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1. Note that you can set up whatever tariff structures you like you re not restricted to the NHRPL see Section 2 6 6 And in addition to that 4 If after a few years the application is starting to slow down with all the data in it you may wish to archive some of the old stuff In this case you will need the file PumpkinPMS_archive mdb which is included in the installation package 1 4 MS Access BASICS Access makes use of tables queries forms and reports there are also macros and modules but they do not concern us here Tables these can be thought of as tables as you would commonly think of them with rows and columns The tables hold the basic raw data not calculations that might be derived from the raw data You will generally soeaking not need to use the tables directly just be aware that this is where your raw data actually sits An example is shown below OT Page 5 of 39 Pumpkin Software Field Field g tIreatDetails Table iia EN treat D Cientet _SimtDate UndateDate TreatDate _ TreatCodel TreatCa TreatCo TreatCo Treatca Description ES 4 0367 010e 010672002 6 18 09 Ad f0S 2002 2702 Complex evaluation counselling at 50367 01062002 01062002 8 21 19 2705 2002 2 Payment by client kontant Record 6 0379 Z90600 26062002 19 47 14 25062002 72303 DIOU Myotacial releaseizott tissue mob 7 O34 O21 2006 304 22005 17 12 50 2612 2005 992963 0010 Pairs marriage or sex therapy Pe D 9999 SIN22005 31A A2005 16
2. Pumpkin Systems Mark Krug DupmpicipG k gs co 24 Disclaimer Figure 6 Splash screen at startup Click OK and the Registration form comes up All fields should be filled in except the licence number Email the information to me by clicking on the Email button will then supply you with a licence number by return mail which you should enter in the space provided and click Register You will not be able to get into the application until you have entered the licence number Since the application may be used on multiple computers the Computer Name field serves to identify which machine the licence applies to e g Desktop at home Desktop at work My laptop John s computer etc Page 10 of 39 Pumpkin Software Repistration Form There is no cost to using this application However I would like to know who is using it where and For what purpose Please Fill in the red details below and email it to me by clicking the button T will then supply vou a licence number Enter that licence number in the space below and click Register Give me a call or send an email iF you have a problem Feel Free to pass on to your colleagues Computer Name My laptop First Name Mark Last Name rug Your city or town Johannesburg Email address krug intekom co za Practice Type Podiatry Licence Seed 997711416 Licence Number 233568141 Record I4 4 1 gt RL e o Figure 7 Regist
3. retoria 0001 E Mail of BHF rate that this medical aid 100 0 Website pays This sub form not editable for reference only MedAid MedAidFullName AAC ANGLO AMERICAN CORPORATION MEDICAL AID SOCIETY SACMED ANGLO AMERICAN CORPORATION MEDICAL SCHEME AEC MEDICAL AIC AECI MEDICAL AID SOCIETY AFRISURE QAUL AFRISURE QAULSO MEDIESE SKEMA AFROX AFROX MEDICAL AID SOCIETY ALLCARE ALLCARE MEDICAL AID SCHEME Record I4 4 71 P gt i gt gt Glaf Figure 13 Medical aid data entry form 2 4 3 Form Client Details Use this form to enter the personal details of the client once the medical aid and doctors details are in place This form opens on a new blank record ready for a new entry Red fields are mandatory MedAidID and Doctor ID can be selected from the pick list just click on the down arrow in the box Once your client has been discharged and all accounts fully paid up then the Active box can be clicked off and their statements will no longer be printed every month If the client is charged at NHRPL rates click the Charged at scale of benefits button on The ClientName must be entered in the format Surname commal space Firstname and the PrincipalMember must be entered in the format Title space Firstname space Surname If the principal member is the same as the client then the client should be entered as Bloggs Joe and the principal member as Mr Joe Bloggs If the statement is to be mailed to
4. 0 85 OO0E Add 50 of the total fee for the treatment 1 50 Only SO of the fee for these additional procedures may be charged The full fee for the additional condition may be charged Only 50 of the fee for the second condition may be charged Record IH d 2 P Li Lea oF 6 Figure 25 Treatment code modifier form 2 6 4 Form Edit list of hospitals Not much to say here EF fHospital E B A Ze Hospital Eniry Form MEESE Hospital ID Hospital Mame Hospital ame City Not editable for information only Eugene Maras Pretoria Meulmed Pretoria Pretoria East Private Hospital Zuid Afrikaans Pretoria Hospital ame City Record D d 5 L of 5 Figure 26 Hospital entry form 2 6 5 Form Locums If you use a locum or assistant this is where you add their details into the system There are three payment choices percentage flat rate or hourly rate In the example below if you click the flat rate radio button then the percentage or hourly rate box will disappear and the flat rate box will appear Page 29 of 39 Pumpkin Software Locum Data Enty Form D Locurame Address Payment Method 50 0 O Flat rate O Hourly rate wea Baier Record ID d i Cac of 1 Figure 27 Locum data entry form You are setting up the default values for a locum in this form At actual treatment time when a locum does the work for you and you enter this information in the Treatment Details form you can overri
5. 19 54 31A A2005 9953521 Fer region eg cervical sacral M Record 9 0363 OVO62002 31082002 22 59 15 2005 2002 72303 000E Myotacial releaze soft tissue mob 10 0375 29062002 26062002 19 32 56 24 06 2002 72501 Rehabilitation where the m Record I4 4 di H frais oF 1477 4 Figure 1 Example of a table showing fields and records Queries these are questions asked of the data Show me information for only client 0367 from the table above or what clients did see on 29 4 99 Again you will not need to use these directly they are built into the various buttons and whatnot Forms Tables can be rather unfriendly things to enter data to so a form does the job of filling in the table or combination of tables but by means of a more user friendly front end that also makes sure you enter all the required information the correct way Think of a form as you would any paper form Reports A report can be thought of as a document reporting your results In this case a report would be an account statement for a client s or a total account history for a client SO all the info is entered to tables by filling in a form You ask questions of the data using a query and the result of the query can be printed as a report One thing to remember about using Access is that after you type something in a field to press lt Enter gt or lt Tab gt to move out of that record or click the Refresh button The act of moving out of the record ente
6. If you have no idea as to the clients medical aid status then create a record with No details in the MedAid field It is important not to leave the MedAidID field blank The full name of the medical aid is what appears in the address on the statement If you know that a particular medical aid routinely only pays for say 70 of your claim then enter 70 in the relevant field in the form As a result of the medical aid only paying a percentage some practitioners have expressed the need to mail two statements One for the full amount to the medical aid you know they ll only pay 70 anyway and one for the other 30 directly to the client Why wait for the medical aid to decline 30 and only then send a statement to the client In order to make this dual statement happen you must enter og Page 16 of 39 Pumpkin Software the percentage of NHRPL rate that the medical aid will pay as discussed above AND you must select mail to Both on the ClientDetails form This form opens on a new blank record ready for a new entry Red fields are mandatory Double click a medical aid name below the pink label in the list and the form will jump to that medical aid in the editing area Please note that the medical aid information supplied has not been verified Medical Aid Data Entry Form el Delete f New f Retesh MedaidlD wORKCOMP Med4idFullN ame WEEN COMPENSATION COMMISSIONER ContactName Postal Address P 0 Box 955 0 2 319 9111
