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PM/2 for Windows User`s Manual

1. Click OK to confirm the addition to the file or Cancel to abandon it Referral source file deleting entries Deletes the current item from the file Using with extreme caution as it renders undefined any reference to the item in any other database Referral source file printing PM 2 for Windows Two different reports Summary and Detail can be selected for printing via this dialog window The Summary Report which is the default is a columnar report listing code number name address and telephone number for each source in your Referral Source file User s Manual Page 148 PM 2 for Windows Type of report desired The Detail Report is a paragraph style report which shows all of the above data plus drug registration license UPIN Blue Cross and Medicaid numbers and up to ten fields of user defined data for each source in your Referral source file Select the report you desire by clicking the appropriate option then click the OK button Or click Cancel to cancel production of the report and return to the Referral source file browse window The Summary Report for this heading lists the data one line per record Some fields are omitted for reasons of space The Detail report presents the data in paragraph form with no fields omitted If your database is large we suggest using the Preview feature before printing for the Detail reports get quite lengthy User s Manual Page 149 Report Destination window
2. Jo Overdue notices when applicable Global billing message User s Manual Page 53 Billings breakdown of by insurance carrier PM 2 for Windows Purpose Show how your billings break down among the different insurance carriers Menu selections Reports billings _ by primary insurance carrier Accelerator key Ctrl F6 This report presents your billings for any chosen period broken down according to the listed Primary Insurance carrier The default reporting period is the previous month but this can be altered at the user s discretion The report is activated with a standard Report Date Range Dialog box as shown below Breakdown of Billings by 1 Insurance Carrier _ Of x oror and as with all reports in PM 2 for Windows can be directed to either printer screen preview or a file with a standard Report Destination dialog box as shown below Report destination User s Manual Page 54 Related topics Report Date Range dialog box Report Destination dialog box Billings breakdown of by month of service PM 2 for Windows Purpose Present monthly totals of billings for any range of months Menu selections Reports billings by month of service Accelerator key Ctrl F7 This report presents your billings for any chosen period broken down according to the calendar month in which the service was rendered The default reporting period is the previous calend
3. On this tab of the Patient Database window you record each managed care authorization received on behalf of the patient including as applicable authorization dates numbers expiration dates the clinician authorized to render services the specific service authorized by CPT4 code and the number of episodes of such service visits that have been authorized To add or delete records to the managed care file for the present patient click the indicated buttons at the top of the window When you are finished making your changes click the OK button to exit from this window User s Manual Page 116 Managed care authorizations entering new Click the Add New Approval button on the Managed Care Window see previous section to bring up a template for a new managed care authorization for this patient Record new managed care authorization Oi x Date of Authorization Authorized Authorization authorization clinician valid thru fi 172871999 g E ff 0272672000 EJ No of visits Procedure code authorized OK m a Koce o mu H w NA Multiple concurrent authorizations are allowed to cover the case where the managed care organization authorizes for example an initial consultation at one rate with one clinician followed by ongoing treatment sessions at a lower rate with another clinician Miscellaneous charges posting of PM 2 for Windows Each of the data fields on this window should be completed when posting
4. Diagnosis ICD9 Once entered new diagnoses are merged into the diagnosis file and can be used just like diagnoses supplied with the original file The diagnoses entered on this window stay with the patient until modified Thus they will come up by default on each visit that is posted but like all defaults in PM 2 can be User s Manual Page 91 overridden as needed for specific individual visits For example you may be treating a patient with a chronic diagnosis but a particular service may be related to a transitory acute problem in such a case it is more accurate and may enhance reimbursement opportunities to cite the acute diagnosis Dunning messages See description under Billing Format Options page 49 above PM 2 for Windows User s Manual Page 92 Earnings Breakdown of by insurance carrier Purpose Analyze practice earnings according to type of insurance Menu selections Reports earnings by insurance carrier Accelerator key Ctri F8 Sample output of this report PM 2 for Windows Demonstration System Breakdown of Insurance Payments Received by Carrier 06 01 97 06 30 97 Typa of Service Na of necurrences Mean fee Tatal BC BS of NJ 3 352 34 1060 12 xact Medicare Svcs 5 31E 33 1294 55 Total 8 331 63 2654 67 Note that this report presents actual moneys earned not amounts billed out Related topic Billings breakdown of by insurance carrier Earnings breakdown of by p
5. a debit adjustment works in the opposite direction Use a visit code or a miscellaneous charge code to post a charge for a specific service or event Each charge type has a 2 character svctype code which is assigned by the system for internal use and a narrative description which is used on patient statements and reports CPT4 codes and modifiers do not apply to debit adjustments because they are not professional services in nature Debit adjustment is the only element in the Debit Adjustment Code file as PM 2 is shipped You are not limited to these codes but may add new codes to the list at any time by clicking the Insert toolbar button or by selecting Insert on the Edit menu to insert a new code When you do so a template will come up with the next available svctype code already entered you need enter only the narrative description Unused codes may be deleted by pressing the Delete button or by using the Delete menu option on the Edit menu User s Manual Page 65 However you will not be permitted to delete codes under which visits have been recorded for this would result in an undefined code error condition when such visits are encountered in the transaction data file KKE You can use the Arrow toolbar buttons or their equivalents on the Edit menu to quickly navigate through the file which is presented in alphabetical order according to the Description field You can obtain a printout of the file by clicki
6. individual visits For example you may be treating a patient with a chronic diagnosis but a particular service may be related to a transitory acute problem in such a case it is more accurate and may enhance reimbursement opportunities to cite the acute diagnosis User s Manual Page 90 Diagnosis window ICD 9 PM 2 for Windows Purpose Display the ICD 9 diagnosis for a given patient Menu selections Details ICD 9 diagnosis Accelerator key Ctr G This window is used for entering the clinical diagnoses on a specific patient To browse or modify the master diagnosis files see the Diagnosis file window DSM4 or the Diagnosis file window ICD9 Patient Data Select Patient ICD 9 Diagnosis Doe John Primary 295 60 Residual schizophrenia unspec 295 60 Residual schizophrenia unspec Secondary 295 61 Residual schizophrenia subchrc 295 62 Residual schizophrenia chronic Tertiary 295 63 Residual schizophrenia subchre 295 64 Residual schizophrenia chronic nnar or m Up to three diagnoses in ICD9 coding can be entered on this window primary secondary or tertiary You can type in the diagnosis or click the arrow icon at the right hand end of the diagnosis field which causes a numerically sorted listing of the diagnosis codes to pop up Only diagnoses presently on file can be selected via this window To add a new diagnosis to the ICD9 diagnosis file make the following menu selections File Clinical
7. patient s homes day treatment programs etc Since billing may be different for each of these sites each site must be defined for the system Step 1 Click File on the menu bar and then Service Locations on the File Menu This brings up the empty Service Locations browse window Step 2 Look at the toolbar on the browse window identify the little blue Insert button and click it to bring up the Add New Service Location window Step 3 Now type in the name and details for one of your service locations Step 4 Click OK when you are satisfied with the new location carrier information Notice how it is immediately transferred to the table of locations in the browser Repeat the process for as many sites as you have in the practice User s Manual Page 19 PM 2 for Windows User s Manual Page 20 Tutorial 4 Entering your referral sources PM 2 for Windows Learning goals for this tutorial e Reinforce the skills acquired in the previous tutorial e Get your referral sources on board In this lesson we are going to get your referral sources into the system while making you an expert in adding data to a browse window in PM 2 for Windows It is important to have a file of referral sources in PM 2 both for marketing purposes the system enables you to track earnings derived from each source of referrals and for proper completion of insurance claim forms claims for consultative services filed with Medicare and some othe
8. the F2 key Step 4 Examine the User Identification window Notice that it has three parts e A toolbar This is a series of pictorial icons just under the title bar of the window These provide alternatives to certain menu options We re going to ignore the toolbar in this particular tutorial e A set of data entry fields These are spaces into which information can be typed checked off or selected from pre determined lists e Two action buttons marked OK and Cancel These buttons have essentially the same meaning in all Windows applications click OK to save data Cancel to discard it Step 5 Type in the name address etc of the practice This may be simply the name degree and office location of the professional owner e g John Wingate Doe MD PhD Or it may be a business name e g Park East Clinic even if Dr Doe is the sole practitioner in the clinic If two or more professionals are sharing the software in a loose arrangement that does not constitute a formal group practice you can enter something like Drs Green and Brown or Green Brown Redd et al The names and details of the individual providers will be entered later Enter as much of the information called for on this window as possible leave blank any fields that do not apply Step 6 Click OK when you are completely satisfied with the contents of the field click the OK button in the lower right hand corner If you wish to disca
9. your entire computer by clicking the folder list at the right The only restriction is that the document to be imported should be in straight text format to avoid importing unintelligible word processor codes You can get around this problem by using the cut and paste approach see below Once you have selected your document its contents will automatically be transferred to the text area of the Enter Progress Notes window Cut and paste Open your Windows based word processor Word Wordperfect for Windows AmiPro etc copy some text to the clipboard and use the paste button in PM 2 for Windows to insert in into the progress notes The following sequence of screen shots illustrates the process in Microsoft Word User s Manual Page 140 PM 2 for Windows Highlighting the text in Word Microsoft word wi w File Edit View Insert Format Tools Table Window Help Di ta alls Noma E Times Ne Copies the selection and puts it on the Clipboard Click and drag the mouse over the entire desired area of text then click the Copy button as shown Then return to PM 2 and paste the text Write new progress note Doe John Akflazjf alskj asfazd fals kfj sadlkf sadlkf saldk fsadk fs alkdfjsad f ls aslkfj a fla ksfj aslkjf aslkf asdzif aszdlkf asldfjasikf aslzkfj sadlkfj sc zsaldkfjszdla fsaslfj afzlakfj asik f a sfka s flkasji salkfj sald f klsad f by clicking the Paste button The pasted text may be kept as is or
10. PATIENTS CSV to the My Documents folder This file can be read directly into the Palm Desktop s Address Book by clicking File Import and selecting PATIENTS CSV from the default file list Accept all of the import defaults then place your Palm Pilot in its cradle and press the HotSync button to copy the new information into the handheld device It s that simple And the process can be repeated as often as you wish to bring in updated versions of your patient list Here is a view of the Import window of the Palm Desktop with the critical areas highlighted k Palm Desktop File Edit View Tools HotSync Help BS Hiel a Use x Look in My Documents X Sl eH Jez Comma Separated csv tx Note the file name patients csv which will pop right into view after you select the comma separated values option at the bottom of the window Just highlight patients csv and click Open to complete the import User s Manual Page 167 Xx 0UzZzmuv gt admi BL lulu 2 0 PM 2 for Windows User s Manual Page 168 Appendix D Databases and Data Field Names City tier tier tier tier tier tier adjus adjus adjus adjus adjus adjus adjus chmpb chmpb chmpg chmpg cityname textl nvis cpt4 text2 copayamt copaypct t pt_no t post_date t adj_date t categ t insco t amount t remarks rn brn_code rn brn_text rd spon_code rd spon_text daysheet categ daysheet con_char
11. When is my next appointment click the Lookup button The system will search through the entire database of previously saved appointments until it either finds the next scheduled appointment for this patient or reaches the end of the file Either way the User s Manual Page 37 PM 2 for Windows system will advise you of the outcome in a message box If you see a significant number of patients on a regular weekly basis you will find the calendars template capability very useful The template facilitates the entry of standing or recurring weekly appointments by letting you fill in the calendar for one typical week then click the Save to Template button The week thus saved becomes a template for future weeks meaning that before you schedule anybody for the future you can click the Fill from Template button and the standing appointments are filled in on your new calendar page Only the changes e g patient vacations need to be entered on the specific week when they occur Since the template remains the same until it is revised the regular appointment will show up again on the week following the cancelled appointment You can also post the appointments shown on a given calendar page directly to each patient s account by clicking the Post button This is a convenient alternative for solo practices operating without secretarial help in which appointment data will typically be posted in weekly or monthly batches in arrears ra
