Set 1 v HCFA 1500 Box 12 Boag Remove Default Box 31 Patient Signature on File Leave blank Insured Signature on File Leave blank Physician Signature on File Leave blank Print PINs on Forms Leave blank Box 24K Default Billing Method 1 Paper Default Billing Method 2 Paper KANKAN KAN KM KM Kk Default Billing Method 3 Paper This is where you designate insurance classes 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 1 2 3 The various Signature on File fields are provided to determine what prints in Boxes 12 13 31 and 24K of the CMS 1500 claim form F1 Look up Insurance Carrier Entry Options Tab EDI Eligibility Tab In the EDI Eligibility 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
165. 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 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 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 a
166. mation plus specialty data and the license number It allows space for you to indicate whether this doctor is a Medicare participating healthcare provider 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 F1 Look up Referring Provider Entry PINs Tab Depending on the type of claims you file you could have separate PINs from each insurance for this referring provider The PINs tab provides a PIN matrix where you can store these additional PINs If you send electronic claims you are also required to enter qualifiers to the PINs if applicable These qualifier codes indicate the type of PIN Refer to the implementation guide for you insurance carrier if you are not sure which qualifier to use This is not provided by Medisoft but by your carrier F1 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 Chapter 4 Setting Up the Practice 28 ST Billing Code new Code Inactive Code A Save amp Cancel Description Her The Billing Code List
167. me and title of the report user Option Select the Allow user to access other practices check box to let the report user account access all practices in your Medidata folder Or leave the check box blank to limit the report user account to the currently open practice 5 Select an Administrator level 6 Click Save Report Procedures Printing a Report To print a report complete the following steps On the Reports menu select the report to be run The Print Report Where window appears 2 On the Print Report Where window select the Print the report on the printer button Click Start Depending on the report selected the Data Selection Questions window or the Search window opens 3 On the window select data ranges and then click OK The Print window appears 4 Click OK Viewing a Repot In Medisoft you can view or preview a report before printing or exporting it For example you could preview a Patient Aging report before printing it to make sure that you have selected the most appropriate data criteria After previewing users can export or print the report To view a report complete the following steps 1 On the Reports menu select the report to be run The Print Report Where window appears 2 On the Print Report Where window select the Preview the report on the screen button Click Start Depending on the report selected the Data Selection Questions window or the Search window opens Chapter 12 Reports 87 3 On the wi
168. medisoft Medisoft Network Professional Medisoft Advanced Medisoft User Manual March 2009 Version 15 software registration required You must register your Medisoft program Full instructions on how to register are part of the installation instructions you printed out prior to installing the program Proof of ownership KEEP YOUR SERIALIZED SOFTWARE even if damaged or obsolete It is your proof of ownership medisoft McKesson Provider Technologies Physician Practice Solutions 5995 Windward Parkway Alpharetta Georgia 30005 Sales 800 333 4747 Support 800 334 4006 Fax 916 267 6281 Web www medisoft com Table of Contents PREFACE Copyright END USER LICENSE AGREEMENT CHAPTER 1 Setting up the Practice Billing Services Setting up Multiple Practices Practice Type CHAPTER 2 Medisoft at a Glance Menu Bar File Menu Edit Menu Activities Menu Lists Menu Reports Menu Tools Menu Window Menu Services Menu Help Menu Toolbar Shortcut Bar Keystrokes and Shortcuts CHAPTER 3 General Practice Setup Open Practice New Practice Backup Data View Backups Restore Backups Program Date Program Options General Tab Data Entry Tab Payment Application Tab Advanced and above Aging Reports Tab HIPAA Tab Color Coding Tab Advanced and above Billing Tab Advanced and above Audit Tab Security Setup Medisoft Standard Security NN BRARAARPRPWWWWWWWWW ao EN OONNNNN Global Login Login Pas
169. ment Window The Statement Management window has several sections Si Statement Management Search Sort By Statement Number List Only Change Status m gt e Stmt Guarantor Phone Initial Biling Batch Media Type 2 DOEJO000 480 999 9999 Sent 12 11 2002 1 Paper Remainder 3 WAGJEOOO 121 419 7127 Sent 6 19 2002 1 Paper Remainder 4 CATSA000 227 7722 Ready to Send Remainder 5 DO0JA000 Ready to Send Remainder 9 AGADWO00 434 5777 Ready to Send Standard 10 BRIJA000 222 342 3444 Ready to Send Standard 11 SIMTA000 480 555 5555 Hold Standard 12 YOUMIOOO 602 222 3333 Ready to Send Standard Ne Cy edt create Statements SS Piint Send BS Rebil Statement A D g Close Header Search Enter values for which you want to search in the grid This field is affected by the variable in the Sort By field Sort By Click the down arrow to select the variable by which you want to search If you want to sort by Submission Count you have to add that column to the grid to see the counts For more information see Chapter 8 Statement Management 64 F1 Look up Grid Columns List Only Click this button to list only certain statements in the grid For more information see F1 List Only Statements that Match Change Status Click this button to change the status on a batch of statements For more information see F1 Change Statement Status Billing Method Navigation Buttons These buttons in
170. mputer 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 o 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 select a particular function or software application Also known as an icon Speed menu The menu that displays when the right mouse button is pressed T
171. n be set up on the appointment grid You can also edit the column display by selecting Edit Column in the Speed menu Changes 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 Program Options Start Time 8 00 am End Time 5 00 pm Interval fis minutes Columns im E Default Colors Appointment E Sive v Conflict M Red v Break Gray IV Use enter to move between fields V Use Automatic Word Capitalization IV Automatic Refresh fe seconds V Show Notes on New Appointment JV Use Automatic Zip Codes Office Hours Chapter 14 Office Hours Patient Appointment Scheduler 109 Program Options Options Multi Views Appointment Display Start Time 8 00 am SE ELNEE ES j _ Appointment D Silver hd End Time 5 00 pm x Con Conflict MB Red X Interval is minutes Break Gray g Help Use Pictures V Use Enter to Move Between Fields M Break Remind to Save View V Repeat Use Automatic Word Capitalization V Note Automatic Refresh 8 seconds IV Status Show Notes on New Appointments Use Automatic Zip Codes Use transaction Entry to Make Copays Speed Report Quick Appointment List Z Office Hours Professional
172. n 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 You can also print blank serialized superbills that are not assigned to an appointment Before using the feature if you have security applied to your practice you will need to give access to this feature to appropriate users The default setting is for level 1 users only For information on changing permissions see F1 Look up Permissions The same options you selected to use Superbills also applies if you want to print blank superbills the Force Document Number and Use Serialized Superbills options on the Program Options window Data tab must be selected Once enabled you can print a blank Superbill by selecting the Blank Superbill command on the Reports menu and at a later date assign the blank superbill to a chart and case in the Transaction Entry For more information see F1 Look up Printing Blank Superbills F1 Assigning a Blank Superbill to a Patient and a Case 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 F5 or clicking Note in the Charges section of the
173. n this field and 10 in the Maximum Amount field small balances would be written off after 3 statements are sent and if the balance is under 10 00 When the program writes off the remainder balances it updates a number of other features Write off entries are created and applied to all patient responsible charges associated with the selected patient The program also updates the associated Collection List items refreshing balances and marking zero balances as deleted After a remainder balance write off statements are changed to the status of Done and a note is added to the write off entries F1 Look up Small Balance Write off Tutorial Practice To review the procedures outlined in this chapter you can perform the following steps using the tutorial database provided with this program Note Be sure that you have activated security in your Medisoft program Collections and Revenue will not work unless you have applied security Creating Collection List Items Go to the Activities menu and select Collection List Click New In the Tickler tab enter Contact Attorney Choose the Patient radio button aR ON os In the Chart Number field start typing Gone to call up B Gone Chapter 10 Collections and Revenue Management 80 10 11 12 13 14 15 16 17 18 19 20 Choose Mr Gone also in the Guarantor and Responsible Party fields Choose the person to whom you want to assign this tickler The names you see are t
174. nal only Tutorial Practice Entering Patient and Case Records Setting Up a New Patient Record Opening a New Case CHAPTER 6 Transaction Entry Start with a Chart Number Entering a Charge in Transaction Entry Entering a Payment or Adjustment in Transaction Entry Apply Payments or Adjustments to Charges Unprocessed Transactions Communications Manager Overview Patient Treatment Plans Network Professional only Print Receipts Create Claims Billing Charges Advanced and above Quick Ledger Advanced and above Quick Balance Advanced and above Tutorial Practice Transaction Entry Transaction Documentation CHAPTER 7 Claim Management The Claim Manager s Job The Claim Management Window Header Grid Buttons Creating Claims Editing Claims Printing Claims Troubleshooting Insurance Claims Reprinting Claims Listing Claims Changing Claim Status Entire Batch Selecting Multiple Claims Sending Claims to a File Tutorial Practice Claim Management Creating Claims Editing Claims Sending Claims Changing Claim Status CHAPTER 8 Statement Management Advanced and above Statement Management Window Header Grid Buttons Creating Statements Editing Statements Converting Statements Printing Statements Reprinting Statements Listing Statements Changing Statement Status Entire Batch Selecting Multiple Statements Tutorial Practice Statement Management Creating Statements Editing Statements Sending Statements Tr
175. named users no concurrent users No remote access viii Medisoft Network Professional Available to the number of Concurrent Users purchased from McKesson or the McKesson reseller Installation on a networked system i e no limits on number of machines present at one or more Facilities or Data Centers all directly controlled by End User ix Practice Partner Available to the number of Providers purchased from McKesson or the McKesson reseller add on licenses for some End Users may be licensed on Concurrent User basis if original license was Concurrent User based please check with Your McKesson reseller Installation on a networked system i e no limits on number of machines present at one or more Facilities or Data Centers all directly controlled by End User d Current Procedural Terminology CPT The Software may include the Current Procedural Terminology CPT code set maintained by the American Medical Association through the CPT Editorial Panel describing medical surgical and diagnostic services and designed to communicate uniform information about medical services and procedures among physicians coders patients accreditation organizations and payers for administrative financial and analytical purposes the CPT End User may only use the CPT code set consistent with these terms and conditions set forth on Exhibit A 1 2 Export Law Assurances End User may not use or otherwise export or reexport the Software or Docume