7. O Sy E Last update OF Jan 2006 11 59 Record I4 4 Is d 7 LS of 21 Figure 3 Filtering for a Client ID 1 5 SOME CONVENTIONS TO BE AWARE OF e Fields with a red label are mandatory you have to fill them in AN Lists with a pink field header indicate that a value below it can be double clicked to bring it up in an editable area The database compacts itself every time it is closed you may notice a few seconds delay when you shut down e Labels with ellipsis at the end e g MedAid ID indicate that the label can be clicked on to activate another form or bring up some other information Page 8 of 39 Pumpkin Software 2 USING PUMPKIN PMS 2 1 STARTUP DEALING WITH THE SECURITY MESSAGES When the system first starts you may be prompted by security messages These should be dealt with in the order indicated below Microsoft Office Access et be installed To get the latest version of Jet 4 0 go ta http window supotinke C Program Files PumpiinFumpkinMedicalAccounts mdb may not be safe to open if it contains expressions that were intended to harm your computer Do you wanito open this File Hide Help lt lt Open in Help Window Microsoft Jet 4 0 Service Pack 8 or later must be installed to block unsafe eraingo functionality Security Warning Opening C Program Files PumpkiniPumpkinMedical4ccounts mdb The latest Microsoft Jet 4 0 serice pack is availa
8. radure of neck of femur dosed Date Code Description Diagnosis Debits Credits Balance brought forward Thu 1342006 72901 Tredmentaanursinghome Relevertt Sne 42300 0 00 Thu 13 04 2006 ZA Evaluationcounsealing d the first visi Sra 63 40 0 00 Thu 13 04 2006 T2901 Treatment ad anursing home Relevant f Sr 2 00419 0 2501 42 30 0 00 Thu 13 04 2006 T20 Evaluationcounsealing 2 the first visi SF 2 00419 0 2501 63 40 0 00 Thu 13 04 2006 T2305 Re education of movement Exercises er Sr 2 00419 0 2501 42 30 0 00 Sat 15042006 72901 Tredmentaanursinghome Relevertt Sne 42300 0 00 sat 157042006 T2501 0006 After hours Rehabilitation where the pathology requi S72 158 70 0 00 cet 1404 DE 220 DIE fatter harit resmen a anursinga home Ralewent SSO OFS KEE nnn Figure 22 Example of statement personal items have been blurred to protect privacy 2 5 2 Report Reproduce Previous Statement sometimes you will need to reprint a statement that was issued in the past to a client So long as you know the date on which that statement was produced and the clients reference number just click the button and fill in the dialog box 2 5 3 Report Total Account History You may in answer to a query from a client need to give them a complete account history Click the button and select the clients reference number If you wish to produce a complete history leave the All radio button selected If you wish to produce a history between certain date
9. 01 W 015 810 500 Celie or GI 0 Dat 150 Das Ida das Godat Doe Cares 3 months plus 215170 0 00 0 00 0 00 0 00 0 00 356 50 0272 Mehlape Teresa 964 4 964 4 Mad ard Ao 033551730 Ta W O12 aH 2081 Cello f Dat 150 Das Ida Das Ga Doe Cuei SEL BAM 0 00 0 00 0 00 0 00 0 00 0 00 d months plus 0273 Van Heerden Johanna hdagdalena 3 202 00 3 202 00 Mad rg Ho LIEOG20 Fal W O12 Gh 480 celom GI GL 0 Dat 150 Das Ida Das Ga Done Cares 3 months plus 222 DU 0 00 0 00 0 00 0 00 0 00 0 00 5 Totals 18 622 47 0 00 18 622 47 Figure 37 Medical aid summary report 2 7 5 Report Tax Summary This report provides a simple summary of total value of services rendered and income received for the tax years ending February Page 36 of 39 Pumpkin Software 2 8 LOCUM Locum statements can be accessed from this tab Locums are understood to include assistants as well A social worker for instance may make use of an assistant during group therapies When a locum does work for you you will still enter all the sessions they covered into the Treatment Details form but remembering to select their name s as the covering locum or assistant section 2 4 4 This information combined with the payment method selected in section 2 6 5 allows statements for the locum to be calculated and printed You print the statement attach your cheque to the locum and mail it off As for the Statements tab you can print new previous or full history statements As before rem
10. 02 R48 20 R42 30 2006 02 You can only assign ee 2105 R57 90 R50 80 2006 02 already exist in the 2107 10 R48 20 R42 30 2006 02 database If the code ae 2117 q DO 00 D D 2006 02 oct Fy 62201 R24 10 R21 10 2006 02 b i P ECH D Co D J d EJE I E KUER V DA 20 2006 02 Slam ei 4 R2410 R21 10 2006 02 Record 14 4 Is act of 3 4 Tariffs Tariff Data Entry Form Tariff Structure pong Comment This tariff structure should not be deleted You can delete individual tems within the 4 structure but not delete the structure itself Za Tariffs Code Units Yalue Ex on L E oo w i You can only assign tanffs to codes that already exist in the database lf the code does not yet exist click here to add it Record ID d il e e i of 3 Figure 29 Tariff data entry form showing the Custom structure Figure 29 above shows the Custom tariff structure The Custom structure contains custom codes i e codes you or have made up ourselves the BHF did not make up these codes These codes are used for things like payments discounts debt write off or whatever else you care to invent Although individual codes can be removed from the Custom structure you cannot delete the Custom structure itself let me rephrase if you do find a way to delete the Custom structure don t 2 6 7 Form ICD10 Codes Enter the ICD10 codes that you use in this list Page 31 of 39 Pump
11. ATEMENTS Figure 18 below shows the contents of the Statements tab fMainMenu Form Main Menu SE EE Data input Statements Lookup Tables Tracking Locum Utilities Report Hew statements Report Reproduce previous statement Report Total account history Update Fill in blank Gm ate Figure 18 The Statements tab These next concepts are important to understand There are 3 types of statement e new e previous e full history New statements are as the name implies statements containing never before invoiced modalities Previous statements allows you to reproduce a copy of a previously issued statement Full history allows you to print the clients entire history Now how do we know if a client has been invoiced for a particular modality When a new statement is run and you re happy that all is correct and you ve printed it out AN then you must click the Update Fill in blank stmt date button This will insert the statement date for the modalities just invoiced and thus marking them as invoiced A blank stmt date against a modality would mean that session had never been invoiced 2 5 1 Report New Statements In normal use a statement run will be printed once or twice a month and you will want to produce statements for active clients for only those sessions for which they have not already been billed Only active clients are printed because you clearly do not want to print statem
12. OF USE You didn t pay for this product so don t promise to support it do this for fun in my spare time so lIl assist you where can You will however need to register with me before using it as discussed below this is just so know if anybody out there is finding this useful or if really do need to find a life Feel free to pass it on to your colleagues Conditions of use hmm I d value your feedback what doesn t work what extra features would you like what do you like for that matter Legal stuff have no idea If I m doing bad stuff I m sure someone will let me know 1 3 REQUIREMENTS You will need Access2002 2003 or if you don t have that then your operating system must be at least Windows2000 SP3 or XP in order to use the runtime files that can be downloaded from the website If you already have Access2002 2003 installed on your machine then you only need the installation file called PumpkinPMS705 exe which can be downloaded from http www krugs co za PumpkinSystems PumpkinPMS htm lf you dont have Access2002 2003 installed then you can download the runtime installation file Access2003RT exe from the same website K Page 4 of 39 Pumpkin Software What are runtime files It s basically a knocked down version of Access that can be used to run an application but not to design one as the full version of Access can Runtime files are freely distributable Once installed you need at least two mdb f