12. a miscellaneous charge to the patient s account The transaction date field refers to the date of the actual charge not the posting date The description field has a downward pointing arrow at the right Click this icon if you wish to see the various types of Miscellaneous Charges that have been defined in your system User s Manual Page 117 PM 2 for Windows Miscellaneous charges posting Ele x n s 1 NEA s Kuj gm Please note that the Clinician and Service Location fields will be dimmed out inaccessible when there are fewer than two entries in the Clinician and Service Location databases respectively because the user does not have a choice to make when the database is empty or contains only one entry As usual click OK to confirm your selections and post the data or Cancel to abandon the data on this window User s Manual Page 118 OK Button PM 2 for Windows On Data Windows such as Patient pacz the OK Button causes all edits on the window to be saved then closes the window and returns the user to the previously active window if any or to the menu system if no other windows were open On Dialog Windows such as Run Statement the OK button tells PM 2 for Windows to go ahead and produce the desired report document etc User s Manual Page 119 PM 2 for Windows User s Manual Page 120 Password system PM 2 for Windows Purpose Prevent unauthorized access to your data Menu sele
13. ces a aa v gt poi a WK WE 11 AARP Claims Unit PO Box 13999 6 Bossa Medicaid PO Box 4808 PO Box 365 PO Box 2156 KIM A scrollable listing of all of the insurance carriers that you have entered into the system To enter a new carrier click the Insert toolbar button or select Insert on the Edit menu To delete a carrier record click the Delete button or select Delete on the Edit menu Use caution in deleting records from this database however as doing so will leave undefined the Insurance Carrier ID on any patient records that have been set up with that ID User s Manual Page 103 Insurance carrier file adding new entries PM 2 for Windows Add New Insurance Carrier OF Xx Type of carrier Carrier name Medicar Address line 1 a A Panne Add line 2 opt OO ke City EEN State Zip FECAZBIk Lung C Other comm l Contact person Ce Electronic Claims Submission Claims format Fee schedule x Cancel A template for adding new companies to the Insurance Carriers file Carrier name address city state zip contact person and telephone no are self explanatory If you intent to submit claims electronically please the field for ID no for electronic claims submission This code which unfortunately is not universal but rather is assigned by each claims clearing house serves to uniquely identify the insurance carrier to the clearing house As such i
14. each episode of service The default reporting period is the previous calendar year but this can be altered at the user s discretion The report is activated with the standard Report Date Range dialog box and output can be directed to User s Manual Page 56 printer screen preview or disk file with the standard Report Destination dialog box Related topics Report Date Range dialog box Report Destination dialog box Billings breakdown of by referral source PM 2 for Windows Purpose Show amounts billed out for each referral source listed in the Referral Sources file Menu selections Reports billings by source of referral Accelerator key Ctrl F5 This report presents your billings for any chosen period broken down according to the source of referral for the patient under treatment The default reporting period is the previous month but this can be altered at the user s discretion The report is activated with the standard Report Date Range dialog box and output can be directed to printer screen preview or disk file with the standard Report Destination dialog box Related topics Report Date Range dialog box Report Destination dialog box User s Manual Page 57 Billings breakdown of by type of service Purpose Show amounts billed out for each referral source listed in the Referral Sources file Menu selections Reports billings by type of service Accelerator key Ctrl F2 This report present
15. edited as if you had just typed it in manually User s Manual Page 141 Progress notes printing of PM 2 for Windows All notes since 06721 197 C Only notes between or 201 80 and 07721 97 When you click the Print toolbar button on the Review Progress Notes window see Progress notes reviewing this window comes up before the notes are printed It gives you a chance to specify just which notes you wish to have printed out all notes on the patient all notes written since a certain date or only notes written between specific inclusive dates The default is all notes Click the OK button to proceed with the printout or Cancel if you change your mind about the print request User s Manual Page 142 Progress notes selecting for printing Select Notes for Printing Doe John Ioj Xx i er O orto All notes since fori 4 97 Only notes between or 01 80 and 0871 3797 K conc When you click the Print toolbar button on the Progress Notes browse window you are given the above illustrated choice of which notes to print all all since a given date or notes between to inclusive given dates Provider roster Purpose Browse and update the provider data for your practice Menu selections File Provider roster Accelerator key Ctrl F8 A standard PM 2 for Windows browse window in this case a tabular display of the providers comprising your practice with all of the data such as names license and id
16. entry fields of the Adjustment Window Adj date the as of date of the adjustment This does not have to be the same as the date on which you are posting the adjustment Adj amt the dollar amount to be adjusted off the User s Manual Page 46 patient s account Type of adjustment a scrollable list of all defined Adjustment types appears in this window Select the type most appropriate for the transaction you are posting Method of application First in first out FIFO application means that dollars adjusted off are applied first to the oldest outstanding balances Custom posting means that you will specify how much of the adjustment amount is to be allocated to each open visit in the right hand side of the window This area of the window is used for custom application instructions for this adjustment All visits with outstanding balances and the amounts of such balances are shown in this part of the window and you may specify exactly how much of the total adjustment is to be applied to each visit An error message will be received if the individual application amounts does not add up to the total amount being posted Appointment scheduling PM 2 for Windows Purpose Schedule future patient and other appointments Menu selections Files appointment scheduling Accelerator Key F5 The PM 2 for Windows Appointment Calendar displays appointments for a week at a time seven days per week In mul
17. for Windows Learning goal for this tutorial e Learn how to run off a patient bill in PM 2 for Windows e Learn how to use the Report Destination window to preview print and file reports Once you have entered the Patient Demographic data and the visit and payment data in the previous tutorials running off a patient statement bill is a snap Just click Billing on the menu bar then Run Single Statement on the billing menu or use the Shift F2 accelerator key combination and select the patient for whom you want to generate a statement On the Run Statement window the opening and closing dates of the statement period will appear These dates default to the first and last days of last month as determined by the computer s internal clock and may have to be adjusted so that they include the dates of the sample data you have entered in the previous tutorials When you have the dates in place click OK to bring up the Report Destination window The Report Destination window gives you five options as to where your printout should go We ll only look at the first two in this tutorial you can Print the report immediately or you can Preview it on screen and then print it if is satisfactory The remaining options are for users wishing to save the printout to disk for later printing and for customization of the printout format an advanced topic Print out your sample statement either from the Report Destination window or from the pr
18. insco insco insco insco insco insco insco insco insco insco insco insur insur insur insur insur insur insur insur insur insur insur insur insur insur insur insur insur insur insur insur insur insur insur insur insur insur offtel hometel celltel pager pharmtel othertel ssn sex dob remarks seq relation XA UZMUU gt xcode xname inscono name addl add2 city state zip claimsrep hmo phone idno format feesched instype print_flag ed no ed seq ed title ed first ed mi ed suffix ed last ed addl ed add2 ed hometel ed offtel ed ssn ed sex ed dob ed city ed state ed zip ed carrier ed idno ed groupname ed groupno ed signaturel ed signature2 ed employer ed emplyraddl ed emplyradd2 Page 169 XA UZMUU gt insured champbrnch insured champnonav insured champgrade insured champstats insured sigldate insured sig2date insured reln insured eff_date insured deductible insured copayl insured nvisl insured visittypel insured docl insured copay2 insured nvis2 insured visittype2 insured doc2 insured copay3 insured nvis3 insured visittype3 insured doc3 insured copay4 insured nvis4 insured visittype4 insured doc4 insured dollarcap insured copaytype insured copaypctl insured copaypct2 insured copaypct3 insured copaypct4 insured sigsource insured assignment lab pt_no lab lab_date lab value lab hi lab lo lab test_name loc
19. periodic maintenance The Reindex option allows you to perform such maintenance either on a scheduled preventive basis or as needed if the system ever fails to retrieve information you know to be stored in it Reindexing requires exclusive access to the databases Therefore you should a shut down all other windows of PM 2 b log out any other network users of PM 2 and c close any other applications which are accessing PM 2 s database or index files prior to running this option In normal operation the name of each file being reindexed will show on the window as the operation is taking place Please take note of any messages received during the reindex operation These may indicate failure of the reindex on one or more files and should not be ignored Repeat steps a through c above if the problem persists contact Technical Support User s Manual Page 83 Date of service Daysheet PM 2 for Windows The date on which a service was actually rendered Related topics Posting date Purpose Post visits and or payments to patient accounts Menu selections Files Financials Daysheet Accelerator key F10 The Daysheet is a window for the entry of visits or payments transactions by one or more patients which do not necessarily have to occur all on the same date Simply type in the date of the transaction and first few letters of the name of the patient the name will be verified against patient names on file
20. result tracking Additional features provide for production of mailing labels and related stationery items backing up and restoring data to and from diskettes and extensive printed reports from many windows Complete DDE functionality Direct Data Exchange enables data to be shared with all other Windows applications and the Clipboard facilitates User s Manual Page 5 transfer of formatted text from your favorite Windows based word processor Hardware requirements PM 2 for Windows requires a Pentium 166 or faster PC equipped with a minimum of 32 MB of RAM Approximately 50 MB of free hard disk space is also required Microsoft Windows 98 or Windows 95 is required PM 2 for Windows can run on any video display and printer which is supported by Windows Please note that PM 2 for Windows can run on computers which do not meet the above minimum specifications but performance may be too slow for satisfactory results The same applies to Windows emulation products for the Apple Macintosh computer Installing PM 2 for Windows on your computer PM 2 for Windows To install PM 2 for Windows just open the sealed envelope and insert the CD ROM into the CD or DVD drive of your computer The Setup program will normally start by itself If it does not click the My Computer icon at the upper left hand corner of your screen then click the icon for your CD drive and then the Setup icon to begin the installation process User s M
21. send in for updates to your PM 2 system PM 2 for Windows User s Manual Page 75 Copayments PM 2 for Windows Add a new Visit code ZES FALI 2 Internal code for this transaction type JAA Narrative description CPT 4 Modifier 1 EM Modifier 2 EM EJ Please note that the transaction code shown as AC on the illustration above is only used internally by the system and is provided for informational purposes only This is the code by which the system references your transactions internally but you do not need to know or select these codes Each time you add a transaction code the next available digraph is chosen and displayed but is not modifiable by the user Please enter CPT 4 and modifier codes for your new service definition if applicable see the discussion of these items on the Codes visit window Help screen Related topics Codes visit Purpose Record copayment information for determining patient vs Insurance responsibility in billing Menu selections Details copay deductible Note The Details menu is only visible when the patient demographics window is being displayed on screen User s Manual Page 76 r Copayment calculation method Not applicable self pay Fixed dollar amount per visit specify s 0 00 C Fixed percentage per visit specify 0 00 Tiered depends on service type Tiered depends on no of visits Copayments are amounts due f
22. sent to the carrier on an annual basis Please note though that if a Medicare carrier is not currently utilizing OCR equipment but decides to use it in the future the Medicare carrier may require providers and suppliers at that time to submit Form HCFA 1500s using OCR processable forms Please contact your local Medicare carrier and ask them whether or not they accept black amp white copies of Form HCFA 1500 To assist you some of our carriers have provided us with this information below If they do accept black amp white copies ask them for details regarding the certification statement If you do not know the phone number of your local Medicare carrier go to http www hcfa gov regions default htm and click on the state you reside in PM 2 for Windows User s Manual Page 173 Accept As long as it is legible and both sides of pes piore os SARNARA e E are copied on a single double sided sheet of 7 Transamerica Occidental California National Heritage Insurance Company No NHIC SS a W KO Delaware BC BS of Texas Yes ink must be dark enough to microfilm f Will Accept Black amp White Form for Flu Georgia _ BOBSoGeoga No SSCS idaho CIGNA No As long as it is legible and both sides of Kentucky BC BS of Kentucky Yes form are copied on a single double sided sheet of paper s BC BS of ARK and As long as it is legible and both sides of Louisiana LA Yes form are copied on a single double side