176. nd Fri Lunch 1 1 2002 11 30 am Every week on Mon Tue Wed Thu and Fri Lunch 121 2002 11 30 am Every week on Mon Tue Wed Thu and Fri lt i A Jump to ag Edit A Delete Serine cid To create a break give it a name a date and enter the time that the break starts Using the up and down 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 All Columns box to uncheck it and 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 The Print Grid feature is available with Office Hours Professional F1 Look up New Break Entry Chapter 14 Office Hours Patient Appointment Scheduler 107 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 Repeat Change Frequency o i Click on the repeat options on the left to set an interval Daily for this repeat R Canca ym C Weekly a Help Monthly No Repeat C Yearly Choosing any of the radio buttons except None displays different data entry boxes in the middle of th
177. nd 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 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
178. ndow select data ranges and then click OK The report is displayed Use the controls in the Report Preview window to view or search for details Controls include S Print Used to print the report on the default system printer using the user specified criteria 100 a E Zoom Used to increase or decrease the viewing size of the report mo 4 a Navigate Used to navigate or browse through the various pages of a multi page report and features jumping to the first or last page moving to the previous or next page or specifying a particular page to view Q Search Used to further refine data parameters search criteria Once you have generated a report you can further refine the report and search for a more detailed data element When using this feature you essentially re run a report using more specific data criteria e _Cose Close Used to close the currently displayed report NOTE For some reports that use a different format such as statements the controls in this window are slightly different and include a Save Report to Disk option If you select this option you can save the report in a QRP format and then use the Load Saved Reports command on the Reports menu to load the report Searching for a Specific Detail in a Report Once you have generated a report you can further refine the report and search for a more detailed data element When using this feature you essentially re run a report using more specific d
179. nerator Program Options General Data Entry Payment Application Aging Reports HIPAA Color Coding Billing Audit NOTE By leaving or unchecking any of the following tables you will be turning off all audits for that table Perform audits on these tables Medisoft Tables Office Hours Tables Update Delete Update Delete Update Delete Address I Insurance Carriers ag Appointments I a Allowed Amount Multilink Reasons Biling Code Patient Guarantor Case Patient Recall Resources Superbills Wait Procedure Code Providers 7 Referring Providers Transaction Contact Custom Case Data Custom Patient Data Deposit Diagnosis Electronic Receivers Treatment Plan EERE E G ET Treatment Plan Procedure SBE oe Be BERR EeE Eo F1 Look up Program Options Audit Tab and Audit Report Generator Chapter 3 General Practice Setup 15 Security Setup Medisoft Standard Security Basic security in Medisoft is practice based with each practice having various users and groups Multiple practices require security setup for each database Set up security when nobody else is using the program After you set up security close and open the practice to apply the changes Security in Medisoft Advanced and Medisoft Network Professional allows restricted levels of access to those areas of the program that the security supervisor designates The supervisor has unlimited access and full control of security while other user
180. nfiguration computer hardware problems training on how to do medical billing or aligning your CMS forms Support does provide software assistance to any customer no matter where the program was purchased 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 Support Your Medisoft customer number This is found on the upper right corner of the invoice or packing slip that came with your Medisoft program The Serial Number and registration information for your Medisoft software A complete description of your problem or question including the complete text of any error messages Have a current support contract already in place or be ready with credit card information to set one up It is usually necessary for you to be able to work on your computer while you are talking to the technical support staff so be sure your phone is close to the computer Service Hours Support is available from 8 00 am to 8 00 pm EST Monday Friday throughout the year The exceptions to this availability will be holidays and an occasional all staff meeting Updates and Changes Go to the Help menu and select Online Updates Any free update available is downloaded to your system F1 Look up Online Updates Appendix A Where to Find Help 120 Appendix B New Features in Medisoft 15 There are many new features in this version
181. nfiguration 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 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 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 F1 Look up Procedure Payment Adjustment Entry General Tab Am
182. ng based on the specified criteria 8 As needed in the Selected column check the records to restore or click Select All to select all the records displayed Note If you select a chart that is associated with an archived guarantor then the guarantor s record is also selected If you deselect a guarantor who has associated archived patients selected they will be unselected 9 Click Next The Warning window appears 10 On the Warning window click Yes The Restoring Data window appears and as patient records are archived a dual progress bar displays the progress of the restoring process When the restoring process completes the Confirm window appears 11 Option click No on the Confirm window to exit the Medisoft Archive Wizard without printing the log report or click Yes to view the log report The Print Report Where window appears As needed select printing or exporting options on the Print Selection panel and click Start Printing Log Reports The archiving process is implemented via a series of dialog boxes that lead users through the process of archiving patient data restoring patient data or printing log or error reports on archived and restored records Users can also view or export log reports Appendix E Archiving 136 Use the Print Log Reports option to view print or export archiving log report batch files To Access the Archiving Module and Print a Log Report On the File menu select Archive The Warning window a
183. nsurance Partners Mr Gone s Policy Number is 9782XYZ and his Group Number is 98KEY The Policy Start date is October 1 1998 and the End date is October 31 2007 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 Aetna 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 2008 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 tabs are necessary for Mr Gone so skip these tabs Click Save when finished Chapter 5 Patient Record Setup 45 Chapter 6 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 i Transaction Entry DAR Chart AGADWOOO 2 Again Dwight 3 30 1982 Medicare Aetna Patient Charges 210 00 P Co pay Overdue 20 00 Adjustments 0 00 Soll LeljBack Pain 0 30 31 60 61 30 91 Subtotal 210 00 Last Payment Date 12 4 2002 ooo 000 000 0 00 Paymer eS Last Payment Amount
184. ntation except as authorized by United States law and the laws of the jurisdiction in which the Software or Documentation was obtained In particular the Software or Documentation may not be exported transshipped or reexported 1 into or to a national or resident of those countries subject to a comprehensive economic sanctions program administered by the U S Department of the Treasury Office of Foreign Assets Control OFAC Countries subject to OFAC embargo or sanctions can change at any time and can be reivewed by consulting materials available at http www treas gov ofac index html and http www bis doc gov or 2 to anyone on the U S Treasury Department list of Specially Designated Nationals or the U S Department of Commerce Denied Persons List or Entity List each as they may be amended from time to time and which may be found at http www treas gov ofac index html and http www bis doc gov 1 3 Warranty McKesson warrants to End User that the computer media on which the original Software is recorded will be free of defects in material and workmanship for a period of 30 days from the date of purchase under normal conditions of use and service If the media becomes defective within 30 days from the date of purchase if proof of original purchase can be verified as End User s sole remedy and McKesson s sole obligation McKesson will replace the Software or at its option McKesson may refund to End User the original McKesson purchase pric
185. ntments section F1 Look up New Appointment Entry Chapter 14 Office Hours Patient Appointment Scheduler 106 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 108 F1 Look up Repeat Change 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 F8 in the Break List window Break List DER S l eaa C Breaks from today forward Search for ed Field Name aes i Time Length Provider Resource Reason g Or Urdoc Seminar 6 20 2003 1 00 pm No Repeat Dr Urdoc Seminar 6 20 2003 1 00 pm No Repeat Dr Urdoc Seminar 6 20 2003 1 00 pm No Repeat Dr Urdoc Seminar 6 20 2003 1 00 pm No Repeat Dr Urdoc Seminar 6 20 2003 1 00 pm No Repeat Lunch 1 1 2002 11 30 am Every week on Mon Tue Wed Thu and Fri Lunch 1217 2002 11 30 am Every week on Mon Tue Wed Thu a
186. ntry Default list and the Use Quick Entry for New Patient Case F8 and Use Quick Entry for Edit Patient Case F9 check boxes provide setting options for the Patient Quick feature which provides a custom method for creating records For more information on the Chapter 3 General Practice Setup 9 Patient Quick Entry feature in Medisoft F1 Look up Patient Quick Entry Choices in the Transaction section primarily affect Transaction Entry Check the Force Document Number to apply a document number to each transaction in Transaction Entry It forces the Documentation Number field to appear If you uncheck this option no document number is applied to the transactions and the Document Number field is not displayed in the Transaction Entry window If this option is unchecked the serialized superbill function is also disabled Selecting this option along with the Use Serialized Superbill box also provides the option to print blank superbills For more information on this feature see F1 Printing Blank Superbills F1 Assigning a Blank Superbill to a Patient and a Case Use Serialized Superbills Click this box to use the serialized superbills feature For more information see F1 Tracking Superbills 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