13. PUMPKIN SYSTEMS PumpkinPMS Medical Practice Account Management System Users Manual for v7 0 05 10 August 2008 Pumpkin Software CONTENTS 1 INTRODUCTION iecrviesierteciericctndesiecicnincicomecenaendiedndecndaendeamdecadadndeamdedeindndegnsadeieendedndnoesadnceamsnastss 4 e WALS NOW EVO ON C e 4 E ee e tele EE 4 BC SR e EI un E E 4 EN ee EE 5 1 4 1 Navigation In Access 6 TAZ PIG E Late RK te DEE 7 1 5 Some Conventions to be ware 8 2 USING PUMPKIN PMS 2 0 0 ccccccccceeeeeceeeeseeeeeseeeeeseeeeeseeeeeseeeeeseeesseeeessaeeesaeeesaaes 9 2 1 Startup Dealing with the Security messages 9 Ze e E AVON ME 10 2 2 1 Using the Application on Multiple Computers 12 ie OU E 13 2 3 1 Getting the NHRPL Tariffs into the Database 13 2 3 1 1 Connecting to the Pumpkin Database 14 29 2 BANKING RE 15 Zo OG O E 15 294 MY Ee e RI 15 2A RE MOU EE 15 2 4 1 Form Referring Dochor A 16 242 FOM alle E Tee CHE 16 2 4 3 Form Client Details ccc cccccccccceeeeseseeseeeeseeeeseeeeseeeeseueeseueeseeeeseeeeseeeenees 17 244 FORM 2 TPCAIMENU e EE 18 2 4 4 1 Entering ICD Codes cccccccssccccsseeeseneeeceusecceucesseeeceaeeessseessueeessgeeseas 19 2 4 4 2 Batch Entry of Treatment Details 20 KEE 21 25t REDOT NSW alene ne ee ee ee ee ee ee 21 SEN ME MESSAGES COMIC oeer 22 Zoalee Updo Tie Eu Ce ve aa 23 2 5 1 3 ICD Codes on the Statements 00nno0nnnnennnennennnnnennnnnrnnnrrnnnnnnnrenenenne 24 2 5 2 Report R
14. a for treatment modalities If you wish to change any tariffs on the treatment codes add a new hospital or add a new locum this where you do it Generally speaking once youre set up and going these items will rarely change hence they get their own tab Pumpkin Software Wei d Setup About iene E Setup GEN Data input Statements Lookup Tables Tracking Locum Utilities Form Edit list of treatment codes EJ Batch setup Gd Form Edit list of treatment code modifiers Form Edit list of hospitals Form Edit list of locums Form Edits list of tariffs Form Edit list of CD10 Codes D I Out Figure 23 The Lookup Tables tab 2 6 1 Form Edit list of treatment codes When you click this button the following menu appears fou Page 26 of 39 Pumpkin Software Treatment Codes Treatment Code Data Entry Fom D Dele New ff Refresh TreatCode 72901 Active Description Treatment at a nursing home Relevant fee pl Long Treatment at a nursing home Relevant fee plus to be charged only once per day and not A Description with every hospital vizit w Use long description as a warming au the e ticks can be SE on this sub form Je PE ide Active Long Description a E Payment SC BE aid KE 2 Payment by client H Discount enter to treatment details as a negative debit e g A50 00 A H Write off debt owing Enter to treat details as a negative debit 200 Infra red Radi
15. ail E Referring Doctor wi Hospital Comments et E Ee a rot printed Medaidauh Doo 7 H Tariff Structure MHAPL we SUMMAT Archived C Thiz sub form E not editable and E displayed for reference only Cliente ClientName MedAid ClientMedAidNo PrincipalMember ReferringDoctor Active A oggi Van Zyl Eugene MALCOR 169939 Van Zyl Eugene Prof Lindeque UU Harthoorn Annemarie PRMATE Not specified Deen UU Lewis Ricus TELEMED efode Lewis Gerhardus A Dos Ramos UUU4A Klemgbuel Gmartruk MEDIHELP 1897585 Winkler Louise Deen 0005 Claasen Nicolaas DISCOVERY 014577200 Claassen Nicolaas Dr none Rand Gale MEMIHFI F TIARN Rand lvan Harri Last update 29 Aug 2006 21 17 Record IER 751 e e i oF 751 Figure 14 Client data entry form 2 4 4 Form Treatment details This form opens on a new blank record ready for a new entry Red fields are mandatory Use the pick lists to select the ClientRef TreatCode and Modifier You may enter either the clients reference number or their name whichever one you use the other one will automatically be filled in When you pick a ClientRef the last diagnosis for that client is automatically filled in pick a new code from the dropdown list as required The treatment date defaults to the current date but you may change this as required either by typing it in or using the calendar button The Description Base Rate and Factor fields will up
16. ant heat Was therapy Hot packs Record 14 4 a Cac of 64 Figure 24 Treatment code data entry form This is where the Treatment Details form gets it s information from The NHRPL data was imported from the NHRPL database when you set the application up in Section 2 3 1 The short description is what appears on the statement and the long description further clarifies the short description but does not appear on the statements In addition to the normal BHF codes 72001 etc you will need to define some custom codes of your own as the need arises See the sub form at the bottom of Figure 24 for examples From time to time there may be unusual codes that when you select them in the Treatment Details form you need prompting about them If you click the Use long description as warning box then when you select that code in the Treatment Details form the long description will pop up as a warning notice prompt some practices may not use all the treatment codes in the list Those which you do not use may be marked as inactive i e not ticked as Active Inactive codes will not appear in the picklist when entering treatment details Conversely only active codes will appear in the picklist so if you don t see your codes in the picklists it may be because they are not ticked off as Active You can use the green tick button and the red cross button to mark all treatment codes as Active or Inactive 2 6 2 Form Batch
17. atement date When you close the window a reminder will advise you to not forget to update the statement date for the sessions modalities you have just billed By doing this you will cause the statement date to be automatically filled in to the table for all the sessions you have just printed This is important because it is whether or not this field is blank in the table that determines if a session has been billed to the client or not Only press AN this button after you have printed your accounts and are sure that there are no errors When you click the update button the window shown in Figure 21 below will open The same clients that were selected when you printed the statements will still be selected Check that the statement date is what you want and click Update Now If you originally only selected one client to print then that same one client will be selected to update did not make the statement date update at the same time as you print the statements for the simple reason that often when the statements are previewed a mistake is discovered that you wish to correct The updating of the statement date should therefore only be done when you are happy that there are no mistakes K Page 23 of 39 Pumpkin Software SelectionBox Client Selection for Printing of Statements Rosenberg Michelle DISCOVERY Hale Jennifer Ruby DISCOVERY Wagenaar Corlia PRIVATE KLoevot Alicia Lee TOPMED Engelbrecht Jan Daniel Deon PRAMATE Fo
18. ble fram windows Update To block unsafe expressions see TR About Microsoft Jet Expression Servic available from the link at the bottom Oppe topic If the service pack is not applied This File may not be safe if it contains code that was intended to harm your computer Do you wart to open this file or cancel the operation wem 3 sac aia Figure 4 Dealing with the security messages on startup Once this has all been dealt with the splash screen Figure 6 will appear To prevent these security messages from appearing in the future the macro security levels need to be set to low as illustrated below Page 9 of 39 Pumpkin Software mak Records Tools Window Help ae ajake e Security Security Level Trusted Publishers 1 High Only signed macros From trusted sources will be allowed to run Unsigned macros are automatically disabled Medium You can choose whether or not to run potentially unsafe macros mene macros Use this aeina only if you have virus scanning software installed or you have checked the safety of all documents vou Open Virus scannerts installed Figure 5 Setting macro security levels 2 2 REGISTRATION When the application opens you will be confronted with the startup splash screen as below The disclaimer just tells you not to blame me if things go awry PumpkinPMS 7 0 Medical Practice Management system