23. system defaults but for learning purposes let s go over the content of this important window field by field e Date of service not necessarily the same as the date of posting which is the default Correct this if necessary e CPT4 code the service code for the visit you are posting Will default to the primary Fee Override code on Demographics 4 if any e Treating clinician will default to the provider named in Demographics I for this patient e Place of service will default to the usual place of service named in Demographics III User s Manual Page 27 PM 2 for Windows e Primary diagnosis will default to primary diagnosis shown on the DSM tab if any e Fee standard will default to the override fee on Demographics IV if any or to the default fee for this patient s insurance coverage for the service selected under CPT4 code on this window if there is no override If the fee schedule is blank then this field will be initially blank as well Enter the applicable fee for this service e Fee discounted if you are billing at a nominal rate of say 100 00 for a given service but you know that this patient s managed care or Medicare coverage will reduce the fee to some maximum allowable level say 86 23 enter that amount here e Copayment will pop in automatically if you have entered a copayment rule on copay deductibles In the case of self pay patients all three of these fee fields are identic
24. table of patient names addresses etc as well as the Patient last name field at the top Once you have entered one or more patients into the system these two parts of the window will provide you with methods for calling up patient records Notice also the OK Cancel Help and Register New Patient buttons at the right These are action buttons which we ve already seen on the browse windows Since you do not yet have any patients in the system you ll want to click Register New Patient This brings up the multi part Patient Demographics window Notice the tabs along the top of the Patient Demographics window but don t click any of them yet You must first fill in the basics on Demographics I before wandering through the tabs to fill in other information as needed Each of the tabs on the Patient Demographics window has its own detailed Help screen which is activated by clicking the Help button at the right Read each Help screen to clarify specific issues with each tab User s Manual Page 23 PM 2 for Windows At this stage we ll focus on just 3 of the many tabs on this window Demographics I Insured Party I and Copay deductible Demographics I there is nothing challenging here just patient name address and telephone number type information Fill in or make up if you are using fictitious data for practice purposes as much as you can then click OK You ll return to the Patient Selection window but now yo
25. technical information and updates to this documentation e Managed care tracking enter the number of sessions allocated by the managed care company and the system will track visits remaining in the allocation this Manual pg 113 e Guarantors other than patient or insured party the system can address bills to one or two responsible parties who can be individuals other than the patient and the insured party pg 97 e ICD or DSM diagnoses you can use either diagnostic system and add codes to the system at any time pg 85 e The Daysheet an alternative method of posting which allows you to enter multiple transactions without bringing up each patient ledger one by one pg 80 e Prescriptions and Lab Results write and record medication prescriptions and record laboratory results where medically relevant pg 134 e The PM 2 Clinical Planner generate full scale clinical treatment plans with this optional add on feature of PM 2 for Windows see the separate PM 2 Clinical Planner User s Manual e Fee schedules the system can hold up to ten alternate fee schedules for use where you have negotiated multiple managed care contracts or are required by law to charge specified fees for various classes of patients e g Medicare Medicaid this Manual pg 93 e Alternate statement formats The Billing Menu provides a choice between Simple and Detailed User s Manual Page 41 PM 2 for Windows statement formats dependin
26. the appropriate tab on the main demographics window User s Manual Page 127 Patient demographics part 1 Purpose Record and display basic patient identifying data Menu selections File Patient Accelerator key F3 This is the master Patient Demographics window This is where you enter the patient s name and address telephone numbers age sex social security number etc In multipractitioner installations you also enter the patient s primary therapist on this window This window is part of a series To move on to the next window in the series click the tab for the desired window See the illustration under the previous heading Patient demographics part 2 PM 2 for Windows Purpose Record and display additional patient identifying data This window contains dates and check boxes pertinent to the HCFA 1500 insurance claim form Dates e Onset of illness must be a specific date even if the illness is chronic Descriptive terms such as unknown or insidious may not be used User s Manual Page 128 Patient Database e Similar illness keeping in mind the pre existing condition exclusion common to many health insurance plans you are asked the approximate date of any episode of an illness suffered by the patient that is the same or similar to the present illness e Hospital admission and discharge leave blank if the patient was not admitted as a hospital inpatient during the present epis
27. the Delete button or by using the Delete menu option on the Edit menu However you will not be permitted to delete codes under which visits have been recorded for this would result in an undefined code error condition when such visits are encountered in the transaction data file You can use the Arrow toolbar buttons OCE or their equivalents on the Edit menu to quickly navigate through the file which is presented in alphabetical order according to the Description field You can obtain a printout of the file by clicking the Printer button or by clicking Print on the Edit menu Related topics Codes refund adding new Codes refund adding new PM 2 for Windows This window is activated when you click the Insert button on the Payment Codes browse window The Narrative Description field is the only one that needs to be completed on this window Enter a brief up to 30 character narrative description of the service being defined then click OK when you are satisfied with the description of your new transaction code or Cancel to abandon it User s Manual Page 73 C Codes visit PM 2 for Windows Internal code for this transaction type AA Narrative description CPT 4 N A Modifier 1 N A Modifier 2 N A Xen Before using this window please review the existing set of refund codes to make certain that the code you need is not already part of the supplied set of transaction codes Related
28. topics Payment codes Purpose Browse edit print or update the payment codes listing Menu selections Files Codes Payment Accelerator key Ctrl F2 This is PM 2 s list of defined service types Every professional service offered by your practice must be defined here Each service has a 2 character svetype code which is assigned by the system for internal use and a narrative description which is used on patient statements and reports Most services will also have a 5 digit numerical CPT 4 code listing which may have one or two modifiers appended to it for special purposes e g services rendered by a social worker in a multispecialty group to a Medicare patient User s Manual Page 74 Browse Visit Codes az 44 gt gt gt 2 GM Indiv psychother ip 20 30 mi aosa 50 ind poychohe w 450i femes G007 GA i I Gc Indiv psychother op 45 50 mi G0073 GE Indiv psychother op 75 80 mi coz Indiv ther ip E M You are not limited to the default service code listing but may Related topics Codes visit adding new Codes visit adding new This window is activated when you click the Insert button on the Visit Codes browse window Use this window to define new visit codes for your copy of PM 2 for Windows In this way you can keep up with national or regional additions to the procedural terminology manual such as the Medicare G codes which became official in 1997 without having to
29. window Three push buttons are provided at the bottom of the window The Alphabetic Sort button causes the listing to be displayed in alphabetical order This is the default User s Manual Page 85 i DSM 4 Diagnosis Listing A B 8 aaa lo ola LS 2 Code EJ 316 Specified psychological factor affecting general medical condi V62 3 Academic problem 308 3 Acute stress disorder 303 3 Adjustment disorder NOS 309 24 Adjustment disorder with anxiety The Numeric Sort button causes the listing to be displayed in numerical order The Cancel button closes the window The standard Edit menu and toolbars are functional on this window Note that the listing produced by the Print buttons sorted in the same order alphabetical or numerical as you have selected for the browse window itself as shown in the example on the following page PM 2 for Windows Demonstration System DSM 4 Diagnosis List alphal osis mic problem PM 2 for Windows User s Manual Page 86 Diagnosis file window ICD9 Purpose Display the DSM 4 diagnosis listing Menu selections Files Clinical Diagnoses DSM 4 Accelerator key Ctrl F11 A scrollable listing of the defined diagnoses and their code numbers is displayed in the main browse window Three push buttons are provided at the bottom of the window The Alphabetic Sort button causes the listing to be displayed in alphabetical order This is the default The Numer
30. you are a user of any DOS version of the Shrink program a product and trademark of MultiHealth Systems Inc you can also readily import your data into PM 2 for Windows This can be done without endangering or User s Manual Page 7 PM 2 for Windows modifying your existing Shrink data in any way The only requirement is that the DOS data set must be present on the same computer where you are running PM 2 for Windows that is you cannot run the import routine from a diskette backup of the Shrink product Before running the import utility please copy the file INSULIS2 FMT from the C PM2W folder to your Shrink data folder Then you will need to run the following 5 Shrink reports to disk NOT printer as shown below Use the system defaults when no fill in instructions are provided for a given field The insurance carrier list Select Reports Report Query Under Database File press F2 and select 2 Insurance Under Template press F2 and select INSULIS2 Under Output press F2 and select 6 File Under File type in INSULIS2 and press F10 The practice ID Select Setup Practice Setup Practitioner Reports Prac ID Under Output press F2 and select 6 File Under File type in PRACID and press F10 The patient file select Patient Reports Profile Report Account Under Output press F2 and select 6 File Under File type in PATPROF and press F10 The service codes list select Setup Practice Setup S
31. F4 PM 2 for Windows File Edit Billing Insurance Reports Forms Utilities Windows Help Fee Schedules Please do not be intimidated by the many rows and columns of this window It is simply a table which gives you the opportunity to enter a self pay fee for each defined service your standard fee schedule which applies when the patient does not have insurance coverage The window also enables you to enter up to nine additional Medicare Medicaid managed care or other fee schedules which will automatically come into play when the system determines that the patient has such coverage There will always be many blank spaces in this table for no one clinician ever needs to establish a fee for every single CPT4 service and it is rare to have as many as the ten different fee schedules for which the window has room User s Manual Page 97 If you are setting up Medicare or managed care fee schedules you must explicitly tell the system which column goes with which carrier This is done on the Insurance carrier file browsing window where there is a space for Fee Schedule in insurance carrier s row See the illustration below where the Fee Schedule column has been moved next to the carrier s name for clarity Browse insurance carrier file File menu This menu provides access to all of the databases of PM 2 Financials menu This menu option leads to a submenu with two options Patient Account Record for displa
32. PM 2 for Windows Report destination Ed Send report to File PRN format C Modify format Restore default layout X cance 4 ue Use this window to tell the system where to send the output from your report request This information is used by PM 2 s ReportPro engine in setting up your report Print Make sure your printer is ready and loaded with the appropriate type of paper before you select this option which sends the output directly to the printer If you are printing an insurance claim on preprinted forms for example make sure that the printer is loaded with these forms before clicking OK Preview This option sends the output to a special Preview window so that you can view it before deciding whether to print it out on paper The preview window has a button that enables Preview output to then be sent to the printer if desired File PRN format This option sends the output to a disk file preserving all of its formatting codes e g font selections A dialog box comes up with a proposed file name for the report file which can then be copied to the printer at a later time This option is convenient if you are using PM 2 on a laptop computer that is not connected to a printer at the time you are running a report User s Manual Page 150 Modify format Instead of sending your report to an output device this option brings up a special formatting screen that allows you to modify the layout and content of an
33. PM 2 for Windows Users Manual PM 2 for Windows User s Manual Copyright 2002 PM 2 Software Inc 285 Engle Street Englewood NJ 07631 USA 201 871 2039 http www pm2 com Table of Contents OZONE u OS OO CZ ON 5 Hardware requirements eeeeeeaaaaooooc eee ecccca 6 Installation 0 GR NO A 6 Importing data from other programs 7 Treatment Planning eeeeeeee aaa aaa cccccaa 9 Online help dc AE I 10 Work TOW aa oda ida chana cadawga nna 10 Tutorials 1 Identifying yourself to the system 12 2 Entering your insurance carrierS 1 15 3 Entering your service locations 11 17 4 Entering your referral sources 11 11 18 5 Registering a new patient 111 1 19 6 POSUNE a visit ZNA A O TRAS 23 7 Posting a Dayne acuerdo cect nen eae 25 8 Running a patient statement 1 27 9 Running a HCFA 1500 insurance claim form 29 10 Running reports waka 31 11 Using the appointment calendar 32 12 Writing progress notes a kasi b a RAK KE 35 13 Advanced topics ac in O Ai 37 Alphabetical reference guide 39 Appendices A Electronic claims submission 159 B User designed reports 2 221111 22111111 163 C Exporting data to