187. o enter items in the collection list click New while in the collection list Fill in the necessary information F1 Look up Collection List TIP Use the F7 keyboard shortcut on the Collection List to launch the Quick Ledger Select a line item on the Collection List grid and press F7 to display the patient s record in the Quick Ledger Add Collection List Items The option to add collection items through reports is no longer an option However you can add collection items with the new Add Items option in the Collection List This feature lets you create tickler items based on criteria you enter in the Add Collection List Items window F1 Look up Add Collection List Items Patient Payment Plans To help patients make consistent payments on their accounts create payment plans You can create as many plans as necessary to accommodate your patients Go to the Lists menu and select Patient Payment Plan Once you create a plan open the Patient Guarantor window Payment Plan tab and assign the plan to the patient s record The particulars for the plan appear in fields in this tab The program records and tracks the scheduled date for the next payment and the amount to be applied If the patient follows the payment plan e g the patient pays the required amount by the required date this account is not included when you process collection letters If the patient does not follow the payment plan the account is included when you process collec
188. of the Software then this EULA does not apply to You even if You click accept to continue installation If You did not obtain the Software either directly from McKesson or from an authorized McKesson reseller or if You have not paid either McKesson or an authorized McKesson reseller in full for this license then this EULA offer is rescinded and You are not authorized to install or use this Software The term of this EULA Term commences on the date the End User first installs the Software and continues until terminated pursuant to Section 2 5 1 SECTION 1 SOFTWARE 1 1 Software and Clinical Content 1 1 1 Definitions a Clinical Content means medical or clinical information such as terminology vocabularies decision support rules alerts drug interaction knowledge care pathway knowledge standard ranges of normal or expected result values and any other clinical content or rules provided to End User for use with the Software together with any related Documentation Clinical Content may be either a owned by McKesson or b owned by a third party and sublicensed to End User under this EULA b Concurrent User means a Permitted User identified by a unique user ID issued by End User that is one user out of a maximum number of users permitted to access the Software simultaneously c Confidential Information means any information or material other than Trade Secrets Preface i that is of value to McKesson and is not
189. off Patient Selection Write off All Delinquent Patients write off Preview List Oal Chart Number Last Name First Name gt Write off Code sewo lol Cutoff Date 11572009 Maximum Amount hoo Stmt Submission Count 2 al Clear The window is divided into two sections In the first section select criteria for the type of remainder balances you want to write off and click apply In the second section a list of the patients who meet the criteria appears in the Write off Preview List The default is set to write off all records in the list You can select individual records to write off by clicking on the record Multiple records can be selected by pressing the CTRL key and clicking the record Click Write off to write off the selected remainder balances Use the Stmt Submission Count field to define a maximum amount of times that you want to send a statement before writing off the balance Once this number is met the small balance is written off The program selects patients whose statements have been sent Submission count more than the value entered in the field Once this number is met the small balance is written off This field works in conjunction with the other fields on this window and if a value is entered in this field the balance is only written off if it meets the criteria for this field completed the statements and the other fields such as Maximum Amount field For instance if you enter 3 i
190. og report or click Yes to view the log report The Print Report Where window appears As needed select printing or exporting options on the Print Selection panel and click Start Restoring Archived Cases The archiving process is implemented via a series of dialog boxes that lead users through the process of archiving patient data restoring patient data or printing log or error reports on archived and restored records Users can also print the archive data in reports To Access the Archiving Module and Restore a Record On the File menu select Archive The Warning window appears 2 Option if needed click Back up Data Now recommended and follow the steps for data backup 3 Click Continue w o Backup In some instances the Confirm window appears This window notes the total number of open cases greater than ten with a zero account balance 4 Option on the Confirm window click No to skip reviewing the open cases The Medisoft Archive Wizard window appears Skip Step Five and proceed to Step Six 5 Option on the Confirm window click Yes to review the open cases The Patient Case Search window appears As needed in the Case Closed column select any cases to close or click Select All to select all the cases Click Save The Medisoft Archive Wizard window appears Choose Restore Patient Case Records Click Next The Select Patient Cases to Restore window appears which displays a list of all the patients who qualify for restori
191. ok up Backup View Backup or Restore F1 Lookup Backup Root Data a Hide Inactive Closed Items Accessed from the General tab on the Program Options window or by right clicking a list the Hide Inactive Closed Items option provides quick filtering options for data display for inactive or closed items Users can apply a setting on the Program Options tab and as needed override this setting by right clicking as needed to view or hide data in a list The default setting for this option is not enabled users can selectively override this setting to enable the feature as needed or permanently change the default setting and then also as needed override this setting Users can apply these settings to these lists Address Billing Codes Claim Rejection Message Cases Contact Diagnosis Codes EDI Receiver Insurance Carriers Insurance Class MultiLink Patient Payment Plans Procedure Codes Provider Class Providers Patients Referring Providers and Security Accounts When users selects the right click menu option of Show Inactive Records to override the setting on the Program Option window a red X appears next to all inactive items in the list The right click menu also provides an option to Hide Inactive Records Chapter 3 General Practice Setup 8 Note The option that is initially displayed depends on the current setting on the Program Options window If the feature is enabled on the window then the right click menu initially displays the S
192. on Numbers 37 Purge data 18 Appointment fields 18 Claims data files 18 Closed cases 18 Q Quick Balance 51 Quick Ledger 50 Changing responsibility 51 Guarantor Ledger 50 No additions 51 Patient Ledger 50 Payment detail 51 R Radio button 141 Ranges Chart Number 57 Date 57 Rebuild indexes 17 Recalculate balances 18 Referral Source report 90 Referring provider records 28 Referring Provider report 90 Report Designer 95 Bands 96 Header band 96 Create a report Format 103 Place fields 103 Expressions Conditional 101 Font selection 97 Menu bar 95 Edit menu 95 File menu 95 Help menu 95 Insert menu 95 Window menu 95 Report properties Adjust band height 96 Form offset 96 Paper settings 96 Set data filters 96 Set size and margins 96 Title 96 Speed button Exit 95 Find 95 Find again 95 Hints 95 New 95 Open 95 Preview 95 Print 95 Save 95 Standard field properties Alignment 96 Background color 97 Font 97 Handles 97 Matching alignment and size 96 Multiple fields 97 Other 97 Position 96 Size 96 Transparent background 97 Styles 95 Insurance form 95 Label 95 Ledger 95 List 95 Statement 95 Walkout Receipt 95 Toolbar Exit 95 Find 95 Find Again 95 Hints 95 New 95 Open 95 Preview 95 Print 95 Save 95 Report printing Insurance claims Claim not centered 58
193. on 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 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 Medisoft 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 button to set the item in the new place Drop down menu A menu that emerges in a downward direction from a point or lin
194. opulate the last accessed patient s chart in another chart number field NOTE Reports that do not use the Data Selection Questions window for data filtering do not support this feature Appendix B New in This Version 123 Enhanced Reporting Engine Medisoft 15 adds new reporting functionality to all versions and a new reporting engine to Medisoft Advanced and Network Professional called Medisoft Reports that provides numerous new reporting features and options Medisoft Reports provides users with enhanced reporting options and data viewing capabilities including many more reports not featured on the Reports menu in Medisoft along with robust viewing and printing options for all standard and additional reports The feature does not replace standard Medisoft reporting options available on the Reports menu but instead offers a new window that bundles many key reporting features and provides access to many new reports along with all the standard Medisoft reports F1 Look up Reports Overview F1 Look up Medisoft Reports Before running a report in Medisoft either from the Reports menu or using the Medisoft reports engine you will need to set up a reports user account This account is unique to reporting and different from other existing accounts F1 Look up Setting up an Initial Reports User Medisoft 15 also introduces support for Medisoft Reports Professional a robust report authoring application F1 Look up Medisoft Reports Pro
195. or independent contractor who has need to use the Software based upon a contractual relationship with End User so long as i such consultant or independent contractor is not a McKesson competitor ii End User remains responsible for use of the Software by such consultant or independent contractor and iii such consultant or independent contractor is subject to confidentiality and use restrictions at least as strict as those contained in this EULA c physician with admitting privileges at a Facility d employee of such physician and e medical professional authorized to perform services at a Facility i Provider means specially trained and licensed personnel e g medical doctor doctor of osteopathy physician assistant physical therapist dietician and advanced registered nurse practitioner directly billing for patient care services either i under his or her name ii the name of the practice or iii under the name of a supervisory Provider Full time Providers are Providers working 20 hours a week or greater Part time Providers are Providers working less than 20 hours a week or a doctor in residency training j Software means i software in object code form only that accompanies this EULA and ii related Documentation collectively Software k Term has the meaning set forth in the fifth paragraph of the Introductory Section I Trade Secret means any information of McKesson or that McKesson has acquired