19. ctive clients only f Medical aid summary with account age tor 1 medical aid All Report of treat details summarised by medical aid amp date Figure 35 Outstanding balances report options form Three reports are available form this button e All clients a list of all clients what they owe whether they re active or inactive and the date of their last statement Figure 36 plus some totals e Active clients only as above but for active clients only e Medical aid summary with account age a summary grouped by medical aid showing the outstanding balances the account age and contact telephone numbers for the medical aid and the individual Figure 37 Useful if you re chasing accounts OT Page 35 of 39 Pumpkin Software Outstanding Balances All Clients Ref dane Debit Credits Balane dehve Lan Smt delen Rosenberg Michele 1010 04 U OO 1 010 04 Yes O1 Jun O2 035z Hale Jennifer Ruby 2 177 53 000 2 177 53 Yes O1 Jun O2 CSE Wagenaar Corlia 3 126 44 163 32 1485 12 Ho O4 Jun O2 OSE Koewort Alicia Lee 4308 35 O00 4 506 55 Yes O1 Jun O2 0365 Engelbrecht Jan Daniel De 57068 55 2716 64 3 061 91 Yes 29 Jun 02 LCE Fourie Fiona ECK O00 2 525 89 Yes O41 Jun 02 Ose Koch Heinrich 181384 2485 55 decke Yes O1 Jun O2 LCE o one Lucas 1097 04 DO 1 097 04 Yes O1 Jun O2 imga Botha Abrahamina Wilhelm 7579 97 000 7 aaar Yes O41 Jan 06 ECFE Smith Marie Joan 3007 2 455 64 3 183 36 Yes 20 Jun 02 Ose Serfont
20. date automatically with the correct tariff structure depending on the treatment code and modifier selected You may still type any value you like in these fields The comments field does not appear on any statements but may be useful for extra information Each and every treatment session receives a unique ID number the Treat ID The Treat ID is automatically generated TreatID is a completely unique reference to a particular treatment session and if deleted can never be repeated The StmtDate is not entered from this form but appears just for reference and will be dealt with later If StmtDate is blank it means that the client was never invoiced AN Page 18 of 39 Pumpkin Software for this session modality The default value for Multiplier is 1 if no modifier is selected Base rate multiplied by the Multiplier gives the Debit for the treatment Debit is calculated automatically lf a locum did the work for you then select their name in the locum box of course you must first have entered the locums details in the locum data entry form see section 2 6 5 some practitioners have expressed the need to know exactly which modalities have been paid for when the medical aid or client pays up When a payment comes in you will enter the payment as a treatment session using code 1 Payment by medical aid The payment may cover a number of modalities and you may wish to indicate which ones were covered You can do this by following this proced
21. de these default values and choose whatever you like 2 6 6 Form Tariffs Here you enter the rates per treatment code per tariff structure Each tariff structure is ona separate page Examples of tariff structures are e NHRPL the National Health Recommended Price List the one that most practitioners use This is the one that you can download from the Medical Schemes website e Discovery Discovery Health does not currently agree with the NHRPL rates and has drawn up it s own rates list PumpkinPMS does not include the rates in this tariff structure but you can enter them yourself if you wish Private maybe you charge your own rates for certain or all treatment codes Again if you use private rates then enter the relevant tariffs yourself COID Workman s Compensation last heard WorkComp had agreed to go with the NHRPL structures so you actually don t need a separate COID structure but if they ever started using their own structure again you could put it in here Note that for a particular treatment code to be added to a tariff structure it must of course already exist in the database OT Page 30 of 39 Pumpkin Software Tariff Data Entry Form Ws zen JP New f Retest Tariff Structure pong 7200 wv Units Yalue Value R2410 R21 10 2006 02 0 R48 20 R42 30 2006 02 15 R7230 R63 40 2006 02 Taritts EE SOUS mm IS AIS AIS als H R24 10 R21 10 2006
22. e clients personal details You only need to enter a doctor or medical aid once and then those details are available for every client who needs them 2 4 1 Form Referring Doctor The field DoctorlID is a unique identifier for the doctor If you ever have two Dr B le Roux s then the first one might be BLERO1 and the second one BLERO2 This form opens on a new blank record ready for a new entry Red labels identify fields that must be filled in the rest can be left blank if you wish The doctors name must be entered in the format Surname commal space Firstname The list at the bottom of the form is not editable it merely provides a quick access list If you double click on any Doctor ID then that referring practitioner will appear in the editable area above fReferringDoctor Referring Doctor Data Entry Form D I Doctor ID STEIMF Title ReferingDoctor Stein Frank M Doctors Pr Mo 1810 Postal Address PU Bos 123 Transylvania 0001 This form is not editable for reference only Doctor ID ReferringDoctor Jess Wessels Cobus STEINF Stein Frank N Record 14 4 Cac of 2 Figure 12 Referring doctors data entry form 2 4 2 Form Medical Aid Details A medical aid only needs to be set up once on this form so if you have 10 clients using Bestmed it only needs to be entered on this form the first time a Bestmed client signs up If the client is a private patient then enter Private in the MedAid field
23. e tariffs relevant to your practice type Here s the scenario You are either just starting for the first time or it s some time in the future and the NHRPL database is now out of date and you wish to update to the latest price list There are two choices i manually change the rates in the Edit list of tariffs form which may be somewhat tedious or ii import the latest price list as described below 1 Download the latest price list from the website Lets assume it s called NHRPL v2006_06 mdb 2 Save it in C Program Files Pumpkin you can delete the old one if you wish probably best to keep it though for just in case 3 Now PumpkinPMS doesn t yet know that there s a new price list in town so you have to show it where to find the new rates Page 13 of 39 Pumpkin Software 4 Open PumpkinPMS and go to the Setup form if you re not already there Connect to the NHRPL database by clicking on the Connect button A file browser will open up select the NHRPL database and click Open PumpkinPMS now knows where the NHRPL database is Locate NHRPL data File Look in 4 Pumpkin e I NHRPL 2006_06 md Saran e db Recent lal PumpkinMedical amp ccounts_ data mdb Desktop Y y R Mu Documents Mu Computer sw File name MHAPL 2006_ 06 mdb 2 My Network Files of type md Cancel Pl Se Open as read only Figure 10 Connecting to the NHRPL database 5 Pick your practice t
24. each machine Once you have those licence keys you can move freely between computers When you use the application on a new computer for the first time the registration screen will come up fill in the details and email as before When you receive the licence key make sure that you enter it against the correct machine name If you do use the application on multiple computers there are three scenarios 1 You install PumpkinPMS from the CD or download on each machine In this case you will need to take only one file with you when you move to another machine the data file PumpkinPMS_data mdb and copy it over the existing file at the location C Program Files Pumpkin You have installed PumpkinPMS on the other machines you plan to use but carry the data file PumpkinPMS_data mdb on a memory stick In this case you will need to open the front end on the computer you are using and then tell it where to find the data To do this click Setup gt Pumpkin Connect You carry both the front end file PumpkinPMS mdb and the data file PumpkinPMS_data mdb on a memory stick In this case you open the front end from the memory stick and tell it where to find the data file To do this click Setup gt Pumpkin Connect See also Section 2 3 1 1 Wi you cannot see the folder C Program Files it may be due to your explorer view settings Go to Windows Explorer and click Tools gt Folder options gt View and make sure Show hidden files and f