34. age 138 Progress notes entering new Write new progress note Doe John Write new progress note Date of note 07 20 37 Import a report template I text of new progress note goes here This is the window that comes up when you click the Insert button on the Progress Notes Review window see Progress notes reviewing It closely resembles the progress notes review window but this simple window actually provides you with three different ways of adding additional text material to your progress notes file on the given patient e Type in plain text Just click the mouse anywhere in the open text area and simply start typing There is no limitation in practical terms on how long your note can be the theoretical limit is 64 KB or approximately 17 single spaced typewritten pages e Import a document Click the template button This brings up the standard File Open Dialog box which will give you a choice of the opening any of the pre defined document templates supplied with PM 2 for Windows along with any other templates you may have written on your own PM 2 for Windows User s Manual Page 139 PM 2 for Windows Open MEJ a sel amm 0 erpm w template consult tpl aes intake tpl 1 Ej pm2w 4 template List files of type Drives Also you can go outside the list of template documents by entering the full name of any other file on your computer in the File Name field or you can browse
35. al Copay is 100 not 0 in the self pay case e Rec d today If the copay is say 10 00 and the patient has paid exactly that amount today click this box it saves having to enter the payment separately e Remarks narrative text account related of your choosing Click OK when satisfied with this data or Cancel to abandon it and start over Note that any line on the patient account record can be deleted if entered in error by highlighting it and clicking the trashcan toolbar icon Use great care in changing numbers on the account record table as careless changes may put accounts out of balance and be difficult to correct User s Manual Page 28 Tutorial 7 Posting a payment PM 2 for Windows Learning goal for this tutorial e Learn how to post a payment to the Patient Account Record Click File on the menu bar This brings up the File Menu On the File Menu click Financials which brings up the Financials sub menu On the Financials menu click Patient Account Record and select one of the patients entered on the previous tutorial This brings up the blank patient account record Again notice the row of Posting Buttons in the toolbar at the top of the Patient Account Record window Click the Pay button to post a visit This brings up the Payment Application Window The first four items on this window are largely self explanatory date amount check no and description of type of payment Fill these in fo
36. anual Page 6 Importing data from PM 2 for DOS If you are a user of the DOS version of PM 2 you can readily import your data into PM 2 for Windows This can be done without endangering or modifying your existing PM 2 for DOS data in any way The only requirement is that the DOS data set must be present on the same computer where you are running PM 2 for Windows that is you cannot run the import routine from a diskette backup of PM 2 for DOS To run the import utility just click the menu options Utilities Import Import from PM 2 for DOS The dialog box will ask you where your DOS data files are located and will prompt you with the default location which is C MGR If your data are in some other drive and or folder make the necessary changes on this window and click OK The remainder of the import procedure is fully automatic and requires no operator intervention Please carefully check over your data after the import procedure The import routine assumes that you have stored your DOS data in completely standard style so that it may be confused by such things as missing commas or non standard state abbreviations in address lines These items may require manual correction Please also be aware of the limitations of the import routine It does not bring in the following categories of data 1 managed care approvals 2 laboratory results and 3 appointment calendars Importing data from Shrink for DOS PM 2 for Windows If
37. ar year but this can be altered at the user s discretion The report is activated with the standard Report Date Range dialog box and output can be directed to printer screen preview or disk file with the standard Report Destination dialog box Related topics Report Date Range dialog box Report Destination dialog box User s Manual Page 55 Billings breakdown of by place of service Purpose Show amounts billed out for each service location listed in the Place of Service file Menu selections Reports billings by place of service Accelerator key Ctrl F4 This report presents your billings for any chosen period broken down according to the place where the service was rendered i e office hospital secondary office nursing home school etc The default reporting period is the previous month but this can be altered at the user s discretion The report is activated with the standard Report Date Range dialog box and output can be directed to printer screen preview or disk file with the standard Report Destination dialog box Related topics Report Date Range dialog box Report Destination dialog box Billings breakdown of by Provider PM 2 for Windows Purpose Present totals of billings for each clinician in the practice Menu selections Reports billings by primary Provider Accelerator key Ctrl F3 Presents your billings for any chosen period broken down according to the clinician rendering
38. ble insertion elsewhere in the same or another application Copy is different from Cut in that it does not remove the text from its original location Click the Paste button to copy the text which was placed on the Clipboard by a previous Cut or Copy command into a text field on a window A copy of the text remains on the Clipboard for possible re use elsewhere until displaced by the next Cut or Copy operation User s Manual Page 155 Clicking the Print toolbar button or the corresponding option on the Edit menu results in a printout of the file displayed in the window In the case of a browse window this will be a listing of all the records visible via the browse not just the ones visible on screen at the time the button is clicked In the case of a form view window i e one that shows detailed information about a single case such as a Patient Demographics window the Print button produces a printout of data on the particular case on view M4 44 gt gt 23 These four toolbar buttons are enabled on all windows which provide a browse view of a database that is a tabular view of all or some of the records in a database which can be scrolled up and down Patterned after the buttons on an audio or video CD or tape player these buttons move the record pointer respectively to the top of the file to the record just above the current record the previous record to the next record in the file and to the bottom of the
39. ctions Utilities Password Accelerator key Shift Alt F3 PM 2 for Windows features a password security system designed to limit access to PM 2 for Windows to authorized users Access levels Five access levels are defined in PM 2 for Windows From lowest to highest these are 1 Clerical access to posting and billing insurance claim production only 2 Clinical 1 access to progress notes prescriptions and lab result records 3 Financial individual 2 access to user s own financial reports 4 Financial group 3 access to aggregated financial reports applies to multipractitioner installations only 5 Administrator 4 access to password and access level assignment window Adding new authorized users New users can be added to the system by completing all of the fields on this window then pressing the OK button In multipractitioner installations this window includes a field labeled Clinician ID If the user is given an access level below 5 his or her access rights will be limited to data pertaining to this clinician reports will be censored so that patient or financial data of the other clinicians in the practice will not be accessible PM 2 for Windows allows you to assign passwords and access rights to an unlimited number of users User s Manual Page 121 PM 2 for Windows Each user is identified by 3 or 4 data fields User Name Password Access Level Clinician ID in multi practi
40. d sheet of paper National Heritage Maine Insurance Company No NHIC Maryland BC BS of Texas Yes Ink must be dark enough to microfilm National Heritage Massachusetts Insurance Company No NHIC Minnesota United Health Care No MN National Heritage New Hampshire Insurance Company No NHIC As long as it is legible and both sides of New Now veseo BC BS of ARK amp LA Yes form are copied on a single double sided sheet of paper As long as it is legible and both sides of New York BC BS of WNY Yes form are copied on a single double sided sheet of paper Empire Medicare Sowa a PM 2 for Windows User s Manual Page 174 Incorporated GHI circumstances Please call for details Tipes Nes North Carolina teNA No As long as it is legible and both sides of Oklahoma BC BS of ARK 8 LA Yes form are copied on a single double sided sheet of paper IXACT Medicare Pennsylvania Servi No ervices Rhode Island BC BS of Rhode iNo Island Tennessee CIGNA No Teas BC BS of Teas No National Heritage Vermont Insurance Company No NHIC PRE A ka BC BS of Texas Yes Ink must be dark enough to microfilm PM 2 for Windows User s Manual Page 175 admi BL lulu 2 0 PM 2 for Windows User s Manual Page 176 Index A Accounts receivable report 45 Accounts see Patient Account Record Adjustments posting of 46 Appointment calendar 37 38 47 B Backing up your data 51 Billing format op
41. d drag editing deleting and adding items to the selected report There is an extensive specialized on line Help system which is activated only when you are working on the template grid make liberal use of it More experienced users may wish to design reports that are entirely original In this case start by clicking Reports User designed reports Create new report and follow the report wizard through the required steps Please note that all field names in PM 2 for Windows are essentially self explanatory e g Patients first means the patient s first name doc addl means the first line of the provider s office address etc A complete list of field definitions is included in Appendix D User s Manual Page 165 XA UZMUU gt PM 2 for Windows Please note also that when you modify one of the built in report formats your modified version becomes the system s new standard default template for that report However you can experiment without undue anxiety because the original version is automatically saved by the system and you can revert to the original at any time by clicking the restore default option in the Report Destination window User s Manual Page 166 Appendix C Exporting data to the Palm Pilot PM 2 for Windows PM 2 now offers the ability to export your Patient Data Base to your Palm Pilot desktop Simply click Utilities Export to Palm Pilot Format and the system automatically sends a file called
42. de for this transaction type JAA Narrative description CPT 4 N A Modifier 1 N A Modifier 2 N A This window is activated when you click the Insert button on the Payment Codes browse window The Narrative Description field is the only one that needs to be completed on this window Enter a brief up to 30 character narrative description of the service being defined then click OK when you are satisfied with the User s Manual Page 71 Codes refund PM 2 for Windows description of your new transaction code or Cancel to abandon it Before using this window please review the existing set of payment codes to make certain that the code you need is not already part of the supplied set of transaction codes Related topic Codes payment Purpose Browse edit print or update the refund codes listing Menu selections Files Codes Refund Accelerator key Ctrl F7 Browse Refund Codes Jof x EA API CIJ Se can sre R Refund This is PM 2 s list of defined refund types Most practices will only need to employ the single predefined refund code R but you may add new codes to the list at any time by clicking the Insert toolbar button or by selecting Insert on the Edit menu to insert a new code When you do so a template will come up with the next available svctype code already entered you need enter only the narrative description User s Manual Page 72 Unused codes may be deleted by pressing
43. de with month end or a billing cycle although it is often convenient to do so The report be run in any of three different modes for patient balances for insurance balances or total balances due Accounts are aged into columns for under 30 days 31 60 days 61 90 days 91 120 days over 120 days and totals Here is a sample of how the report looks in the patient balances mode PM for Windows Accounting Reports Aged Accounts Receivable Report Patient balances as of 06 30 97 Days Outstanding Acct no 61 90 91 120 83604815 47100319 44477382 0 CHRISTINE 36033027 PM 2 for Windows User s Manual Page 45 Adjustments posting of PM 2 for Windows Purpose Post an adjustment to a patient account Menu selections Posting adjustments Accelerator Key None Adjustments can be posted to a patient account whenever the Patient Account Record window is visible and has focus on the screen When the Patient Account Record has focus the Posting Menu is inserted into the menu bar between the File and Edit menus as shown below File Posting Edit Billing Insurance Reports Forms Account record Doe Jane ZEG WAD G BJ Patient Account Record The Adjustment Posting window has the following form Post adjustment Doe Jane Adj date 08703797 Adj amt 0 00 Type of Adjustment 02 08 85 90844 03 03 95 90844 130 00 0 00 Method of application First in first out dza Xe Data
44. ding columns Riskpool withhold Amounts payable by insurance but withheld as part of a managed care risk pool system Primary insurance responsibility PM 2 s best estimate of the amount of insurance benefits available for this episode of service Calculated by subtracting Estimated Patient Responsibility from Contract Fee Primary insurance payments The total amount actually received cash in hand from the primary insurance carrier on account of this visit Actual money received not an estimate Insurance balance Amounts still due from the primary insurance carrier estimated primary insurance responsibility primary insurance payments Secondary insurance payments The total amount actually received cash in hand from the secondary insurance carrier on account of this visit Actual money received not an estimate Total balance Total balance outstanding on this visit from all sources Equals Contract fee Patient Payments Primary Insurance Payments Secondary User s Manual Page 126 Patient demographics overview PM 2 for Windows Insurance Payments all Adjustments e Remarks Any text comments you wish to save that pertain to the present visit Length is not limited to the size of the field on the display All patient demographic data is recorded in a series of tabbed windows as shown below Patient Database Each of the sub windows can be reached by clicking