196. or all actions relating in any manner to this EULA will be in a federal or state court of competent jurisdiction located in Fulton County Georgia End User will not assign this EULA without the written consent of McKesson McKesson may upon notice to End User assign this EULA to any McKesson Affiliate or to any entity resulting from reorganization merger or sale and may subcontract its obligations Failure to exercise or enforce any right under this EULA is not a waiver of such right Neither party is liable for failing to fulfill its obligations due to acts of God or other causes beyond it reasonable control except for End User s obligation to make payment All notices relating to the parties legal rights and remedies under this EULA must be provided in writing and delivered by a postage prepaid registered or certified U S Post mail or b commercial courier All notices to McKesson will be sent to the following address with a copy to McKesson s General Counsel 5995 Windward Parkway Alpharetta GA 30005 This EULA is the complete and exclusive agreement between the parties with respect to the subject matter hereof and may be may be modified or any rights under it waived only in a mutually signed written agreement 2 8 Government Customer Rights If this Software is provided under a federal government contract then McKesson intends that any Software provided under this EULA constitute commercial item s as defined in Federal Acqui
197. ormation which is generally the same for all of your patients and then click Set Default To remove your new default settings hold down CTRL 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 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 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 F1 Look up Patient Guarantor Entry Other Information Tab F1 Look up Program Options Color Coding Tab 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 f
198. ort window opens so you can select the statement form on which to send the statement For now highlight NEW 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 Chapter 8 Statement Management 70 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 TAB 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 Report 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 Bill Date column for both statements Troubleshooting Statement 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 Insuranc
199. otes EDI Report Report Type Code Report Transmission Code E Attachment Control Number Patient Information Name Gone B Home Phone 513 224 4668 Address 246 Outtahere Street Work Phone 123 345 6789 Pasturize lA Se Cell Phone 513 224 1111 Date of Birth 1 12 1975 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 7 Case GONIOO00 Gone 1B new DER Miscellaneous Medicaid and Tricare Comment ED Custom One Personal Account Diagnosis Policy 1 Policy 2 Policy 3 Condition A oe Injury lllness LMP Date j Date Similar Symptoms l R Cancel ancel IIness Indicator X I Same Similar Symptoms f I Employment Related Hel First Consultation Date PE g Help Accident ast X Ray Date el A ha Related To State M Death Status Eligibilit aa Nature Of X Dates From To Workers Compensation Unable to Work l l Retum To Work Indicator Set Default Total Disability zl Partial Disability Percent of Disability Hospitalization Last Worked Date j I Pregnant Date Assumed Care Me Estimated Date of Birth P Date Relinquished Care Patient Information Name Gone B Home Phone 513 224 4668 Address 246 Outtahere Street Work Phone 123 345 6789 genuen lis
200. otes are represented by a note icon in the Claim Management window Double click the icon to view or edit the note F1 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 F1 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 Reprinting Claims If necessary you can reprint claims without regard to their status To reprint an entire batch the status must be changed for the batch F1 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 Chapter 7 Claim Management 58 List Only Claims That
201. oubleshooting Statement Printing Patient Remainder Statements Advanced and above Changing Statement Status CHAPTER 9 Deposit Payment Application Medisoft Advanced and above EOB Payments Managed Care Capitation Payment Tutorial Practice Creating a New Deposit CHAPTER 10 Collections and Revenue Management 78 78 Collection List Add Collection List Items Patient Payment Plans Collection Letters Customizing Collection Letters Revenue Billing Cycles Claim Rejection Messages Small Balance Write off Writing off a Balance Tutorial Practice Creating Collection List Items Adding a Collection List Item Patient Payment Plans Collection Letters Customizing Collection Letters Writing off Small Balances CHAPTER 11 Electronic Services Electronic Claims Processing Customizing Statements Eligibility Verification Eligibility Verification Setup Eligibility Verification Results CHAPTER 12 Reports Overview Setting up a Reports User Report Procedures Printing a Report Viewing a Repot Searching for a Specific Detail in a Report Exporting a Report Available Reports Day Sheets Analysis Reports Aging Reports Production Reports Network Professional only Activity Reports Network Professional only Collection Reports Advanced and above Audit Reports Patient Ledger Guarantor Quick Balance List Network Professional only Standard Patient Lists Custom Report List Other Report Functions Load Saved Report
202. ounts Tab The Amounts tab is linked with Case information Account tab Price Code field Medisoft Advanced and Medisoft Network Professional allow 26 charge amounts for each code entered in Chapter 4 Setting Up the Practice 22 the program The applicable charge amount is selected in the Account tab of each patient s Case window F1 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 F1 Look up Procedure Payment Adjustment Entry Allowed Amounts Tab 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 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
203. ow be sure this new deposit is selected and 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 Apply Payment Adjustments to Charges A1 Insurance Partners Ins 1 A1 Insurance Partners A1000 List Only Unapplied Amount 35 00 Ins 2 Aetna AETOO V Show Remainder Only JGONI0000 T P Gone 18 Ins 3 View So Far V Show Unpaid Only Documentation Payment Procedure Codes INSPAY 2 DEDUC BAR MCWH 7 2 o TAKEB o Procedure Charge Remainder Payment Deductible withhold Allowed Adjustment Take Back Provider Co pay 01 09 2006 99214 75 00 70 00 0 00 01 09 2006 82954 12 50 12 50 0 00 87 50 82 50 0 00 0 00 0 00 0 00 0 00 0 00 Vl Alert When Claims Are Done v B There are 2 charge entries m ae N rea E A Save Payments Adjustments A Close res TUM i v Print Statement Now Write off Balance Now pont Locate the 75 charge click the Payment column of that record and enter 30 In the box below part of the 12 50 charge record enter 5 Click Save Payments Adjustments and 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 If the Print Statement Now box is checked the Open Report window is opened
204. 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 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 Chapter 14 Office Hours Patient Appointment Scheduler 115 Chapter 15 Work Administrator Introduction This program lets staff streamline their work process You can use this feature to organize tasks for users and user groups It lets you add tasks manually and set up rules that automatically add tasks when certain conditions are met To open Work Administrator go to the Activities menu and select Launch Work Administrator or click the Launch Work Administrator icon in the toolbar Assignment List The Assignment list is the main window for the Work Administrator This window lets you view the tasks assigned to Medisoft users i Current Practice Medical Group ynment List F John Jones Filter M Collections List Count Total 7 Assignment Count High Priority Medium Priority Low Priority Total Go Done Priority Date Due Description Group User Reference 1 pia do o ooo i d T Launch Help F1 Look up Assignment List Filters The default for the Assignment List window is to display the tasks assigned to the user currently logged in to Medisoft Data filters can be
205. paces provided in the pre printed CMS 1500 forms 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 CMS 1500 Primary Click OK Go to the File menu and select Report Properties Chapter 13 Medisoft Report Designer 101 Report Properties Bands Data Filters UY oK Report Title CMS 1500 Primary a Margins Inches en X cnca Left 025 Right 0 25 Paper Size Letter y Top 0 25 i Bottom 0 25 Page Orientation Portrait v a Help Form Offset Insurance Claim Type Left 0 00 Inches Primary Claim O Secondary Claim O Tertiary Claim Export To Text Options Mark Billed O Tracer CI Group Transactions by Revenue Code N Convert Lines Per Page 66 Columns 4 i Uppercase Text C Include title page with data filters Top 0 08 H Inches Date Created 5 13 3896 11 04 15 AM Date Last Modified 2 6 2009 2 22 47 PM File Name mrins13 mre Report Style Insurance Form It s probably better to make one adjustment at a time so in the Form Offset section and change Left to 05 Click OK You need to print the form 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 th
206. per calendar year McKesson may conduct an audit to ensure that End User is in compliance with this EULA Such audit will be conducted during regular business hours and End User will provide McKesson with reasonable access to all relevant equipment and records If an audit reveals that End User s use of any Software or Clinical Content during the period being audited exceeds the usage based variable s licensed by End User then McKesson may invoice End User for all such excess use based on McKesson s prevailing rate s in effect at the time the audit is completed and End User will pay any such invoice If such excess use exceeds five percent of the licensed use then End User will also pay McKesson s reasonable costs of conducting the audit SECTION 2 GENERAL TERMS 2 1 1 Confidential Information Trade Secrets You shall not use except as permitted in connection with Your performance hereunder disclose or permit any person access to any Trade Secrets including without limitation the Software Clinical Content and Documentation while such information retains its status as a Trade Secret During the Term and for a period of five 5 years thereafter except as otherwise mandated by law You shall not use disclose or permit any person access to any Confidential Information except as permitted in connection with Your performance hereunder You acknowledge that if You breach this Section 2 1 1 McKesson may have no adequate remedy at law availabl
207. ployer field select Bean Sprout Express Mr Gone s status is Full time When finished click Save Click Close Chapter 5 Patient Record Setup 41 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 I Case GONIOO00 Gone IB new Miscellaneous Medicaid and Tricare Comment EDI Custom One Personal Account Diagnosis Policy 1 Policy 2 Policy 3 Condition Case Number 0 Description J Cash Case Guarantor GONIO000 Gone 1B JV Print Patient Statement Marital Status v Student Status Employment __fove Sheet Employer BEAGO 2 BeanSprout Express Set Default Status Full time X Retirement Date v Work Phone 123 345 6789 Location Extension Patient Information Name Gone B Home Phone 513 224 4668 Address 246 Outtahere Street Work Phone 123 345 6789 cone i Cell Phone 513 224 1111 Date of Birth 1 12 1975 Enter Back pain as the description of this case Change Marital Status to Single All the other information is taken from the patient record Open the Account tab Chapter 5 Patient Record Setup 42 SI Case GONIOOOO Gone B new Miscellaneous Medicaid and Tricare Multimedia Comment ED Custom One Personal Account Diagnosis Policy 1 Policy 2 Poli
208. pparatuses 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 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 F1 Look up Provider Entry Chapter 14 Office Hours Patient Appointment Scheduler 104 Setting up Patient Records This can be done in either Medisoft or Office Hours Click the Patient List soeed button and click New Patient or press F8 to display the Patient Guarantor new window You can create a chart number yourself eight alphanumeric characters or let t