25. ein Nicolaas Franco 2 508 50 O00 2 506 50 Yes O2 Jan 06 Ose Mehlape Teresa 9634 40 UU 9 654 40 Yes 29 Jun 02 Os Van Heerden Johanna Mag 3292 00 UU 3 292 00 Yes 29 Jun 02 CH Lotter Jaco 12 158 30 O00 12 158 80 Yes O2 Jan O6 Ose Le belo Moses T 580 06 O00 F 580 06 Yes O2 Jan O6 O76 du Pless Andrina Gertuid 1534 50 U UO 1 534 30 Yes 29 Jun 02 L Z Wehmeyer Suzanne Marie 2550 40 560 16 2 020 24 Yes 29 Jun 02 0378 Wehmeyer Anatoli Suante 2355 40 560 16 2 325 24 Yes 29 Jun 02 iara Eloff Elizabeth 2 102 60 DD 862 102 60 Yes 29 Jun 02 DOC Krug Jennifer 3 627 20 UU 3 627 20 Yes 02 Jan 06 LOCH Krug Mark 2470 00 ZO et 1 765 60 Yes O2 Jan O6 Tofas 53 47 04 377008 73 936 93 A Umo wo debt oo 0 Act ye diagihs 20 inactive clients 7 Tofa clients 27 Figure 36 Outstanding balances report Outstanding Balances fasted by medical md for achee chent with non zero Balance Ref dane Tatal Defats Tota Credits Balance Dis overy Health Alt 622 47 Tel 011 651 S09 S080 dd S66 op tow 3 Far Oe Rosenberg Michelle 1 010 04 1 010 04 MadAd Ha 03H20 Fal W O12 aH S652 Cell O72 Cp oe 60 Dat i Das Ida Das Ga Done Cares 1071004 0 00 0 00 0 00 0 00 0 00 0 00 d months plus oe Hale Jennifer Ruby 2 177 53 2 177 53 Mad 4 rdho 052313110 Fal H O12 361 1029 W DU 41 046 10 Dat i Das Ida Das Ga Done Cares 147823 0 00 0 00 000 0 00 0 00 699 50 d months plus 071 Serfontein Nicolaas Francois 2508 50 2508 50 Mad rg Ho OZ 1500 e HOI 3816
26. ember that after you have printed NEW statements for the locum you AN must insert the statement date This tells the application that this session has been paid out to the locum fMainMenu Form Main Menu Data input Statements Lookup Tables Tracking Locum Utilities Report New statements Report Reproduce previous statement Report Total account history for one locum Update Fill in blank StritCiate Figure 38 The Locum tab 2 9 UTILITIES In normal use this tab would not be used If you are testing the functionality of the database you can put in a whole lot of junk data and then delete it all in preparation for real use by using the first button This deletes all records in all tables except for Medical Aids and custom Treatment Codes remember custom treatment codes have 3 characters or less When you annually import the new NHRPL tariffs modifiers into PumpkinPMS all the old tariffs modifiers will be copied to a table called tlreatCodes old tTreatCodeModifiers_old before they re cleared out and replaced with the new tariffs If for some reason you want to revert back to your old codes before the import then use the appropriate buttons on this tab To see what s in the old tables before restoring them just click on the View buttons fo Page 37 of 39 Pumpkin Software 2 9 1 Archiving of Old Data A special word about archiving Archiving is done when you feel that the app
27. ents for clients who were discharged and signed off 2 years ago If a client has already been billed for a session then that session will also not appear on the new statements You can mark a client as inactive even if they still owe you money perhaps you ve written off their debt Before doing your statement run first get all your data on treatment sessions up to date Now click the Report New Statements button and a menu pops up OT Page 21 of 39 Pumpkin Software SelectionBox Client Selection for Printing of Statements Messages New Statements O06 Ackerman Mev M SASOLMED Archived 0559 Ahlers Heinrich Johann MEDIHELP 0208 Alberts Amanda Leatitia BESTMED Archived 0210 Alberts Hendrik Willem BESTMED Archived 0307 Alexander Retana DISCOVERY Archived 0106 Amorim Alvaro Mr DISCOVER Archived O26 Ampoto 4nti Haalamk ai CSIR 0160 Anderson Adrian DISCOVER Archived a d d Pi 4 A Select the clients to print Select the statement date to apply Select all active clients Select this medical aid gt gt w 2970872006 Deselect all Selected records 157 Preview Now Figure 19 Client selection for printing of statements If you wish to print all active clients then click the button Select all active clients and a tick will appear next to the name of every active client If you wish to print all active clients except 0367 then find his her name and click the tickbox off If you wish to pri
28. eproduce Previous Giatement A 25 2 5 3 Report Total ACCOUNT History c cccccceccceeeceeeceeeeceeeceeesaeesseeseuseseeesseesees 25 2 5 4 E Mailing Statements 0 nnaannannnannnannnnnnnnnnennnurennnnnnernrrnnrrnrrenernnrsnrrsrererenene 25 20 LOOKUP WEE UE 26 26 1 Fom EdtlisSto treatment EES 26 2 6 2 Form Batch setup of treatment modaltes cc ecccceeceeeeeeeeeeeseeeeseeeenees 27 2 6 3 Form Edit list of treatment code modifiers nnnennnennennnnnenenenrnsrrrnrnresrrnen 28 2 6 4 Form Edit list of hospitals 2 00 ccc ceeccsececeeeceeeeneeeseeeseueeseesaeeseueeneeeseeeeees 29 LDS FOM elei EE 29 LOO Gei un GE 30 2 6 7 Form ICGDi0CGodes cece cccccceececseeceeeeeeececeecesseeeseeeeseueeseeeessueeseeeseeeenees 31 eh AKN E 32 2 7 1 Report View Chart of Debits and Credits per Month cccceeeeeeeeeeeteees 32 Page 2 of 39 Pumpkin Software 2 2 Report Debits and credits per month per treat code 33 2 3 Report Chart of new clients Per month 35 2 4 Report Outstanding client balances cc ceeccceeeeceeseeceeeeseeeeesseeeesseeeeneees 35 2 7 5 Report Tax Summary cccccecccseececeeeeeceeeeeceeeeeeeeeeeseeeessesesseeeesseeesseeeesaees 36 2o ne E 37 2S OUG eege 37 2 9 1 Archiving of Old Data 38 3 SUMMARY GUIDE TO GETTING STARTED 2 0 eccceccccceeeeeeeeeseeeeesaeeeesaeeeeas 39 CONTACT DETAILS Mark Krug pumpkin krugs co za OT Page 3 of 39 Pumpkin Software 1 INTRODUCTION Thi
29. exus compressions in intervertebral disc disorder Lesion of sciatic nerve Lesion of lateral popliteal nerve Guillain Barr syndrome Cerebral palsy unspecified Flaccid hemiplegia Spastic hemiplegia Flaccid paraplegia Spastic paraplegia Spastic tetraplegia Tetraplegia unspecified Acute sinusitis unspecified Figure 16 Diagnosis ICD selection form 2 4 4 2 Batch Entry of Treatment Details You may find that you frequently use certain groups of modalities and that it is tedious to enter them all one by one To ease this burden the user may define a batch of frequently used modalities and submit them all in one go Setting up of the batch is described in Section 2 6 2 Once the batch has been defined then you make use of it as follows On the treatment details form choose a Client Ref choose a Diagnosis choose a TreatDate and then click on the Batch button next to the ClientRef and the screen will change to that illustrated below Select the batch you wish to use and click Go E ee Gene o Get Te we Le eee ae ST les ee Client E gt Poin Sech Potgieter Patgieter Annette w Select a batch se To See d Diagnosis DEER G42 Tension Jupe headache L Afen mh SF a E alge mml ki ma rah amk Pk KK it ee oe e 2 E ee HD te bm T Aes a an m en nik meie ak Figure 17 Using the batch entry method for submission of multiple modalities Page 20 of 39 Pumpkin Software 2 5 ST
30. iles for the system to work These are included in the installation package PumpkinPMS 705 exe 1 PumpkinPMS mdb this is the front end application that you will be using It contains the forms and reports and whatnot that you see and interact with There s no actual data in here 2 PumpkinPMS_data mdb this is where your data actually sits you don t see this and don t actually interact with it directly In addition to the two files above whenever you wish to install new NHRPL rates on first installation and once a year thereafter you will need a third file 3 NHRPL 2006 _04 mdb or another version of this file this contains the NHRPL tariffs and new versions can be downloaded from hittp AWwww medicalschemes com The actual name of the file will change with the newer versions as they are issued by the Council This file contains tariff information for all practice types but you only need those tariffs relevant to your practice Once your tariffs have been imported into the application explained below then you no longer need the NHRPL file until the next annual tariff review This file is not included with the installation package as think I m not allowed to do that but you can get it from the website mentioned above Please note that you do not have to download this file the other choice is to type in the NHRPL rates manually if you use them There are more instructions on how to download these files on my website