45. each patient Part 2 of the Primary Insurance window contains 4 categories of data CHAMPUS CHAMPVA data required for persons covered by these plans disregard for other persons Patient Database Demos I Demoa II Demoa III Demog IV DSM 4 Dx ICD 3 Dx Copay deductible Managed care Primary guarantor Secondary guarantor 1 Insured I 1 Insured II 2 Insured I 2 Insured Il 3 Insured I 3 Insured II Primary Insurance Data Part 2 of 2 r CHAMPUS CHAMPYA insureds _ Signatures on File o R tee oceans tao nee Nonavail j BP fo Assignment of Bnei Sponsors Date PE branch I for Release of Information Status E Gais Source of signature Signed HCFA 1500 form on file BC BS and certain other insureds Block 12 sig auth form on file Block 13 sig auth form on file z V Assignment accepted User s Manual Page 110 PM 2 for Windows Group name and number complete only if applicable usually to Blue Cross insureds Signature on File and Signature Source these must be completed for all claims you intend to file electronically The Signature on File fields but not necessarily the Signature Source field must also be completed if you wish to have the computer print out Signature on File in boxes 12 and 13 ofthe HCFA 1500 insurance claim form This is the default it is the easiest way to provide the required documentation of the signature o
46. ectly by the insurance company Deductible the portion of the charge otherwise payable by insurance which is not paid by insurance because the patient s deductible has not been met Overlimit amount the portion of the charge otherwise payable by insurance which is not paid by insurance because the patient s annual dollar limit cap has been reached Adjustments amounts which you choose to add or subtract from the amount due for this visit Do not use this column for managed care writeoffs or risk pool withholds which are handled separately Adjustments increase or decrease patient responsibility estimates they do not affect insurance responsibility Patient responsibility the amount due from the patient for this visit as computed by the system It is the total of Copay Outstanding plus unsatisfied Deductibles plus all amounts in excess of the plan User s Manual Page 125 PM 2 for Windows Dollar Limit for the year and forms PM 2 s best estimate of how much the patient is personally responsible for per visit in managed care and Medicare situations In self pay situations it is simply equal to the fee amount less any payments already made on account of this visit Patient payments The amount actually received from the patient on account of this particular visit May be greater than equal to or less than the Copay amount due as specified in the previous column Patient balance The difference between the two prece
47. ed throughout PM 2 for Windows to signify entering a new record into any file You should also complete the Insurance Carrier and Referral Sources browse windows at this time Click OK to complete any entry 2 Who are your patients Click Patients under the Files menu a blank Patient Selection window will come up unless you have imported your data from PM 2 for DOS Click the Insert icon as described above to enter each patient into the system Note that the Patient Information series of windows is quite long you do not have to go through every single window in order to complete the patient registration you can always come back and fill in missing details later on 3 What visits and payments have taken place See the sections below on Posting Visits and Payments and on PM 2 for Windows User s Manual Page 10 PM 2 for Windows writing Progress Notes Prescriptions and logging Lab Results for the details on day to day entry of these items The above triad of data items the practice the patients and the posting comprises the work flow under PM 2 for Windows All the rest is commentary go and study it User s Manual Page 11 PM 2 for Windows User s Manual Page 12 Tutorials The following sections consist of 12 detailed tutorials designed to help you get started with PM 2 for Windows A 13 tutorial points the way to advanced topics covered in the alphabetical reference section of this book Tutorial 1 Identifyi
48. ed when you click the Insert button on the Credit Adjustment Codes browse window The Narrative Description field is the only one that needs to be completed on this window Enter a brief up to 30 character narrative description of the service being defined then click OK when you are satisfied with the description of your new transaction code or Cancel to User s Manual Page 63 abandon it Add a new Credit Adjustment code olx Lo a cea ia aa gt gt on 2 Before using this window please review the existing set of credit adjustment codes to make certain that the code you need is not already part of the supplied set of transaction codes Related topics Codes credit adjustment Codes debit adjustment Purpose Browse edit print or update the debit adjustment codes listing Menu selections Files Codes debit adjustment Accelerator key Ctrl F5 PM 2 for Windows User s Manual Page 64 PM 2 for Windows Browse Debit Adjustment Codes OY x Lo e ce La aa gt gt poi LJ Code Navatve deseiin Debit adjustments are uncommon events and should be applied with caution They are usually used to correct prior bookkeeping errors In the example shown above no debit adjustment codes at all have been defined this is the way PM 2 for Windows ships Most often adjustments are credits because you have decided to waive or write off certain moneys that would otherwise be due from the patient
49. en and does not scroll e Description the CPT4 code of the chargeable event if available otherwise the narrative description e Clinician this column does not appear in solo practitioner installations In multipractitioner installations the name of the clinician rendering the service e Standard fee the usual non discounted fee charged for the service see next item e Managed care writeoff the difference between the standard fee see previous item and the contractual fee see next item in managed care or medicare situations i e the scheduled fee set by the managed care plan or by Medicare It may be zero if you elect to make your User s Manual Page 124 PM 2 for Windows standard fee the same as the contract fee Place of service this column does not appear in practices where only one place of service e g office has been defined Otherwise the place where each episode of service occurred Contract fee if applicable the scheduled fee applicable to this service as set by the patient s managed care company or by Medicare The same as the Standard Fee for non Medicare non managed care patients Copayment the payment owed by the patient for this particular episode of service exclusive of any deductibles or caps which are handled separately Copay is equal to the Standard Fee in the case of self pay patients and patients with traditional indemnity insurance who pay you in full and are reimbursed dir
50. entification numbers necessary for patient and insurance billing Standard options are also provided for cutting and pasting from the Windows clipboard moving up and down through PM 2 for Windows User s Manual Page 143 the browse display adding and deleting entries and printing the contents of the file Provider roster adding new entries A template for adding new clinicians to the Provider Roster i e when a new practitioner joins your group Please complete all relevant fields including EIN or SSN but not both Click OK to confirm the addition to the file or Cancel to abandon it Provider roster deleting entries Deletes the current item from the file Using with extreme caution as it renders undefined any reference to the item in any other database Provider roster printing PM 2 for Windows Two different reports Summary and Detail can be selected for printing via this dialog window The Summary Report which is the default is a columnar report listing code number name address and telephone number for each provider in your Provider Roster file The Detail Report is a paragraph style report which shows all of the above data plus drug registration license UPIN Blue Cross and Medicaid numbers and up to ten fields of user defined data for each provider in your Provider Roster file Select the report you desire by clicking the appropriate option then click the OK button Or click Cancel to cancel Us
51. er s Manual Page 144 production of the report and return to the Provider Roster browse window PM 2 for Windows User s Manual Page 145 PM 2 for Windows User s Manual Page 146 Referral source file Purpose Browse and update the Referral Source file Menu selections File Referral sources Accelerator key F6 This is a browse window displaying in tabular form the list of entities fellow professionals agencies present former patients etc whom you have identified as sources of referrals to your practice Browse referral source file ee Dolan Standard options are also provided for cutting and pasting from the Windows clipboard moving up and down through the browse display adding and deleting entries and printing the contents of the file Referral source file adding new entries PM 2 for Windows A template for adding new items to the Referral Sources file activated when you press the Insert toolbar button on the referral source browse window The Last Name field is required all other fields are optional UPIN is the Universal Provider Identification Number User s Manual Page 147 issued by HCFA and required when you show a referral source on a Medicare claim Referral Sources Add OF Xx RACE Title First MI Last Degree 1O E EH NM HM Address Address line opt lt i S S S S S CS City fn State Zip Phone UPIN
52. ervice Code Reports Service Code Under Output press F2 and select 6 File Under File type in SVCLIST and press F10 The patient accounts file select Reports Individual Account Ledger By Patient Change the From date to 01 01 80 Under Output press F2 and select 6 File Under File type in PATACCT and press F10 It is very important to use the exact file names as specified above because these are the names under which PM 2 will look for the required files These names are hard coded into the import utility so no spelling variations are permissible User s Manual Page 8 After completing the 5 Shrink reports listed above close Shrink and start PM 2 for Windows Click the following PM 2 menu options Utilities Import Import from Shrink for DOS The dialog box will ask you where your DOS data files are located and will prompt you with a default location of C SHRINK3 It will be necessary to modify this default because Shrink data tend to be located in a subdirectory of the program folder e g C SHRINK3 DATA Select the appropriate subfolder and click OK The remainder of the import procedure is fully automatic and requires no operator intervention Please carefully check over your data after the import procedure There should be complete agreement between results produced by the two systems because the data source for the import is the output produced by the Shrink program however results ca
53. etters of the patient s last name in the field provided e Scroll the table moving the highlight until you re on the desired name Whichever method you choose click OK or press Enter to signify your selection User s Manual Page 25 Notice also the trashcan icon on the Patient Selection Window toolbar You can use it to delete a record entered erroneously or for practice PM 2 for Windows User s Manual Page 26 Tutorial 6 Posting a visit PM 2 for Windows Learning goals for this tutorial e Learn how to access and review the Patient Account Record e Learn how to post a visit via the Patient Account Record There are several methods for posting visits in PM 2 for Windows We re going to focus on just one of them in this tutorial the Patient Account Record Click File on the menu bar This brings up the File Menu On the File Menu click Financials which brings up the Financials sub menu On the Financials menu click Patient Account Record and select one of the patients entered on the previous tutorial This brings up the blank patient account record Notice the row of toolbar buttons at the top of the Patient Account Record window These are your Posting Buttons Click the Vis button to post a visit This brings up the Visit Posting window In a real life situation where you have filled in all of the information on the patient database tabs almost everything here will have already been filled in for you from
54. eview window to complete this tutorial Note that you can also print out a whole run of statements rather than just a single one as we have done above by selecting Run Multiple Statements rather than Run Single Statement on the billing menu The Run Multiple User s Manual Page 31 Statements window has a detailed help screen of its own to show you the various kinds of statement runs that are available please read it at your leisure PM 2 for Windows User s Manual Page 32 Tutorial 9 Running a HCFA 1500 insurance claim PM 2 for Windows form Learning goal for this tutorial e Learn how to run off an insurance claim form in PM 2 for Windows Review the use of the Report Destination window in previewing printing and filing reports Running off claim forms is very similar to running off bills covered in the previous tutorial Once you have entered the Patient Demographic data and the visit and payment data click Insurance on the menu bar then Run Single Claim on the Insurance menu or use the Shift F5 accelerator key combination and select the patient for whom you want to generate a claim form On the Run Insurance Claim window the opening and closing dates of the claim period will appear These dates default to the first and last days of last month as determined by the computer s internal clock and may have to be adjusted so that they include the dates of the sample data you have entered in the previous tutor
55. file Transfers posting of PM 2 for Windows Purpose Shift amounts due between Patient and Insurance responsibility Menu selections Posting Transfers Accelerator key None There may be times when amounts shown on the bottom line of the Patient Account Record as being due from the patient will need to be changed to insurance responsibility or vice versa Total Due from Due from 5 dei 90 00 wawstce 10 00 ma 100 00 In such situations use this Balance Transfer window see below to move such amounts from one column to the User s Manual Page 156 other without affecting the total balance due Transfer balances between pt and insurance Iof x ele ob amp Treatment planning menu PM 2 for Windows This menu option activates PM 2 Clinical Planner an optional feature of PM 2 See the separately printed Clinical Planner documentation for details If you have not purchased the PM 2 Clinical Planner option a demo version of PM 2 may be available on your system which can be upgraded to the licensed version at any time upon payment of the license fee User s Manual Page 157 PM 2 for Windows User s Manual Page 158 User identification window PM 2 for Windows Purpose Record basic identifying data on the practice Menu selections File User identification Accelerator key F2 User identification Identifying data for the professional practice Title First MI Surname or busi