209. ppears 2 Click Continue w o Backup In some instances the Confirm window appears This window notes the total number of open cases greater than ten with a zero account balance 3 Option on the Confirm window click No to skip reviewing the open cases The Medisoft Archive Wizard window appears Skip Step Four and proceed to Step Five 4 Option on the Confirm window click Yes to review the open cases The Patient Case Search window appears As needed in the Case Closed column select any cases to close or click Select All to select all the cases Click Save The Medisoft Archive Wizard window appears Choose Print Log Report Click Next The Select Archive Batches to Report window appears which displays a list of all batch reports 7 As needed in the Selected column check the batch log report records to archive or click Select All to select all the batch log report records displayed 8 Click Next The Print Report Where window appears As needed select viewing preview printing or exporting options on the Print Selection panel and click Start Appendix E Archiving 137 Appendix F Glossary 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 to perform a specific action Usually the ALT key in combination with another
210. program will assign one Name A Save R Cancel Street E Help City State Zip Code Type employer Phone Ee Extension Fax Phone i sid Cell Phone office Contact Set Default E Mail wo identifier Entity ID Purchased Services Mammography Certification Extra 1 Extra 2 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 In the name and address 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 ID 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 Referring Provider Record Click the Referring Provider List speed button Click New Chapter 4 Setting Up the Practice 34 SI Referring Provider new DER Address Default Pins PINs Eligibility If the Code is left blank z Code the program will assign one C Inactive Last Name Middle Initial E First Name Credentials Street City Po State o Sanak Zip Code E Mail Office l Fax Home Cell J C Medica
211. provides a method for users to logon once and then access all practices associated with the global user essentially once the feature is set up a single user may access multiple practices without having to login to each dataset separately Users apply standard security in practices and create users within the practice A practice without security applied to it no users can be associated with any global users If a practice has users created in it these users are the only users that can have a global login associated with them That is if standard security exists in a practice then these users are the only potential global login users in this case a standard user must exist in the practice before a global user can be created If a practice has no security applied then any global users can be associated with the practice Global login users are machine specific and only users with a standard security of Level 1 can enable this feature and create users Level 1 users can then create a global login user and make this global login user a Global Login Administrator Global Login Administrators create other users map these users to practices change their or users passwords and determine whether the new users are also Global Login Administrators or Global Login users with login expiration dates What this means in a multiple PC environment is that the Global Login PC machine practice is enforced In other words if user Smith is a Global Login user
212. puServe F1 Look up Send A File and or File Transfer Protocol in the Medisoft Terminal Help file Receive File To receive files while logged on to the BBS go to the Transfer menu and select Receive File Recieve file x PI cieved file into the following directory a peee ace re g y Z are Eza Use the following transfer protocol x Cancel ZModem gt Help kd As with sending a file enter the location 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 Choose Directory Chi Direct joose a Directory B e amp Program Files X Cancel Medisoft AddForms E Autolmport ane Help 2 Medisoft Reports G Misc E PMSFT Scripts Statements FS cL x 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 F1 Look up Receive File in the Medisoft Terminal Help file 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 Medisoft Terminal open click the Answer speed button or go to the Call menu and select Answer to make the connection through your modem Appendix D Medisoft Term
213. ransactions that match Biling Codes Case Indicator Location a Help Provider X Create statements if the remainder total is greater than Enter Amount Statement Type Standard C Remainder Since we created two charge transactions for I B Gone in the Transaction Entry portion of this tutorial lets create the statement for these charges Click the first Chart Numbers range field and type GON to set GONIOO000 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 Click OK lt The statement number may not match that shown in figures below Editing Statements To edit the statement highlight the GONIO000 statement and then click Edit or press F9 to open the Statement editing window Open the Comment tab Type the following message Notify attorney when statement paid Press ENTER and then press CTRL T to set a date time code 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 Print Send Statements C Electronic R Cancel Electronic Statement Type g Help En E V Exclude Billed Paid Entries We are only dealing with paper statements in this tutorial so leave the setting at Paper and click OK The Open Rep
214. rd Statement Detail Only Remainder Statement Detail Only Add Copay s to Remainder Statements Os Biling Notes V Create statement billing notes Statement Billing Note Code STATEMENT E e V Create claim billing notes Claim Billing Note Code CLAIM v o Quick Formats V Use Statement Management for Quick Statements Receipt Walkout Receipt All Transactions Statement Remainder Statement 0 30 60 5 v Face Sheet Patient Face Sheet v Quick List v Billing Notes 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 claim billing notes is activated 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 Claim Billing Note Code Look up Program Options Billing Tab Chapter 3 General Practice Setup 14 Quick Formats If the Use Statement Management for Quick Statements check box is checked then the Quick Format options for Statements are the Statement Management statements otherwise the list would include the Report option statement formats Any place that a Quick Statement prints would need to print the appropriate statement type regular statements or Statement Mana
215. re Participating License Number Specialty General Practice 001 Entity Type Person Create a record for Frank N Stein MD 1 Spooky Drive Transylvania IA 85004 enter fnstein mdsx com in E Mail address 4800981234 in the Office phone 4800981233 as the Fax 6026789123 as the Home phone number and 4805432109 as the Cell 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 23YX0444 be sure to choose Federal Tax ID Indicator and his UPIN is 2X3XC12 That s all the information needed right now When information is entered in both tabs click Save Click Close Chapter 4 Setting Up the Practice 35 Chapter 5 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 F8 opens an entry window to set up a new patient Each of the data windows during setup
216. relevant to the use of all Medisoft and related products If you are working in a Medisoft program access is made easy by going to the Help menu and selecting Medisoft on the Web or at the following web site hitp www medisoft com kb When accessed you can search for information concerning all Medisoft 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 Local Value Added Resellers There are local Value Added Resellers of Medisoft in your market area who are knowledgeable and efficient in selling installing troubleshooting and supporting your Medisoft program You can contact a Medisoft sales representative for the name of a qualified Value Added Reseller in your area to give you hands on help Technical Support Call Toll Free 800 334 4006 Get help directly from Technical Support services Support is available to answer questions and assist in troubleshooting problems Appendix A Where to Find Help 119 Support answers questions related to the operation of Medisoft software in a physician s office or a billing service Support technicians are unable to assist with network co
217. require that submitted claims only contain NPI data Use the NPI Only check box or the NPI trigger to transmit NPI Only data Both options suppress tax IDs social security numbers in various data segments however neither option suppresses legacy IDs and qualifiers in Loop 2010AA Segment REF and Loop 2310B Segment REF some carriers still request NPI only data along with legacy data and these segments pull legacy data if it is in the PIN matrix If your carrier requires true NPI only data no legacy numbers in the claim you will need to remove the pin number and qualifier and the group ID and qualifier from the PIN matrix on the Insurance Carrier window PINs tab If your practice has many insurance companies with multiple PIN numbers you can contact EDI Customer Support at 800 334 4006 and Support can run a script in the practice to automatically remove the PIN numbers Then either Go to the Lists menu and select Insurance and then select Carriers On the Address tab of the Insurance Carriers window click the NPI Only check box OR On the Insurance Carrier Entry window Address tab in the Practice ID field enter NPI If your carrier requires NPI data along with legacy data you will need to select the NPI Only check box or enter the NPI trigger in Medisoft and then on a carrier by carrier basis remove the PIN numbers for carriers that require NPI only data but leave the PIN numbers for carrier that require NPI only data p
218. rogram options 129 Protocols 131 Receive file 128 132 Receiving reports 128 Send file 131 Speed buttons 128 130 Transfer protocols 131 Terminology Abort 138 Accelerator key 138 Ctrl 138 Activate 138 Alphanumeric 138 Applications menu 138 Backup 138 Bit map 138 Boolean 138 Capitation 138 Case 138 Case based 138 Chart Number 138 Check box 138 Choose 138 Clearinghouse 138 Click 139 Close 139 Close button 139 Combobox control 139 Conditional expression 139 Control 139 Cursor 139 Cyclical billing 139 Date format 139 Default 139 Diagnosis codes 139 Dialog box 139 Double click 139 Drag 139 Drop down menu 139 Main Menu 139 Edit control 139 EOB report 139 Exit 139 Expression 139 Field 139 Filter 140 Focus 140 Folder 140 Format code 140 Function keys 140 Graying 140 Guarantor 140 HCFA 140 Highlight 140 Hint 140 Hotspot 140 Icon 140 List box 140 List window 140 Browser 140 Managed care 140 Maximize 140 Minimize 140 Modal 140 Operations menu 140 Pixel 141 Procedure code 141 Provider 141 Radio button 141 Right click 141 Select 141 Shortcut 141 Speed button 141 Speed menu 141 Statement 141 Status bar 141 Submenu 141 Suboption 141 Superbill 141 System menu 141 Task bar 141 Tertiary 141 Title bar 141 Toggle 141 Toolbar 141 Transaction 1
219. rs Patient Appointment Scheduler 114 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 TAB 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 Click Insert Column 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 Click Insert Column to create a new line Again select Resource This time locate and select Therapy Click Close Click OK 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 View menu and click Wait List Click New Type in GONI to select the Chart number Click Save To begin the search for his next appointment highlight his record and 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