31. ing the criteria you specify Finding does not shorten the list To filter for client 0375 in the Treatment Details form then right click in the Client Ref field type 0375 in the filter criteria box and press lt Enter gt Note that right click context menus are not available if you do not have the full retail version of Access installed on your computer i e if you only have the Access runtime installation In this case make use of the normal menu items Gy Page 7 of 39 Pumpkin Software ClientDetails Client Data Entry Form 0 REESE EY LEE EE A EES ClentRet Mail To Chenth ame Client Filter Excluding Selection ee Medical Aid Client ID Mo MedAid ID Biter For For O75 Both ed4id ID GC Remove Filter Sart Envelope Client ed idN o uk Principaltember d Re Active Iw Doctor ID Copy Charged at E SE scale of MM Hospital benefits 7 Med Aid Auth amp Sort Ascending Tanith uae z Z Sort Descending no message Ge BHF i C DIG C Pet This sub form i not editab iat D d VC Filter By Selection Client el ChentNa idNo Principaldember ReferingDoctor Active 0361 Rosenberg Michelle DISCOVERY 034462340 Mrs Michelle Hoserber O36 Hale Jennifer Ruby DISCOVERY 052313110 Mrs Jennifer Ruby Hale 0363 Wagenaar Corlia PRIVATE Mev Corlia Wagenaar 0364 Koevort Alicia Lee TOPMED S900001 412 2 Mr Neville Koevort 0365 Engelbrecht Jan Daniel PAMATE Mnr Jan Daniel Engelbr J E E
32. kin Software ICD10 Codes ICD10 Code Entry Form QES EA E CD10 Code CD10 Code CD10 Code cocs fd Figure 30 ICD10 Code data entry form 2 7 TRACKING This section is used to keep a track of how things are going in your business Pumpkin Systems Main Menu a l Data input Statements Lookup Tables Tracking Locum Utilities i Report View chart of debits and credits per month IT Report Debt and credits per morth per treat code IT Report View chart of new chents per month IT Report Outstanding cient balance IT Report Tax summary Qut Figure 31 The Tracking tab 2 7 1 Report View Chart of Debits and Credits per Month This report is a simple bar chart showing the value of services rendered and income per month and is a simple visual way of tracking your practices performance An example is shown below A pop up dialog box will ask for the range of dates you wish to include in your chart and whether or not you wish to include archived data Page 32 of 39 Pumpkin Software ABC Physiotherapists Registered Physiotherapist Pr No 1234567 Value of Services Rendered and Income per Month 12 May 2002 Figure 32 Bar chart showing value of services rendered and income per month 2 7 2 Report Debits and credits per month per treat code Produces both a text report and a 3D chart showing the value of the work you are doing every month per treatment code Y
33. lication is slowing down due to the large volume of data Only treatment details are archived nothing else When you create an archive any client whose last statement was more than three whole tax years ago gets all their treatment details archived Archiving involves moving the data from PumpkinPMS_data mdb to PumpkinPMS_archive mdb In order for this to work the system must first Know where the archive is If its in the default location C Program Files Pumpkin then there is no problem but if its somewhere else then you need to tell the system where it is To do this click Setup gt Archive Connect You can un archive old data if you wish bring the data back by clicking on the relevant button Pumpkin Systems Main Menu 7 Data input Statements Lookup Tables Tracking Locum Utilities Prepare blank database delete all records Restore previous Treatment Codes Restore previous Treatment Code Modifiers bed Restore previous T aritts view Archive old treatment details Un archive Quit Figure 39 The Utilities tab Page 38 of 39 Pumpkin Software 3 SUMMARY GUIDE TO GETTING STARTED 1 Fill in the registration form and email it to me Enter the licence number when send it back to you 2 While you re waiting for a licence key download the latest NHRPL database if you use these rates 3 Fill in your bank details by using Setu
34. may be Debits 42 30 Blank if this y Se ES Se ant seu Fae oe Multipliers VE required eg Wees yet been L Comments invoiced vi a fer is otherwise shows selected but you Debits Ve can type In SC S View Client Balance Client Balance US Ups SE Multiplierl x invoiced Multiplier etc 143 C H of 143 Comments not Brings up a form showing allthe Did a locum do this session for you Description entered automatically printed for your sessions forthe current client or someone assist you Fill in the when a Treat Code is chosen but reference only and shows account balance necessary details here may be changed as required Figure 15 Treatment data entry form 2 4 4 1 Entering ICD Codes PumpkinPMS does not come with ICD codes but space is provided for you to enter the ones that you use see Section 2 6 7 Once the codes have been entered into the lookup table then you can use them in Treatment Details as you wish To use an ICD code in your treatment details click on the KI icon Page 19 of 39 Pumpkin Software If you click on multiple codes they will all be entered to the Your current selection area Click on the big right arrow to submit them to the treatment details form FD Diagnosis Selection Your current selection 644 2 Tension type headache TCD List Click on one or more codes Spinal meninges Parkinson s disease Geld 2 Tension tyoe headache Transient cerebral ischaemic attack unspecified Nerve root and pl
35. me My Network Files of type PurnpkinPhS data mdbh H a Open as read only Figure 11 Connecting to the Pumpkin database 2 3 2 Banking Details The banking details will appear at the bottom of every statement 2 3 3 Logo The logo if you have one will appear on the left hand side just follow the instructions on the form Choose the Create from file option and browse to find your logo Note that the logo must be of omp format and keep it small 150x150 pixels will do fine 2 3 4 My Practice Details Click the My Practice Details button and fill in those details for your statement headers lf you do choose to have a logo you must leave the left hand side text box blank or else the text will appear on top of the logo 2 4 DATA INPUT Before starting it is important to remember that each and every modality has two important dates viz TreatDate and StmtDate the former is the date of a particular AN treatment session or modality and the latter is the date on which the client was invoiced for that session modality Before you actually enter any treatment data for a client you need to fill in forms for the details of their referring doctor if required details of their medical aid and personal details Once this client info is in place you can begin entering their treatment sessions modalities K Page 15 of 39 Pumpkin Software Fill in any new medical aid or referring doctors first before doing th
36. nt one client only then click Deselect all to clear all the tickmarks find the one client you want and click their tickbox on If you wish to print clients from one medical aid only then choose the medical aid from the combo box and click the Select this medical aid gt gt button If you wish to add a message to the statement click on the Messages button in the top right corner Message centre is detailed further in section 2 5 1 1 Enter the statement date and click Preview Now If you get a blank statement it will be because you have no active clients with new sessions to bill If all looks in order then print your statements When you close the preview window a box will pop up reminding you to update the statement date this will be dealt with in section 2 5 1 2 below 2 5 1 1 Message Center Figure 20 below shows the message control center which you can use to add messages to your statements Type your message in the box and depending on who you wish to send the message to choose one of the three Go buttons OT Page 22 of 39 Pumpkin Software MessageControl Message Control Center Use this dialog bow if you wish to send messages to cents or medical aids printed on their statements Type Your message below Q Type your message here Apply this message Io Choose who you want to send itto ClerntRet StmtDate Message Figure 20 Message control center 2 5 1 2 Updating the st
37. olders is on Page 12 of 39 Pumpkin Software 2 3 SETUP Click the Setup button on the Main Menu and fill in the forms shown below fMyDetails Form Setup Form Als Getting the NHAPL tariffs into the database Step 1 Connect to the NHAPL and Pumpkin databases NHDDL Connect Step A Select a practice type and Loft edition My Practice Type Physiotherapy MHAPL Edition 2006 wt Step 3 Import the selected MHAPL tariffs into this database Connecting to the archive In order to speed up the database the size may be reduced by archiving old treatment details E Ee Before you can do that PumpkinPMS needs to know where the archive tt located Ir the archive in the default location C Prograrn Files Pumpkin then this step is not necessary Use the connect button to the right My Bank Details Logo Properties Bank ABSA OOOO This logo will appear O Stretch l on pour statements Branch MEN E CH Zoom Branch code 335 645 Choose Acc No 4049 137 632 Acc type Cheque Account Are you a YAT vendor Show ICO10 Summary at top of each statement Mu Practice Details Figure 9 Personal details and NHRPL setup 2 3 1 Getting the NHAPL Tariffs into the Database The NHRPL tariffs come from a database available from the National Council for Medical schemes htip www medicalschemes com PumpkinPMS is supplied with no tariffs in its database but you should import from the NHRPL database only thos