56. g on your style of practice and taste pg 49 Electronic claims capability PM 2 for Windows offers optional Electronic Claimis submission capability for paperless transmission of your claims to clearing houses or end payors Appendix A User designed reports If you don t find the report you re looking for in the Reports menu you can design it yourself with this module Appendix B Forms generator run mailing labels face sheets and the like for any subset of patients referral sources etc All popular Avery label formats are supported pg Back up and restore your data with PKZip compression pp 47 147 Password security for any number of users with five different access levels pg 119 Import your data from PM 2 for DOS with a single menu selection A boon for users of our earlier DOS product pp 7 8 Export your patient database to your Palm Pilot Appendix C User s Manual Page 42 PM 2 for Windows Alphabetical Reference Guide PM 2 for Windows User s Manual Page 43 PM 2 for Windows User s Manual Page 44 Accounts receivable report Purpose Run the Aged Accounts Receivable report Menu selections Reports Aged accounts receivable Accelerator Key Shift F10 The aged accounts receivable report shows how much money is outstanding by patient according to length of time that the bill has been outstanding The report can be run as of any desired date that is the as of date does not have to coinci
57. ge doc docno doc title doc first doc mi doc last doc degree doc addl doc add2 doc city doc state doc zip doc phone doc fax doc ssn doc ein doc license doc dea doc statedrug chmpnavl chmpnavl chmpstat chmpstat navlcode navitext stat_code stat_text doc doc doc doc upin billunder bluecross medicare copay copay copay copay copay copay copay copay copay copay copay copay copay copay copay copay copay daysh daysh daysh daysh daysh daysh daysh daysh daysh daysh daysh daysh daysh daysh PM 2 no eff_date deductible copayl nvisl copay2 nvis2 copay3 nvis3 dollarcap nvis4 copay4 visittypel visittype2 visittype3 visittype4 copaytype eet svcdate eet ptname eet pt_no eet svctype eet docno eet locno eet ckno eet chg_amt eet cred_amt eet posted eet remarks eet descrip eet docname eet locname for Windows doc medicaid doc specialty doc userl doc user2 doc user3 doc user4 doc user5 doc user6 doc user7 doc user8 doc user9 doc userl0 drugs brandname drugs form drugs strength drugs category drugs generic dsm dxcode dsm dxname guar last guar first guar mi guar suffix guar title guar no guar addl guar add2 guar city guar zip guar state User s Manual guar guar guar guar guar guar guar guar guar guar guar guar icd d icd d insco insco insco insco
58. h 1 and some on behalf of a group entity e g Dr Smith 2 Review In this tutorial we have seen how to make menu selections and how to fill out a simple data entry form We have also saved information about the software licensee the User Identification window and about the professional service provider s the Provider Roster who may or may not be the same person s User s Manual Page 15 PM 2 for Windows User s Manual Page 16 PM 2 for Windows Tutorial 2 Entering your insurance carriers Learning goals for this tutorial e Learn to use toolbar buttons and accelerator keys e Increase your skill at data entry e Get your insurance carriers on board In this lesson we are going to get your insurance carriers or a few of them at least into the system while simultaneously helping you to use the ever present toolbar buttons and menus of PM 2 for Windows Step 1 Click File on the menu bar and then Insurance Carriers on the File Menu Notice how the empty insurance carrier window comes up Don t enter any data yet Instead close it by clicking Cancel or by clicking the little X in the upper right hand corner of the window Notice how both methods have the identical effect Step 2 Once the window is gone from the screen press F9 Magic huh Not really F9 is the accelerator key on the File menu for Insurance Carriers Close the window pull down the file menu again and check it out Notice that accele
59. hat described above for Referral Sources Please refer to the Referral Sources section for a full description of this file The only unique field in this browser is the location type LOCTYPE field which is a code set by HCFA to describe the service location e g all private offices are type 11 all inpatient hospital settings are type 21 etc Statement format PM 2 for Windows See billing format above User s Manual Page 153 PM 2 for Windows User s Manual Page 154 Toolbar buttons PM 2 for Windows Toolbar buttons are small icons placed at the top of a window They are graphical shortcuts for menu options and have the identical functionality do the exact same thing as the menu options to which they are related Most users find it more convenient to use the toolbar buttons when available rather than the menus because they require fewer mouse clicks and are always visible When toolbar buttons are dimmed it is because the corresponding menu options are unavailable on the particular window that has focus For example the record movement top previous next bottom options KOCE are not available when viewing the Patient Demographics window ESC Click the Cut button to remove the highlighted text from its source and save it to the Clipboard for possible insertion elsewhere in the same or another application Click the Copy button to copy the highlighted text from its source to the Clipboard for possi
60. he prompt Password type in Uniclaim and press Enter 4 Ignore the paragraph or so of text which follows Then from the Hyperterminal menu at the top of the window select Transfer Send File 5 In the Send window enter c mgr signon son as the file name and Kermit as the Protocol Then click the Send button The signon son file is very short so that the transmission is almost instantaneous if you blink you may miss the window that confirms that the file has been sent 6 Now you are ready to send the claims file If for example the claims file is called NS0004 TST it will have a different name each time you build one then you would again activate the Send window this time entering c mgr ns0004 tst as the file name The protocol is again kermit Then click Send This time the transmission will take a minute or two and you ll be able to watch its progress on the window C Receive your audit edit reports this is also a 6 step procedure Wait about an hour after transmitting your claims then repeat steps BI B4 above On step 5 substitute getmail son for signon son On step 6 click Transfer and then Receive instead of Send No file names need to be specified the Envoy system will automatically send you whatever reports happen to be waiting for you in User s Manual Page 162 PM 2 for Windows your mailbox You can download these reports to any folder directory then using Windows Explorer double click each repo
61. ials When you have the dates in place click OK to bring up the Report Destination window Depending on your preferences and local carrier requirements you can print off the entire form on plain blank paper or you can print just the contents of the form onto pre printed blanks See Appendix E for a detailed discussion of this technical point The Report Destination window gives you five options as to where your printout should go As in the previous tutorial we ll only look at the first two in this tutorial you can Print the report immediately or you can Preview it on screen and then print it if is satisfactory The remaining options are for users wishing to save the printout to disk for later printing and for customization of the printout format User s Manual Page 33 PM 2 for Windows an advanced topic If you notice that the claim form needs to be re positioned on the page you ll need to use the Modify Format option to change your margin settings from their default values Print out your sample claim form either from the Report Destination window or from the preview window to complete this tutorial As with statements you can also print out a whole run of claim forms rather than just a single one as we have done above by selecting Run Multiple Claims rather than Run Single Claim on the Insurance menu The Run Multiple Claims window has a detailed help screen of its own to show you the various kinds of statement runs
62. ic Sort button causes the listing to be displayed in numerical order The Cancel button closes the window The standard Edit menu and toolbars are functional on this window Diagnosis 303 01 Acute alcoholic intoxication continuous 303 02 Acute alcoholic intoxication episodic 303 03 Acute alcoholic intoxication in remission 303 00 Acute alcoholic intoxication unspecified 293 0 Acute delirium Note that the listing produced by the Print button is sorted in the same order alphabetical or numerical as you have PM 2 for Windows User s Manual Page 87 selected for the browse window itself as shown in the example below Code 290 0 290 10 290 11 290 12 290 13 PM 2 for Windows Demonstration System ICD 9 Diagnosis List numerical Diagnosis Senile dementia uncomplicated Presenile dementia uncomplicated Presenile dementia with delirium Presenile dementia with delusional features Presenile dementia with depressive features Diagnosis files adding new entries Use this window to add additional diagnoses such as general medical diagnoses to the default list of psychiatric diagnoses from ICD9 or DSM4 Click OK save the new diagnosis incorporating it into the file or Cancel to abandon it Adding New DSM Diagnoses PM 2 for Windows User s Manual Page 88 Diagnosis window DSM 4 PM 2 for Windows Purpose Display the DSM 4 diagnosis for a given patient Menu selections De
63. ich you desire to renew by moving the highlight to that prescription The Prescription Writer is then brought up with all fields filled in as per the highlighted prescription except with the current system date replacing the date of the old prescription The Top Previous Next and Bottom buttons and Edit Menu options as usual move the browse display as their names suggest User s Manual Page 137 The Print button produces a printed Prescription Record containing all the information on the log in a format appropriate for the printer Progress notes Purpose Print and record case notes Menu selections File Clinical Progress notes Accelerator key Ctrl F8 ele APA BIE Review old progress notes Date of note 07720797 Mr Doe was seen for his regular Thursday afternoon psychotherapy session His mood was mildly depressed and thought processes were more circumstantial than usual as he When this window is first brought up it is positioned on the progress note with the latest date You may move through the file backwards or forwards in time by using the OKEE KI gt Dj toolbar buttons Previously written progress notes may not for obvious medico legal reasons be altered or deleted via PM 2 for Windows To add a new progress note press the Insert toolbar button To print one several or all progress notes from a given patient s file click the Print toolbar button PM 2 for Windows User s Manual P
64. ients startdisab patients enddisab patients tp_date patients death_date patients epsdt patients famplan patients emerg patients empl_rel patients autoacc patients autoaccst patients otheracc patients asofdate patients patbal patients insbal patients printrem patients includel patients include2 patients include3 patients include4 patients include5 patients include6 patients include7 patients include8 patients decade patients archive patients marital patients empstat patients select patients pttot patients instot patients user01 patients user02 patients user03 patients user04 patients user05 patients user06 patients user07 patients user08 patients user09 patients userl0 payments pt_no payments pmt_date payments post_date payments categ payments insco payments amount payments remarks payments svctype payments locno payments type payments docno prognote pt_no prognote notes prognote notedate ref refno ref title Page 170 ref first ref mi ref last ref degree ref addl ref add2 ref city ref state ref zip ref phone ref upin ref userl ref user2 ref user3 ref user4 ref user5 ref user6 ref user7 ref user8 ref user9 ref userl0 relation rel_code relation rel_text rx pt_no rx rxdate rx drugname rx form rx strength rx dispense rx route rx freq rx refill rx generic services categ services svctype services medcare services descrip services cash services cred_deb services cpt4 ser
65. in the database and default provider IDs service locations service descriptions and charge amounts will be entered if available Narrative remarks of any length can be entered in the Remarks field The Daysheet file is a temporary holding file or buffer Visits and payments are not posted from the daysheet to the individual patient records until you click the Post button at the bottom of the Daysheet window User s Manual Page 84 Daysheet Sm olen c JEGO 0 00 mos If you have entered as much data onto the Daysheet as you wish but are not yet ready to post it to the patient ledgers you can either click the Minimize button at the upper left hand corner of the window or click the Hold button at the bottom of the Daysheet window The only difference between these methods is that the Minimize button keeps the window active in iconized form visible on the Windows 95 toolbar while the Hold button closes the window both buttons keep the Daysheet data intact If you wish to abandon the Daysheet and erase rather than post all of the transactions on it click the Clear button at the bottom of the window Diagnosis file window DSM 4 PM 2 for Windows Purpose Display the DSM 4 diagnosis listing Menu selections Files Clinical Diagnoses DSM 4 Accelerator key Ctrl F12 A scrollable listing of the defined diagnoses and their code numbers is displayed in the main browse
66. inter button or by clicking Print on the Edit menu Related topics Codes miscellaneous charge adding new Codes miscellaneous charge adding new PM 2 for Windows This window is activated when you click the Insert button on the Miscellaneous Charge Codes browse window The Narrative Description field is the only one that needs to be completed on this window Enter a brief up to 30 character narrative description of the service being User s Manual Page 68 PM 2 for Windows defined then click OK when you are satisfied with the description of your new transaction code or Cancel to abandon it Add a new Miscellaneous Charge code Mfes E3 2 B ce aa 4a gt gt oa 2 Before using this window please review the existing set of miscellaneous charge codes to make certain that the code you need is not already part of the supplied set of transaction codes Related topics Codes miscellaneous charge User s Manual Page 69 Codes payment PM 2 for Windows Purpose Browse edit print or update the payment codes listing Menu selections Files Codes Payment Accelerator key Ctrl F3 Browse Payment Codes Payment commercial insurance Payment medicaid Payment medicare Payment patient Payment source not specified This is PM 2 s list of defined payment types Every payment accepted by your practice must be defined here Each payment type has a 2 character svetype code