220. rvices or hosted by a third party e g outsourcing or facility management service provider only if expressly permitted in a separate writing by McKesson c Third Party Software Any software that is owned by a third party and provided to End User with the Software is subject to that license and terms and conditions accompanying such Third Party Software McKesson may substitute different software for any Third Party Software if McKesson reasonably demonstrates the need to do so 1 1 3 Software License Restrictions a Copying and Modification End User shall not to duplicate the Software except as required for its use in accordance with this Agreement provided that End User may make one 1 back up copy of the Software solely for archival purposes Such back up copy shall include McKesson s copyright and other proprietary notices and shall be subject to all the terms and conditions of this EULA End User will not alter any trademark copyright notice or other proprietary notice on the Software or Documentation and will duplicate each such trademark or notice on each copy of the Software and Documentation b Facility Limitation The Software will be installed only at Facilities and Data Centers as set forth in Section 1 1 3 c below except that the Software may be installed on a temporary basis at an alternate location in the U S if End User is unable to use the Software at such Facility or Data Center due to equipment malfunction or
221. s Add Copy User Reports Receive Send Reports Through Medisoft Terminal CHAPTER 13 Medisoft Report Designer Report Designer Report Designer Menu Bar Toolbar The Format Grid Report Properties Field Properties Standard Properties Text Field Properties Data Field Properties Calculated Field Properties System Data Field Properties Shape Field Properties Images Field Properties Data Fields and Expressions Tutorial Practice Repositioning the CMS 1500 form How To Revise an Existing Report How To Create a New Report CHAPTER 14 Office Hours Introduction Starting Office Hours Accessing Office Hours from Other Programs Office Hours Setup Setting up Provider Records Setting up Patient Records Setting up Case Records Setting up Resource Records Setting an Appointment Repeating Appointments Entering Breaks Setting Up Repeating Breaks Moving Deleting Appointments Changing Appointment Status Office Hours Professional Moving an Appointment Deleting an Appointment Patient Recall Office Hours Professional Integrated Multiple Booking Columns Program Options Appointment Length Views Office Hours Professional Appointment Display Office Hours Professional Security Setup Reports in Office Hours Appointment List Appointment Status Advanced and above 104 104 104 104 104 104 104 105 105 105 105 Printing Superbills Tutorial Practice Entering Resources Entering Appointments Repeating Appointments Setting Break
222. s Creating Reason Codes Creating Templates Office Hours Professional Creating Multi Views Office Hours Professional Using the Wait List Office Hours Professional CHAPTER 15 Work Administrator Introduction Assignment List Filters Tasks Rules APPENDIX A Where to Find Help with Medisoft Support Options Using Online Help Medisoft Web Site Training Options Local Value Added Resellers Technical Support Updates and Changes APPENDIX B New Features in Medisoft 15 APPENDIX C Converting Data Converting from Windows Version 5 5x or Higher to Medisoft 15 Converting from Windows Version 5 4x or Lower to Medisoft Version 15 Multiple Practice Conversion Process Medisoft MS DOS Users Converting to Windows Bringing Over Account Detail from Another System APPENDIX D Medisoft Terminal Receiving Reports from a BBS Program Options Dial Options Modem Tab 116 116 116 116 116 118 119 119 119 119 119 119 119 120 121 121 125 125 125 125 125 125 127 128 128 128 129 129 130 ID and Extra Tab Dialing a BBS Sending and Receiving Files Receive File Answering APPENDIX E Archiving Overview Medisoft Archive Wizard window Setting Up Archiving Permissions To Set Up Archiving Permissions Archiving Cases To Access the Archiving Module and Archive a Case Restoring Archived Cases To Access the Archiving Module and Restore a Record Printing Log Reports To Access the Archiving Module
223. s 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 Level 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 Setting up the Practice 2 Chapter 2 Medisoft 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 Min
224. s are restricted to varying degrees See Permissions You can also manage password settings such as how frequently a user must change the password Once at least one Level 1 user has been entered you can add more names edit entries or delete entries as necessary See Login Password Management In Medisoft Basic you can define a user as an Administrator which grants the user access to the Security Setup window and the ability to create users If you are creating an administrator make sure that you select the Administrator check box The first user needs to be designated the Administrator If desired Level One users can also set up and apply the Global Login feature The Global Login function provides an extra layer of security and added convenience for users that access multiple practices and applications For more information see Global Login Overview Through the Security Setup window you are also able to assign users to groups Grouping users by job function or security level can help you easily assign tasks or send messages to a number of people at once F1 Look up Medisoft Standard Security Global Login Topic is for Medisoft Advanced and Medisoft Network Professional only The Global Login features works with standard Medisoft security to provide a path that determines what practices users can access The feature utilizes standard security and permissions that determine what users can access or do in individual practices but then
225. s task after entering a new appointment Depending on the type of task you want to create the fields displayed in the Rule window change Enter information in the appropriate fields and click Save to apply the rule F1 Look up Rules Chapter 15 Work Administrator 118 Appendix A Where to Find Help with Medisoft Support Options Technical help for learning and working with Medisoft is available in the following options 1 F1 key or Help buttons access online information while within the program 2 accessing the Medisoft web site 3 training options 4 local Value Added Resellers and 5 Medisoft telephone technical support Medisoft support is unable to provide training on the telephone Using Online Help No matter where you are in your Medisoft program help is close at hand If you don t understand what is wanted or how data should be entered press F1 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 displayed 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 Medisoft Web Site The Knowledge Base is a searchable online database containing technical information
226. s this report on the Reports menu This report is also available when using the Medisoft Reports Print Engine feature for Medisoft Advanced users F1 Look up Medisoft Reports Print Engine Standard Patient Lists The Patient by Diagnosis and Patient by Insurance Claim reports provides users a means to sort data in meaningful chunks for analysis and reporting purposes F1 Look up Patient by Diagnosis Report Chapter 12 Reports 93 F1 Look up Patient by Insurance Claim Report 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 menu 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 CMS 1500 Forms Insurance Carrier List Insurance Payment Tracer Claim Mgmt Laser CMS 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 S
227. se 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 Chapter 14 Office Hours Patient Appointment Scheduler 108 appointment grid and select Delete or Delete item respectively You can also edit the appointment and change the status to Cancelled F1 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 Medisoft and Office Hours programs F1 Look up Patient Recall 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 ca
228. 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 Type but can be changed to Code 1 or Description If 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 F1 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 Chapter 4 Setting Up the Practice 21 SI Procedure Payment Adjustment new General Amounts Allowed Amounts Code 1 Inactive x Cancel Description Code Type Procedure charge z Account Code Alternate Codes Type of Service D 2 tt Place of Service 3 Time To Do Procedure 0 Service Classification A Don t Bill To Insurance P Only Bill To Insurance Default Modifiers ae E m Revenue Code zll Default Units 0 National Drug Code Code ID Qualifier C Taxable C Patient Only Responsible C HIPAA Approved C Purchased Service C Require Co pay Accounting Codes can be any co
229. sition Regulation FAR 2 101 including any Software Clinical Content Documentation or technical data Additionally all Software Clinical Content Documentation or technical data provided by McKesson under this EULA will be considered related to such commercial item s If End User seeks rights in Software Clinical Content Documentation or technical data provided by McKesson under this EULA then McKesson grants only those rights established under any FAR or FAR Supplement clauses which are flowed down to McKesson under this EULA consistent with the delivery of commercial item s If End User contends that any Software Clinical Content Documentation or technical data provided under this EULA does not constitute commercial item s as defined in FAR 2 101 then End User promptly will notify McKesson of the same and identify what rights End User contends exist in such Software Clinical Content Documentation or technical data No rights in any such Software Clinical Content Documentation or technical data will attach other than rights related to commercial item s unless End User provides such notice to McKesson and McKesson expressly agrees in writing that such rights are granted under this EULA Preface vii EXHIBIT A CPT CODES AND TERMINOLOGY SECTION 1 USER IS AN INDIVIDUAL WHO 1 1 accesses uses and or manipulates CPT codes and or descriptions contained in the Software either at the input the poin
230. sword Management Permissions Advanced and above File Maintenance Rebuild Indexes Pack Data Purge Data Recalculate Balances Tutorial Practice User Setup Group Setup Permissions Login Password Management CHAPTER 4 Setting Up the Practice Procedure Payment and Adjustment Codes New Procedure Codes and Accounting Codes General Tab Amounts Tab Allowed Amounts Tab Advanced and above MultiLink Codes Diagnosis Codes Provider Records Address Tab Default Pins and Default Group IDs Tabs PINs Tab Eligibility Tab Provider Class Records Insurance Carrier Records Address Tab Options Tab EDI Eligibility Tab Codes Tab Allowed Tab Advanced and above PINs Tab Insurance Class Records Address Records EDI Receiver Records Referring Provider Records Address Tab Default PINs Tab PINs Tab Billing Code List Contact List Advanced and above Default Printer Selection Advanced and above Tutorial Practice Opening the Practice Record Creating a New Procedure Code Editing Procedure Codes Creating a MultiLink Code Creating a New Diagnosis Code Setting up a New Provider Record Setting Up a New Insurance Carrier Record Creating a New Address Record Setting Up a Referring Provider Record CHAPTER 5 Patient Record Setup Patient List Set Up Setting Up the Chart Number New Patient Setup Window Patient Quick Entry Overview Custom Patient Designer Advanced and above Setting up a Case Custom Case Designer Network Professio