38. ou must select the date range and codes you wish to use Page 33 of 39 Pumpkin Software E flreatPetailsByMonthByTreatCode_xArch Form Dr A N Other MECH Cape Towni General Practitioner Prt 7654321 Value of Services Rendered per Month per Treat Code excludes archived data if you double click in the i chart you can grab the comers of the chart and of a WT SE Te jes wa CA Lea GSEESRG o amp S H We Gu gas O00 O T2007 Figure 33 3D Bar Chart showing the value of services rendered per month per treatment code Value of Services Rendered and Income Received Per Month per Treat Code Excludes archived data TreatCode Services Income Rendered SO Laser beam Mery 2006 63 40 Don January 2008 190 20 0 00 February 2000 6340 Don Total 517 00 0 00 r200 r CGryolherapy July 2006 46 60 Don Total d 80 Don Grand Total Figure 34 Report showing value of services rendered and income received per month per treatment code og Page 34 of 39 Pumpkin Software 2 7 3 Report Chart of new clients per month Produces a bar chart similar to the one above but shows the number of new clients per month Also offers an option to include archived data if there is any 2 7 4 Report Outstanding client balances When you select this option the following menu will appear Bi fSelectionBox_ActivityStatus Form Eg Which clients to list Al chent C A
39. p 4 Connect to the NHRPL database by using Setup skip this step if you ve put the NHRPL database in the default location C Program Files Pumpkin 5 Import the NHRPL tariffs for your practice type 6 Fill in your practice details using the Setup gt My Practice Details form 7 Get your first batch of treatments in order and identify referring doctors medical aids client details hospitals and any locums involved 8 On the Data Input tab enter any new referring doctors and medical aids if they re not already there 9 On the Lookup Tables tab enter any treatment codes modifiers hospitals ICD10 codes and locums you need the treatment codes and modifiers will already be there and should not need modification unless you want to charge different rates the Modifier Factor will need to be changed by yourself see Section 2 6 2 Make sure that the treatment codes you use are marked as active 10 Now fill in the Clients Details on the Data Input tab 11 Once all the above is done you can start with the routine of entering treatment details It s a bit of a schlep to get started having to enter all the setup data but thereafter it s easy 12 Produce your statements monthly from the Statements tab 13 Pay your locums through the Locums tab 14 Keep a track of how things are going with the Tracking tab OT Page 39 of 39
40. ration form f 2 Once you have registered the form will not come up again The licence number is related to the individual computer the application is installed on so if you give a copy to someone else they will first need to get a licence number from me There s nothing sinister in this just want to know where the app is traveling to Once you have successfully registered you will be faced with the following screen which shows the Main Menu The first thing you need to do is set up your personal details banking details practice name telephone address etc and also import the NHRPL tariffs to the database if you use NHRPL rates Thereafter we will work through the functions of the four tabs on the Main Menu namely Data Input Statements Lookup Tables Tracking and Locum Pumpkin Software Main Menu Data input Statements Lookup Tables Tracking Locum Utilities Form Treatment details a Form Client details Form Medical aid details Form Referring doctor details Quit Figure 8 Main menu Page 11 of 39 Pumpkin Software 2 2 1 Using the Application on Multiple Computers You may wish to use the application on your desktop at work laptop at home and if that has a problem maybe your spouses desktop at home too Since the licence key is tied to a specific machine you will need to get a licence key from me for
41. rs the data to that field Unlike MS Word or Excel you do not have to save anything when you move out of the record the data Is saved 1 4 1 Navigation in Access The picture below shows the navigation buttons seen on the forms and explains their functions Note that record number 15 will not always be record number 15 it depends on how the records are sorted For instance in the list apple banana cherry the word apple is the first record but if you sort the list backwards then cherry will be first in the list Page 6 of 39 Pumpkin Software O34 Eoevort Alicia Lee TOPMED 900001 0365 Engelbrecht Jan Daniel PAMATE Last update 21 Dec 2005 3 04 Record I4 d 15 OF RL IR of 71 love to new record Move to first Currently record 15 of 21 Move to next Move to last record is being displayed record record Figure 2 Navigation buttons on a form 1 4 2 Finding and Filtering If you wish to find a particular client ID name doctor then click in the field of the form you wish to search and then click the Find button Type in the text you are looking for in the Find what field and then click Find first Be careful to pay attention to the other options in the dialog box if your search is not yielding the results you expected Wildcards can be used Filtering is different from finding in that filtering produces a shortened list that only contains records meet
42. s application was originally constructed for the management of client patient accounts for an occupational therapy practice written for MS Access97 and was subsequently extended to include physiotherapy From v 7 x onwards many other practice types are catered for Although based on MSAccess the user does not need to buy Access as the necessary runtime files are packaged with this application hence why the installation package is so big There is no electronic data transfer through EDI and all statements are intended to be mailed through the normal snail mail postal services or you could email them This application is intended for use by the small practitioner and as you get bigger you may find the posting of statements an annoyance and an unacceptable cost All that said the system is well suited to the small practitioner and will enable you to manage your accounts yourself not simply by sending out statements but also by tracking who owes what for how long and how your business is performing in terms of services rendered vs income and tax summaries Facilities to manage locums are also included as is basic ICD10 functionality Items that are considered important for the success of the system are highlighted M by a symbol as shown opposite 1 1 WHAT S NEW IN VERSION 7 0 The main difference is the ability to archive old records The website lists the incremental changes http www krugs co za PumpkinSystems PumpkinPMS htm 1 2 CONDITIONS
43. s only then click the Between dates radio button fill in the dates and then Preview Now 2 5 4 E Mailing Statements There are a number of potential ways that this could be done e Exporting the reports statements in snp snapshot format Good quality output but this requires the user to have the full Access installation and the recipient to have a Snapshot reader available free at http Awww microsoft com downloads details aspx Familyld B 73DF33F 6D74 423D 82 74 8B 7E6313EDFB amp displaylang en To use this method choose File gt Export Page 25 of 39 Pumpkin Software when previewing the statements and then attach the resulting file to your email as normal e When previewing statements clicking Tools gt Office Links will produce an rit file readable in Word or any other package but the formatting gets messed up a bit It s readable but not pretty The rtf file can also be attached to an email as normal Also a feature only available if you have the full retail version of Access installed e My recommended solution is to create a pdf You don t need to buy Adobe Acrobat for this there are a number of free pdf creation tools available on the web such as PrimoPDF www primopdf com or PDFCreator http sourceforge net projects pdtcreator or BullZip http Awww bullZip com 2 6 LOOKUP TABLES Lookup Tables are all about lists of treatment codes modifiers hospitals and locums that are needed to enter dat