67. k and drag the scroll bar at the right of the browser or click and hold the up or down arrows at the ends of the scroll bar then click OK The arrow toolbar buttons Ma 44 gt gt gt cause the file pointer to move to the top previous record next record and bottom of the file respectively Patient statements overview PM 2 for Windows S PM72 for Windows Fem Insurance Reports Forms Utilities Windows Help Run single statement Alte Run multiple statements Alt gt lt Statement format Alt Y The billing menu produces statements for professional services rendered to the patient over any specified period of time together with a summary of previous balances and payments and various optional information as specified on the options window User s Manual Page 134 Patient statements running multiple Purpose Do a monthly or other periodic billing run Menu selections Billing Run multiple Accelerator key Shift F3 This menu option enables you to run off statements for all active patients or a specified subgroup thereof spanning any desired time interval The selection window is illustrated below Patient Statements Multiple Patients x Include visits and payments from 07701797 up to and including 07731797 Run statements for x Cancel C Selected patients by name Selected patients by section of alphabet C Selected patients by type of insurance C Selected patients by primary
68. l use and a narrative description which is used on patient statements and reports CPT4 codes and modifiers do not apply to adjustments because they are not professional services in nature PM 2 ships with a short list of adjustment types You are not limited to these codes but may add new codes to the list at any time by clicking the Insert toolbar button or by selecting Insert on the Edit menu to insert a new code When you do so a template will come up with the next available svetype code already entered you need enter only the narrative description e g PruCare payment Unused codes may be deleted by pressing the Delete button or by using the Delete menu option on the Edit menu However you will not be permitted to delete codes under which visits have been recorded for this would result in an undefined code error condition when such visits are encountered in the transaction data file User s Manual Page 62 Browse Credit Adjustment Codes BARRIE 2 Adjustment You can use the Arrow toolbar buttons OCE or their equivalents on the Edit menu to quickly navigate through the file which is presented in alphabetical order according to the Description field You can obtain a printout of the file by clicking the Printer button or by clicking Print on the Edit menu Related topics Codes credit adjustment adding new Codes credit adjustment adding new PM 2 for Windows This window is activat
69. lace of service Purpose Analyze practice earnings according to place of service Menu selections Reports earnings by place of service Accelerator key Ctri F10 This report is useful for comparing the relative productivity of various sites in practices with more than one location Its format closely follows that of the Earnings by Insurance Carrier report detailed in the previous section PM 2 for Windows User s Manual Page 93 Related topic Billings breakdown of by insurance carrier Earnings breakdown of patient vs Insurance Edit menu PM 2 for Windows payment Purpose Analyze practice earnings according to the source of payment Menu selections Reports earnings by patient vs Insurance payment Accelerator key Ctri F9 This report is useful for comparing the relative contribution of self pay and insured patients in the practice This can be an important datum in evaluating proposed managed care contracts The format of this report closely follows that of the Earnings by Insurance Carrier report described above This menu is open on all windows which have editing functions i e those where data entry is possible The menu contains three groups of functions which are described below Note that most windows also display a toolbar illustrated at the right of the above figure Each icon on the toolbar corresponds to an option on the edit menu the identical function is activated by clicking the ico
70. laim In CHAMPUS claims the word sponsor has the same meaning as insured for civilian claims The special details applicable to CHAMPUS claims are Sponsor s branch This refers to the branch of the uniformed services to which the sponsor belongs or belonged e g Army Navy Air Force Marine Corps etc User s Manual Page 59 Clinical menu Non availability flag Depending on the facts of the case you may have to certify either that the service rendered was not available within the military medical system or that such the service was exempt from the need for such certification Status refers to the sponsor s present status e g active duty retired etc There are numerous special categories within this field Grade or rank of the sponsor Each service has different labels for each grade but there are established equivalencies across the services The Clinical menu opens onto a sub menu giving access to the clinical features of PM 2 for Windows progress notes prescription and lab result tracking maintaining the diagnosis code files ICD and DSM and the Treatment Plan Writer which has not yet been translated from PM 2 for DOS Clinician listings summary vs detail PM 2 for Windows When you click the Print button on the Provider Roster window you bring up the Summary vs Detail dialog box as shown in the illustration on the following page The Summary Report for this heading lists the data one line
71. lectronic claims submission Appendix A F Fee schedules 97 File menu 98 Financials menu 98 Forms generator menu 99 G Getting started see Tutorials Guarantor window 101 H Hardware requirements 6 HCFA 1500 form see Insurance claim form I Insurance carrier file 15 16 99 100 Insurance claim form 29 30 Insured party window part 1 109 part 2 110 L Laboratory results 113 114 Ledger see Patient account record M Managed care authorizations 115 Miscellaneous charges posting 116 Page 177 X MU z O OK Button defined 119 P Palm Pilot Appendix C Password system 121 122 Patient account record 123 Patient demographics 127 132 Patient listings 133 27 28 133 134 see Registering new patients Patient statements Patients new Posting of visits 23 24 of payments 25 26 Prescriptions 133 37 Progress notes 35 36 138 Provider roster 144 R Referral sources 18 147 PM 2 for Windows User s Manual Report Destination window 150 Reports 31 user designed Appendix B Registering new paitents 19 22 Restoring your databases from backups 151 S Scheduling see Appointment calendar Service locations file 17 153 Statements see Patient statements Statement format see Billing format options T Toolbar buttons 155 Treatment planning menu 157 U User identification window 12 14 159 Page 178
72. llar cap is that it is the point at which the patient s copayment goes to 100 but it is special because it is determined by the totaling the insurance company payout to date rather than a set number of visits The lower portion of the window specifies the type of copayment The options are self pay fixed dollar amount fixed percentage tiered by no of visits tiered by service type Each of these methods is described individually in the preceding sections Copayments and Deductibles If you select either of the tiered copayment methods a second special window is opened to collect the data relevant to the selected copayment method Related topics Copayments tiered Copayments variable User s Manual Page 81 CPT4 codes PM 2 for Windows A standard coding system for describing medical services the Current Procedural Terminology 4th ed published by the American Medical Association The psychiatric section of CPT4 is included with PM 2 for Windows you may add additional codes as needed see Codes visit User s Manual Page 82 Databases reindexing of PM 2 for Windows Purpose Update the database index files Menu selections Utilities Reindex Accelerator key Ctrl Alt F11 Reindex databases Ea Proceed with reindex Database programs such as PM 2 for Windows rely on indexes for fast retrieval of the information they contain Index files are dynamic data structures which can require
73. locno loc name loc addl loc add2 loc city loc state loc zip loc phone loc loctype loc idno loc userl loc user2 loc user3 loc user4 loc user5 loc user6 loc user7 loc user8 loc user9 loc user10 mgdcare pt_no PM 2 for Windows mgdcare mgdcare mgdcare mgdcare mgdcare mgdcare options options options options options options options options options options options options options options password password password password patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients patients auth_date auth_no exp_date docno svctype nvis bf_taxid bf_dxcode bf_dxtxt bf_dun spf info bf_infotxt sbEZint bf_break bf_dunl bf_dun2 bf_dun3 bf_dun4 bf_font bf_wrap password userid level docno last first mi suffix title pt_no addl add2 city zip state hometel offtel celltel pager pharmtel othertel ssn remarks sex dob rx dx1 dx2 dx3 svcl svc2 svc3 feel fee2 fee3 docno locno refno Le tod copayno User s Manual patients onset_date patients sim_date patients ad_date patients dischdate pat
74. mstance of a consultation such as an Independent Medical Evaluation ordered by the insurance company itself rather a guarantor is the patient himself or the parent spouse guardian attorney conservator or trustee of the patient Demag I Demag II Demag Ill Demag IV DSM 4 Dx ICD 9 Dx 1 Insured 1 1 Insured I 2 Insured 1 2 Insured II 3 Insured 1 Copay deductible Managed care Primary guarantor Secondary guarantor Primary Guarantor i Title First Mi Last sue ee Self Spouse Address line 1 Child Address line 2 ept Other City St Zip Guarantor sex SSN DOB 0 CM CF Telephone nos Home It work i Cellular i Pager i Please take particular care in the patient relation to guarantor field to remember that you are defining the relationship of the patient to the guarantor so that child for example means that the patient is the child of the guarantor not vice versa User s Manual Page 101 Both a primary and a secondary guarantor may be defined By default the primary guarantor is the patient himself and there is no secondary guarantor PM 2 for Windows User s Manual Page 102 Insurance carrier file PM 2 for Windows Purpose Browse or edit the file of insurance carriers Menu selections Files insurance carriers Accelerator key F9 Browse insurance carrier file oe Jee
75. n be affected by various factors Treatment Planning in PM 2 for Windows PM 2 for Windows PM 2 for Windows offers an optional Treatment Planning module known as PM 2 Clinical Planner PM 2 Clinical Planner can be run as a separate free standing program or you can click the Treatment Planning option on the Clinical menu of PM 2 for Windows and Clinical Planner will be launched automatically pre loaded with the demographic and diagnostic data on your patient taken from PM 2 for Windows PM 2 for Windows users who did not purchase the treatment planning option originally may do so at any time by ordering it directly from PM 2 Software Inc at 1 800 874 2159 User s Manual Page 9 On line help An extensive on line Help system can be accessed either by clicking the Help menu on the menu bar by clicking the 2 button located on most windows or by pressing the F1 key on your keyboard Basic operations and work flow After installing PM 2 for Windows you need to enter some basic information into the system 1 Who are you Tell PM 2 for Windows about your practice by filling in the User Identification window the first menu item under Files Also enter the biographical details for each provider in your practice even if there is only one by filling in a Provider Roster window for each provider Note that you can enter a new provider by clicking the Insert icon on the Provider roster browse window this icon is us
76. n file Assignment accepted this box must be checked if you wish to have insurance benefits paid to you directly rather than to the patient An identical window is available for recording secondary and tertiary insured data User s Manual Page 111 PM 2 for Windows User s Manual Page 112 Laboratory results browsing Purpose Review the lab result file and or enter new results Menu selections File Clinical Lab results Accelerator key Ctrl F10 Lab Result Record Doe John Laboratory Test Results Test Date Name Resul Ref range Ref range 1 20 ult Lithium 0 85 0 80 This window provides a chronological record in flow sheet style of all laboratory results obtained on a given patient Use the Insert records Use the Arrow AEE buttons to move up and down in the lab result browser or use the scroll bar at the right hand side of the browser button to insert new laboratory result Use the Print button to print out the flow sheet The appearance of the laboratory results printout is illustrated on the following page PM 2 for Windows User s Manual Page 113 PM 2 for Windows Demonstration System Laboratory result record Doe John Reference Result Range 07 21 1997 Lithium 0 85 0 8 1 2 Laboratory results entering PM 2 for Windows JE zl Date of Test 107724797 Result 0 Reference range low 0 high 0 This simple data entry window pops up when you click the In
77. n or the menu item When an icon or a menu selection is unavailable on a given window it is dimmed out so that it remains visible as a placeholder but the dimmed item cannot be activated User s Manual Page 94 PM 2 for Windows PM 2 for Windows File HIS Billing Insurance Reports Forms Utilities windows Help GoToTop Ctl Home Previous Ctrl P j Next Ctrl N Go To Bottom Ctrl End Insert record Insert Delete record Delete Group 1 Cut Copy Paste These functions enable use of the Windows Clipboard within PM 2 for Windows or between PM 2 for Windows and other Windows applications See the descriptions of the individual options under Toolbar buttons cut copy paste Group 2 Top Previous Next Bottom These functions control movement of the record point up and down through databases on windows that contain browse displays See the descriptions of the individual options under Toolbar buttons top previous next bottom Group 3 Print This function is available only on windows that have associated print functions When available it produces a printout of the database or record associated with the window this varies with the specific window on view User s Manual Page 95 PM 2 for Windows User s Manual Page 96 Fee schedules PM 2 for Windows Purpose Set up standard prices for services based on type of service and insurance coverage Menu selections Files Fee schedules Accelerator key