231. t and Guarantor Quick Balance List Network Professional only You can print a title page that shows all the filters used in preparing the report F1 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 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 F1 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 Medisoft 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 F1 Look up Billing Payment Status Report Insurance Payment Comparison Network Professional only The Insurance Payment Comparison report compares the payment records of all carriers in the practice F1 Look up Insurance
232. t how much was applied and what was left unapplied If a patient does not have any co payment transactions he or she is not included in the report Chapter 12 Reports 90 F1 Look up Co Payment Report Outstanding Co Payment Report Advanced and above This topic is for Medisoft Advanced and Network Professional programs This report shows all patients who have outstanding co payment transactions The report shows the Co payment amount expected the actual amount paid and the amount due If a patient has no outstanding co payment transactions he or she is not included in the report F1 Look up Outstanding Co Payment Report Aging Reports a Patient Aging One of the important tools in collections is the patient aging report This can 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 F1 Look up Patient Aging Patient Remainder Aging Advanced and Network Professional only This report has the same format as the Pat
233. t 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 F1 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 Chapter 5 Patient Record Setup 36 SI Patient Guarantor new Payment Plan Custom Name Address Other Information A Save If the Chart Number is left blank Chart Number the program will assign one x Cancel Inactive g Heb Last Name First Name X Set Default Middle Name gt Street Copy Address City State E Zip Code Country USA E Mail Home Work Cell Fax Other Birth Date Sex Female Birth Weight Units B hd Ad Social Security Entity Type Person 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 Medisoft Advanced and Medisoft Network Professional programs you can establish default information applied to all new patient records Enter that inf
234. t at which data is entered into the Software the output the point at which data reports or the like are received from the Software or both phases of using the Software or 1 2 accesses uses and or manipulates the Software to produce or enable an output that could not have been created without CPT embedded in the Software even though CPT may not be visible or directly accessible or 1 3 makes use of an output of the Software that relies on or could not have been created without the CPT embedded in the Software even though CPT may not be visible or directly accessible excepting that which would constitute fair use internal reports and claim forms for specific patients SECTION 2 2 1 The Clinical Content and or Software may incorporate the CPT terminology developed and copyrighted by the American Medical Association AMA The CPT codes and terminology are provided pursuant to a license agreement between McKesson and the AMA If End User requires additional User licenses End User may purchase additional licenses from McKesson and the parties will negotiate in good faith the terms and conditions under which McKesson will make available such additional User licenses 2 1 1 End User acknowledges that the AMA reserves all rights whether statutory or common law in the CPT terminology and that no rights therein are hereby conveyed to End User except to the extent that End User has been granted a license to the Software THE AMA MAKES NO
235. tatement with Image Sample Statement with Logo Secondary Claim Labels Security Permissions Grid Superbill Tertiary Claim Labels Transaction List Unbilled Transactions and Walkout Receipts In Medisoft Advanced and Medisoft Network Professional there are two statement types Statement and Statement Management If you are modifying a statement make sure you are modifying one with cS the correct type You can only print Statement report formats from the Reports menu and Statement Management report formats from Statement Management F1 Look up Modifying an Existing Report Other Report Functions Load Saved Reports This option allows you to reopen reports that were prepared earlier and have been saved supports reports and statements that use the qrp extension which is created when an mre extension report is previewed and saved mostly statements and custom reports F1 Look up Load Saved Reports 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 Go to the Tools menu and select Add Copy User Reports F1 Look up Add Reports and Copy Selected Reports To Receive Send Reports Through Medisoft Terminal Within Medisoft the Medisoft Terminal option can be used to send or receive reports by connecting to various bulletin boards using a modem The BBS Bulletin Board
236. th Insurance Portability and Accountability Act minutes pproved Codes The Auto Log Off check box is designed to protect your data files from unauthorized tampering Click the check box and then enter a number of minutes up to 59 in the data box If you click this box and have not utilized the Security Setup feature in the program a message pops up telling you that security has to be set up before the backup will function Click OK to clear the message See Security Setup for information on setting up security for the program With Auto Log Off activated any time the program remains unused for the amount of time designated it minimizes to a User Login window which requires reentry of the user s password in order to access the program again You can also click Close Program to turn the program off completely When the Warn on Unapproved Codes check box is checked the program alerts you if a code entered or selected is non HIPAA compliant This warning pops up every time you save transactions and the program finds a code that has not been marked HIPAA compliant To mark an existing code compliant you need to edit each code entered in the program determine its HIPAA compliance and then click the HIPAA Approved box in both Procedure Code and Diagnosis Code edit windows Another option is to use a program such as Codes on Disk This program imports current CPT and or ICD 9 codes with all HIPAA compliant codes marked See your local
237. the Medisoft Reports Engine Medisoft Advanced and Medisoft Network Professional only Tools Menu The options available in this menu help you access peripheral 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 Chapter 2 Medisoft ata Glance 3 Services Menu The Services menu contains a link to OnCallData for electronic prescriptions Call your local Value Added Reseller or call your Medisoft sales representative at 800 333 4747 for information concerning OnCallData Help Menu The Help menu contains access to information on how to use the program as well as how to register 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 MASIZA PHAMMHADA RA AAD AA He 48 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 F1 Look up Toolbar Customizing Shortcut Bar At the bottom of the screen above the St
238. the Activities menu and select Small Balance Write off Leave the radio button set to All in the Patient Selection field Select CABADDEBT in the Write off Code field Enter 1 12 06 in the Cutoff Date field Enter 150 00 in the Maximum Amount field Click Apply Select Selected Items in the Write off field Hold down CTRL and click the patient record for Sammy Catera and James Doogan Click Write off 10 Click Close Chapter 10 Collections and Revenue Management 83 Chapter 11 Electronic Services Electronic Claims Processing Medisoft offers the ability to file electronically Electronic submission through 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 Medisoft directly at 800 333 4747 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 Medisoft directly at 800 333 4747 Statement Processing You can send statements electronically through Statement Processing the c
239. the transaction and calculates costs and charges The Calculated Field Properties window has three fields for financial accounting Calculated Field Properties Data Field J z x Cancel Alignment Size Left Justified Align to band at runtime Height ow Center Right Justified Width 34 iti M Auto Size M Position Operation Average 7 Format 7 Eont g Help T Reset After Print Background Color I Transparent Background 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 Left 370 Top 53 F1 Look up Calculated Field Properties Chapter 13 Medisoft Report Designer 99 a Data Field Properties EN 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 System Data Properties Text Date i Data Current date in the format set by Windows 7 amp Cancel Alignment Size LeftJustified Align to band Height 17
240. the upper right corner of the window allow you to move through the displayed records The button at the right end of the navigation buttons refreshes the information in the grid Grid This section shows you information about each statement You can add and remove fields from this section by clicking the grid modification button in the top left corner of the grid Click a column header to sort the grid by that column For more information see F1 Look up Grid Columns The column next to the record pointer indicates whether notes are attached to the particular statement If the column contains a page icon highlight the record and press F5 to view the note For more information see F1 Look up Statement Comment You can also add remainder balance calculations to line items once the Remainder Balance column is added to the grid values appear on statements marked as sent not those marked as done For more information on adding this column to the grid and displaying remainder balances see F1 Look up Displaying Remainder Balances on the Statement Management Grid Buttons Edit Click this button to edit the selected statement For more information see F1 Look up See Edit Statement Create Statements Click this button to create statements For more information see F1 Create Statements Print Send Click this button to print the statements on paper or send them electronically For more information see F1 Print Send Statements Rebi
241. tion and the Amount If the payment is being made by check the check number can be entered in the Description field 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 2 functioning properly 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 Chapter 6 Transaction Entry 48 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 F1 Look
242. tion Letter Wizard and then look up Collection Letter Selection Revenue Billing Cycles The cycle billing feature lets you print statements every certain number of days If you want to print statements every 30 days you can set up a billing cycle of that length First you set up the billing cycle in Program Options Billing tab Then you process the statements through Statement Management The other ways of printing statements do not offer this feature F1 Look up Cycle Billing Claim Rejection Messages Claim rejection messages let you enter rejection messages from an EOB and print them on patient statements You connect the message to a transaction in the Rejection field when applying deposits from the insurance company To create claim rejection messages go to the Lists menu and select Claim Rejection Messages F1 Look up Claim Rejection Message Entry Small Balance Write off This feature lets you automatically write off remainder balances of a certain amount The balance written off is the patient remainder balance You can write off small remainder balances as a batch in the Small Balance Write off window or for one patient at a time in the Apply Charges Adjustments to Payments window F1 Look up Small Balance Write off Overview Writing off a Balance To access the Small Balance Write off window select Small Balance Write off from the Activities menu Chapter 10 Collections and Revenue Management 79 SI Small Balance Write