44. setup of treatment modalities You may find that you frequently use certain groups of modalities and that it is tedious to enter them all one by one To ease this burden the user may define a batch of frequently used modalities and submit them all in one go Start by giving the batch a meaningful name that you will recognize later and then add the modalities to that batch Take careful note that each tariff structure has its own rates Discovery is different from NHRPL so when you set up a batch that batch must be for a specific tariff structure You will therefore need to set up one batch for the NHRPL structure and exactly the same one for Discovery In terms of giving the batch a meaningful name therefore a recommended name would be Spinal1 NHRPL 72401 72303 08 72310 08 72501 for the NHRPL tariff structure and Spinal1 Discovery 72401 72303 08 72310 08 72501 for the Discovery tariff structure og Page 27 of 39 Pumpkin Software Spinal1 is used in this example because you may have a Spinal2 for a different batch of modalities Call it whatever you want you will just need to be able to recognize the name when you use it later see Section 2 4 4 for guidance on how to apply this feature Pumpkin Software Batch Data Entry Form Use this Form to set up a batch of modalities that are used regularly Once you have set it up you can select the batch number when entering treatment details and all the modali
45. the client then the database uses the principal members name as the addresee The Comments field is for your own information only and does not appear on any statements Messages for clients can be printed on the statement and the relevant text should be entered in the Message box There is another utility available when statements are being prepared to send the same message to all a particular medical aids clients this will be discussed later Choose the tariff structure that applies to the client NHRPL COID Private rates Discovery or whatever other tariff structures you have defined OT Page 17 of 39 Pumpkin Software The sub form at the bottom of the form is dead in the sense that no data can be changed it is there for your convenience only so that you can quickly scroll up and down to see your list of clients Double click on any ClientRef below the pink label to jump to that record in the editable area lf treatment data for this client has been archived then the tickbox in the lower right will indicate such fClientDetails Client Data Entry Form Bef reson fof ret m age Chenthet 0752 DUR 05 12 1964 Postal Address Barrettstraat 1234 Mail To client Uueenzswood Client ame Vorster Paul 0186 C Client Client ID No 641205 5040 084 CG Medical Aid O Both Medid ID MEDSCHEME Tel Cell H 012 333 4861 Clientkied idM o 0026867 p Eh Active Principal ember Mm Paul Phillipus Vorster E m
46. ties are submitted together in one go BatchIc Description Spinall NHRPL 72401 7303 08 72310 08 72501 Tariff NHRPL wei Structure Add treatment codes to the batch TreatCode 72401 w Modifies wll wl wll wel Base rate Multipliers a a Description Spinal manipulation mobilisatonimmobilisatior Debits Ar230 TreatCode 72303 w Modiiefs 0008 wl M wll wel Base rate Multipliers 050 100 100 100 Description Myofacial release sott tissue mobilisation se Debits R42 50 Record ID d i cit oF 1 2 6 3 Form Edit list of treatment code modifiers The information about the modifiers came from the NHRPL database at setup time Section 2 3 1 The Factor however is not supplied in the NHRPL database and AN needs to be inserted by yourself The default value is 1 00 See examples in the figure below Page 28 of 39 Pumpkin Software B fTreatCodeModifiers Treatment Code Modifier Form el delete New tech Code OOS Modifier 153 of the relevant rate to be Related Where a practitioner uses Description deducted where equipment used is equipment which i not owned not owned by the practitioner by that practitioner a reduction of 154 of the relevant rate will be applicable Modifier 0003 must be quoted when this rule ts applied Factor soccer Description Factor A ggg Appointment not kept 1 00 UU 15 of the relevant rate to be deducted where equipment used sn
47. ure you have just entered the medical aid payment as a code 1 so this is the current record Now in the View Client Balance form double click all the TreatDates that the medical aid has paid for and the date will be inserted in the description field Should you wish to you can also indicate a particular modality as paid by ticking off the box to the right of the modifiers Red items are Batch entry of multiple Close the Open the Open the Client Find a record Deletes the mandatary modalities in ane go form Client Details Details Tom first make sure entire record form and see filtered for the your cursor is in Enter either the Ref or the all clients current Client the field you are Add a new Name the other will update Ref searching record Diagnosis defaults SEN to the last entered Refresh the diagnosis for the fireatDetails form EEZ Data Entry Form selected client but you can enter anything you want 195 Jreatio f Unique identifier Client O02 y Potgieter Annette v for this treatment Diagnosis G44 Tension type headache session Access the list of 3 ai a ICD codes TreatDiate El 05 04 2006 Cam C pm Git ate TreatCode 72302 w Modifier s K sell A g se C Paid Optional Time of Base rate updates Base rate 42 30 Multipliers mo 100 J day of treatment eave ay Description ke mee i a when a Treat d g k Code is chosen l SNE hut
48. urie Fiona MEDIHELF Koch Heinrich Mokone Lucas Botha 4brahamina Wilhelmina VW Smith Marne Joan MEDIHELP Serfontein Nicolaas Francois DISCOVERY Mehlape Teresa DISCOVERY Van Heerden Johanna Magdalen DISCOVERY L O L E O L O O Select the clients to print Select the statement date to apply Select all active clients Select this medical aid gt gt D 0770172006 Deselect all Selected records 5 Update Now Figure 21 Updating the statement date 2 5 1 3 ICD Codes on the Statements The ICD codes appear on each line of the statement excluding the text description and a summary list appears at the top of the statement which includes the text description If you do not wish for this summary list to appear you can switch it on or off for all clients via the setup screen or for individual clients via the Client Details screen think it s actually illegal anyway to show the ICD10 description An example of what the statement looks like with the summary list included is shown below with the ICD codes highlighted Page 24 of 39 Pumpkin Software z E ee od ee i t igp el rg oe er ii E ee Client Re No A Client Mane We Whey Client ID No P Medica Aid e Medica Aid Mo mi Principal Member Hi ete AN ol Med Aid Auth No Referred By Fr o D Hospital b cm wb Statement Date 03 07 2006 ICD1Os onthis Stnt S72 Femur fracture Sr 2 OO O0 50 1 F
49. ype and the year edition of the tariffs you want to use Note that some practice types in the NHRPL database do not have any associated tariffs so the year edition may be blank 6 Click the Import button to import only those tariffs relevant to you Note When you import new tariffs then the old tariffs with a code length more than 3 characters are deleted This assumes that NHRPL codes are more than 3 characters in length and any of your own custom codes are 3 characters or less Before they are deleted however they are first copied to a table called tlreatCodes_old just for backup 2 3 1 1 Connecting to the Pumpkin Database Under normal circumstances you should not need to do this Normal circumstances would be when PumpkinPMS is installed in the default location C Program Files Pumpkin If you have moved the application to some other location then it needs to know where the data is This situation is described further in Section 2 2 1 Click on the Pumpkin Connect button and browse for the Pumpkin database a file called PumpkinPMS_data mdb Select the file and click Open The application now knows where to find the data again OT Page 14 of 39 Pumpkin Software Locate Pumpkin data File Look in gt Pumpkin MM co lal Louise Data mdb 4 NHRPL 2006_06 mdb Recent lal PumpkinP MS mdb lal PumpkinPMS_archive mdb E lal PurmpkinP MS deta Desktop Mu Documenta zc Mu Computer a File na

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