243. tion letters F1 Look up Patient Payment Plan Entry Collection Letters Once you put a patient responsible account in collections you can create collection letters to follow up with the patient To print collection letters go to the Reports menu select Collection Reports and then select Patient Collection Letters You must print the Collection Letter Report before you print collection letters Chapter 10 Collections and Revenue Management 78 In the Data Selection Question window click the Exclude items that follow Payment Plan check box to activate Generate Collection Letters box Check the Generate Collection Letters box F1 Look up Collection Letters and Collection Letter Report Customizing Collection Letters Customize the collection letter format through the Collection Letter Wizard Go to the Tools menu and select Collection Letter Wizard The things you can customize are the name and address contact phone number and sender s name Make your selections and click either OK or Preview Access the new format through the Custom Report List New formats are named WzCollections date using the date on which the format was revised If you create several new formats in a single day you can distinguish them by the order in which you created them Click Show File Names to reveal the format file names This shows the file names which are mrcol numbered sequentially type and date and time last modified F1 Open the Collec
244. tments I B Gone remember him calls and needs to see Dr Urdoc today 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 New Appointment Entry Home Phone Cell Phone Resource ol Note Case E Lel Reason v Length 15 minutes Date 2 13 2009 Time 9 00 am Provider JM v Mallard J D Repeat No Repeat Change Office Hours 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 Note field enter the following information Emergency physical for work Chapter 14 Office Hours Patient Appointment Scheduler 113 The Case defaults to Mr Gone s most 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 color
245. to open the Security Group window In Group ID enter DCTRS Enter Doctors in the Group Name field Enter All doctors and physicians assistants in the Description field Click Save In the Security Setup window click the User tab OOF AO HOU Eat ACO IND 9 Select the user information for I M Boss 10 Click Edit 11 Select the Group tab 12 Click the check box next to the DCTRS group 13 Click Save 14 Repeat these steps to create another group and to assign a user to that group 15 Click Close to exit the Security Setup window Permissions If you are using Medisoft Advanced or Medisoft Network Professional logged in as Supervisor you can create revise the rights of each level of security Be sure you are still in the Tutorial database when you perform the following steps Today we ll just change the settings for Credit Card functions 1 Go to the File menu and select Permissions 2 Select Activities In the Process section give Level 2 and 3 users the rights to Billing Charges by clicking in those boxes 3 Click Close Login Password Management F Go to the File menu and select Login Password Management 2 Enter 30 in the Renewal Interval field This way a password must be replaced every 30 days In Reuse Period enter 90 as the number of days before a password can be reused 4 Enter 6 as the minimum character requirement for a valid password Chapter 3 General Practice Setup 19 10 11
246. to select a statement form Print it if you d like or click Cancel To review what you just did click Detail in the Deposit List window Chapter 9 Deposit Payment Application 76 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 If needed you can print item details by selecting the line item and clicking print grid For more information see F1 Look up Print an Entry from the Deposit List 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 Chapter 9 Deposit Payment Application 77 Chapter 10 Collections and Revenue Management Collection List The collection list is a central place where you can manage accounts that are in collections Ticklers or collection reminders are displayed as collection list items Go to the Activities menu and select Collection List Note Security must be activated before this feature can be used What appears in the collection list depends on the user login The program displays the collection list item for the current user unless the user has administrative access Administrators can choose to view all or selected users collection list items T
247. ts 8 x Find Modem Stop Bits 1 Fx Help Modem Initialization OE Modem Termination sd 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 F1 Look up Modem Search Check in the Medisoft 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 F1 Look up Program Options in the Medisoft Terminal Help file Dial Options Go to the Call menu and select Dial to open the Dial window X Cancel Help Select the EDI receiver to dial from th
248. ts with varying statuses choose Any Status Type in the Status From section When finished click OK F1 Look up Change Statement Status Billing Method and Marking Statements 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 database for these exercises MI Statement Management Search Sort By Statement Number v List Only Change Status H a e stmt Guarantor Phone Status Initial Biling Batch Media Type 2 DOEJO000 480 999 9999 Sent 12 11 2002 1 Paper Remainder 3 WAGJEOOO 121 419 7127 Sent 6 19 2002 1 Paper Remainder 4 CATSA000 227 7722 Ready to Send 0 Remainder 5 DO0JA00O Ready to Send Remainder 9 AGADWO00 434 5777 Ready to Send Standard 10 BRIJAOQO 222 342 3444 Ready to Send Standard 11 SIMTAO00 480 555 5555 Hold Standard 12 YOUMIOOO 602 222 3333 Ready to Send Standard v Create Statements amp Print Send 5 Rebill Statement ra Close Creating Statements Click Create Statements in the Statement Management window to open the Create Statements window Chapter 8 Statement Management 69 Si Create Statements Range of Transaction Dates x tol oe Chart Numbers tof j Eaa Select t
249. ult xl S Use Quick Entry for New Patient Case F8 Use Quick Entry for Edit Patient Case F9 Transaction Force Document Number Case Default Newest Case Y Force payments to be applied Multiply units times amount Auto Create Tax Entry Default Place of Service Code 11 Use Serialized Superbills R Set Comey Messone Default Tax Code TAX x9 Date of Deposit Today s Date Remittance Date Prompt for Date Mark zero payments complete Separate remittance files v Automatically calculate blank PIN qualifiers Work Administrator v Edit task when created by a rule In the Global section you can indicate whether to use ENTER 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 When the Suppress UB04 Fields check box is selected UB 04 fields do not appear throughout the program If you do not process UB 04 claims check the box If you do process UB 04 claims uncheck the box so that all the fields you need to populate the claim form will be available For more information on UB 04 functionality in Medisoft F1 Look up UB 04 In the Patient section you can choose to use numeric Chart numbers the default is to use an alphanumeric code and or have the program automatically hyphenate Social Security Numbers The Patient Quick E
250. urs 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 and then click New to open the New Appointment Entry window Chapter 14 Office Hours Patient Appointment Scheduler 105 New Appointment Entry Chart AGADWO00 gt Again Dwight Home Phone 434 5777 Cell Phone o Resource 2 Note Case 17 v 2 Back Pain Reason ais Length 15 F minutes Date 2 13 2009 Time 3 00 am Provider JM v Mallard J D Repeat No Repeat Change Office Hours New Appointment Entry Chat AGADWOOD vlo Ags wiht Swe Account Alert RB OC z Cancel Patient has Future Appointment a g Help Home Phone EEST Cell Phone Resource kd Unconfirmed Note Confirmed O Checked In
251. verall 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 for that treatment without creating an entirely new case Just select cS 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 In Medisoft Advanced and Medisoft Network Professional you can limit the tabs that are displayed If a 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 check mark The Personal tab establishes the patient and his or her guarantor information marital and student status and employment F
252. with the Data field which pulls data from your program data files Text Text2 y Alignment Size x feet LeftJustified Align to band Height 17 C Center Width x Right Justified lV Auto Size Position Left 128 I Transparent Background T 47 x Font Background Color g Help 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 F1 Look up Text Field Properties Data Field Properties 59 A Data field allows complete control in retrieving data from your program data files Case Insured Claim etc through the use of expressions Chapter 13 Medisoft Report Designer 97 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 Data Field Properties If Patient Signature on File e then print i ignature on File Signature on file then print Signature o If Case Insurance Carrier 1 Signature on File Print name then print Patient Full Name The Data Field Properties window lists any expressions that have already been created To create an expression click New Data Field select
253. workstation You will use the Default Printer Window to assign a printer to superbills claims and statements The window displays available reports and provides controls to select or delete a default printer After selecting a report you can click the Select Printer button to select a printer from the Print window On the Print window standard Windows printer interface window you can further select other available settings You can also select multiple reports to assign to a default printer by holding down the CTRL Key while clicking a report at the start of the range and holding down the CTRL Key while clicking a report at the end of the list Then when you click the Select Printer button you can assign all the selected items to the same default printer using the same default settings The window also features a Delete button to remove a default printer from a report and a Reset Default button to remove all assigned printers from the available reports If you assign a default printer to a report and the printer is not available for printing disconnected from the network off line etc the system will prompt you to select another printer or cancel the print job If the printer is permanently no longer available you would need to assign another printer to all reports that were using this resource Chapter 4 Setting Up the Practice 29 F1 Default Printer Setup Options F1 Setting a Default Printer Tutorial Practice To review the proc
254. y over any background color Font One of the variations you can introduce is changing the font As you go through 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 SHIFT 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 SHIFT 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 F1 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
255. 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 Select the Suppress Co pay Message option to suppress the co pay collection message on the Transaction Entry for cases that require a co pay 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 F1 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 Chapter 3 General Practice Setup 10 Program Options General Data Enty Payment Application Aging Reports HIPAA Color Coding Billing Audit IV Mark Completed Claims Done I Calculate Allowed Amount Update Allowed Amount Default Patient Payment Codes Payments Co payments Cash CASH 712 Check CHECK _ gt P Personal Check Payment Credit Card CRCDPAY gt P Credit Card Payment Adjustment WROFF v Cash Payment Thank Youl Insurance Write Dff

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