78. ndix E Note the little calendar icon to the right of the date fields If you double click this icon a miniature monthly calendar pops up from which you may select a date rather than typing it in On the multiple claim selection window note that the selection by provider is grayed out only in solo practitioner installation this criterion is available when PM 2 for Windows is installed in multi practitioner mode User s Manual Page 108 Run insurance claims for multiple patients 02 01 2000 02 29 2000 Insured party data part 1 Purpose Collect basic information on the insured person for each patient Patient Database This window contains demographic data on the person PM 2 for Windows User s Manual Page 109 holding the primary health insurance coverage on the patient whose name appears in the caption bar at the top of the window An identical window is available for recording secondary and tertiary insured data Be certain to enter all of the name address telephone number employer and related information for the insured person not the patient Please note that you will not be permitted to save the data on this window until you complete the 3 most critical data items on it the insured party last name the insurance carrier and the insurance ID number Insured party data part 2 PM 2 for Windows Purpose Collect supplementary information on the insured person for
79. ness name Degree Richard D Kaplan MD PE ey ER E Other nos ess 285 Engle Street UPIN Address line 2 optional ss N City Englewood z State Zip 07631 EIN Phone 201 871 9112 Fax Provider nos Blue Cross State drug Single practitioner installations This is the window for entering the practitioner s name address insurance identification nos and other billing information Multiple practitioner installations This is the window for entering details about the practice as a whole as opposed to details about the individual practitioners which gets listed on the Provider Roster Leave blank those fields such as individual license nos which do not apply to the practice as a whole User s Manual Page 159 PM 2 for Windows User s Manual Page 160 Appendix A Electronic claims submission PM 2 for Windows In addition to HCFA 1500 forms PM 2 for Windows can output your claims data to disk files according to National Standard Format NSF version 2 0 These claim files can be set up according to exactly the same criteria as a paper claims run i e for all patients or a defined subgroup of patients for any period of time selected by the user Once the claims file has been produced it can be sent either to one of our designated clearing houses or directly to the end payor if you prefer We strongly encourage the use of one of our contracted clearing houses because there is an unfortuna
80. ng the Printer button or by clicking Print on the Edit menu Codes debit adjustment adding new PM 2 for Windows Add a new Debit Adjustment code e ee gt gt 2 Internal code for this transaction type AA Narrative description CPT 4 N A Modifier 1 N A Modifier 2 N A y OK x Cancel This window is activated when you click the Insert button on the Credit Adjustment Codes browse window The Narrative Description field is the only one that needs to be completed on this window Enter a brief up to 30 character narrative description of the service being defined then click OK when you are satisfied with the description of your new transaction code or Cancel to abandon it User s Manual Page 66 Before using this window please review the existing set of debit adjustment codes to make certain that the code you need is not already part of the supplied set of transaction codes Related topics Codes debit Codes miscellaneous charge PM 2 for Windows Purpose Browse edit print or update the miscellaneous charge codes listing Menu selections Files Codes Miscellaneous charge Accelerator key Ctrl F6 Browse Miscellaneous Charge Codes ojx Se aaa L Narrative description a Miscellaneous charge This is PM 2 s list of miscellaneous charge types Use these codes for posting charges for services which are nonreimbursible by insurance because they are inciden
81. ng yourself to the system PM 2 for Windows Learning goals for this tutorial e Learn how to make menu selections in PM 2 for Windows e Learn how to fill out a simple data entry window e Inform PM 2 for Windows who is the licensee of this copy of software and who are the provider s in this practice Step I Identify the menu bar that goes across the top of your screen underneath the band identifying PM 2 for Windows as the program that you are running Notice the options File Edit Billing Insurance etc We re going to look at the File menu This is where PM 2 for Windows like most Windows applications groups all of its functions for entering and reviewing data Step 2 Click File on the menu bar This will pull down the File Menu displaying the options User Identification Patients Financials etc Notice that you can activate a menu bar option by clicking on it with the left mouse button or by holding down the Alt key on the keyboard plus the underlined letter of the desired option in this case F Step 3 Click User Identification on the File menu This will bring up the User Identification window Notice that you can activate a menu option by left clicking it with your mouse or by pressing the underlined letter of the desired option or you can jump to it directly without activating the User s Manual Page 13 PM 2 for Windows menu by pressing the indicated accelerator key or key combination in this case
82. nt of services rendered prior to the as of date should be posted as they will be applied against the opening balance s User s Manual Page 131 Patient demographics part 4 PM 2 for Windows Purpose Record and display additional patient identifying data NB this window is illustrated under Billing Format Options page 49 above Include in monthly billing run this item defaults to Yes checked but in certain rare situations should be set to No unchecked The best example is a patient such as a victim of domestic violence whose safety might be endangered if a bill were sent to her home Clinician s tax ID no this item defaults to Yes checked and must be included if your statements are to be used as Superbills i e attached to insurance claim forms and submitted for insurance reimbursement Therefore it should only be unchecked in pure self pay situations Diagnosis code defaults to Yes checked See remarks above under tax ID no Diagnosis text defaults to No unchecked Clinical practice varies on this point with some clinicians considering the clinical labels unproductive and frightening to patients while others deem it ethically necessary to share such information with patients Dunning messages defaults to Yes checked but situations may arise in which you choose to omit the messages on certain patients while including them for others Patient insurance responsibility breakout check this option f
83. o RE zi Due from patient 0 00 SA Due from insurance 0 00 I Print these remarks on patient bills Source of referral Click the arrow icon at the right of the field to bring up a scrollable list of referral sources already known to the system Or type in the name of the referral source if it does not match any entry on the list you will be prompted for permission to add the name to the referral PM 2 for Windows User s Manual Page 130 PM 2 for Windows source data base Usual place of service Click the arrow icon at the right of the field to bring up a scrollable list of service locations already known to the system Or type in the name of the service location if it does not match any entry on the list you will be prompted for permission to add the name to the service location data base Remarks Use this field for narrative remarks pertinent to this patient s billing If you check the Print remarks box these comments will be printed at the foot of the patient s bill the default is not to print them Balances transferred box You may transfer in balances due from the patient and from insurance on services rendered prior to the indicated as of date When you select an as of date you must be careful not to subsequently post any visits or payments occurring prior to this date as these amounts are already incorporated into the starting balances On the other hand payments received after the as of date even if on accou
84. ode of illness e Onset end of disability leave blank if no disability claim is to be filed for the patient e Treatment plan update not yet implemented e Death applies only to claims filed after the death of the patient leave blank otherwise Check boxes e EPSDT must be checked for Medicaid patients enrolled in Early Prevention Screening Detection Treatment programs uncommon in psychiatry e Family planning must be checked for such services PM 2 for Windows User s Manual Page 129 when provided to a Medicaid recipient e Emergency care checking this box may improve your chances of being reimbursed for services which otherwise require prior approval from the carrier e Auto accident related this box must be checked and the associated state field completed for claims which will be submitted under PIP or similar automobile insurance reimbursement systems e Other accident related check this box when services may have a liability aspect other than automobile accident related Patient demographics part 3 Purpose Record and display additional patient identifying data Patient Database Copay deductible Managed care Primary guarantor Secondary guarantor 1 Insured I 1 Insured Il 2 Insured I 2 Insured Il 3 Insured I 3 Insured Il Demog I Demog Il Demog Ill Demog IV DSM 4 Dx ICD 3 Dx Patient Demographics Part 3 of 4 Balances transferred referral as of date ae S
85. omplete backup diskettes in case it should ever become necessary to reconstruct your data set as of a particular earlier point in time User s Manual Page 52 Billing format options PM 2 for Windows General format options Select either Simple or Detailed billing format from the Billing Menu The Simple format is the more popular option providing the patient with a straight chronological listing of charges payments and amounts due The Detailed format shows in addition the visit by visit breakdown of amounts received from patient insurance and adjustments by visit Please note that in order to successfully check off either Simple or Detailed format on the menu all other PM 2 windows must be first be closed Billing messages Select the text of global informational messages and dunning notices to be placed at the foot of each bill when applicable Individualized billing options Part IV of Patient Demographics includes a number of items which may be included or excluded from the patient statements on an individualized basis These items are normally included checked by default but may be selective unchecked as shown Patient Demographics Part 4 of 4 r Billing details check all desired features Fee overr Service IV Include in paper HCFA 1500 run 1 ov M Include in electronic claims run 2 None I Clinician s tax ID no I Patient s diagnosis ICD DSM code no 3 None I Patient s diagnosis text
86. on OCR equipment to process Form HCFA 1500s then the provider or supplier must submit these forms using the scannable red ink version of Form HCFA 1500 These red ink versions of Form HCFA 1500 can be purchased from a printer company such as the U S Government Printing Office at 202 512 1800 or your local Medicare carrier Please note that the red ink used to print Form HCFA 1500 i e exact ink is Sinclair Valentine J6983 OCR Red or Equal can not be duplicated by your PC printer Therefore if you attempt to print red ink versions of Form HCFA 1500 from your PC printer our Medicare carriers will not be able to process your claim Good News There are some Medicare carriers that will accept black amp white copies of Form HCFA 1500 If a Medicare carrier is not currently utilizing OCR equipment to process claims they may accept Form HCFA 1500 facsimiles that are generated by dot matrix or laser jet printers as long as the originals are submitted for payment If a Medicare carrier accepts black amp white copies of Form HCFA 1500 the back side of the form does not have to be printed and submitted with each claim if the provider or supplier files with their Medicare carrier a signed statement indicating that he or she has read the reverse side of Form HCFA 1500 understands the requirements and agrees to comply with applicable Medicare billing requirements This statement must be filed by the provider or supplier and
87. onal services like medication checks and highest for ongoing services such as individual psychotherapy User s Manual Page 79 Variable Copayment Details ojx Copayment per Visit Service type Dollar or CPT4 code amount Percentage U fs ooo f 0 00 2 INone s s 0 00 0 00 X cancel 3 None M fs 0 00 0 00 4 None M s 000 oo Copayment percentage In the case of fixed percentage copayments where the patient is responsible for a fixed proportion of your fee without regard either to visit count or type of service there is a single field for the entry of the copayment percentage In the case of tiered copayments which vary either by session count or by type of service provided there is are fields for the entry of the copayment percentage due for each tier of service whether determined by session count or type of service Copayments and Deductibles window PM 2 for Windows Purpose Specify copayments and deductibles applicable to a specified patient Menu selections Details Copay deductible Accelerator key Ctrl N The upper portion of this window is used for entering the annual deductible of the patient s primary insurance coverage the plan year starting date which may be different from January 1 and the annual dollar cap which is the upper limit beyond which payments by the primary insurance carrier cease Another way of looking at the User s Manual Page 80 PM 2 for Windows do
88. or all managed care patients uncheck it for self pay patients and patients with indemnity coverage on which you do not take assignment This window also contains three Fee Override fields User s Manual Page 132 These allow you to specify one to three specific services and individually negotiated fees which will be used for this patient s visits in place of either your scheduled self pay fee or the usual fee schedule for this patient s type of coverage Patient listings overview PM 2 for Windows Patient Data Select Patient Clicking the Print button on the Patient Database selection window brings up the Patient Listing window providing printed alphabetical patient listings broken down by a variety of criteria as illustrated below Available subgrouping criteria are age clinician insurance coverage service location source of referral and zip code of residence Patient Listings User s Manual Page 133 Patient selection window The patient selection window is used for many different functions in PM 2 for Windows where it is necessary to choose a patient record You can select a patient record in one of two different ways either a Type in the first few characters of the patient s last name This will make the scrolling list in the lower part of the screen move to the correct section of the alphabetical listing Verify that the correct patient record is highlighted and then click OK Or b Clic
89. per record Some fields are omitted for reasons of space The Detail report presents the data in paragraph form with no fields omitted If your database is large we suggest using the Preview feature before printing for the Detail reports can get quite lengthy User s Manual Page 60 Type of report desired Codes menu This menu option leads to 6 submenus one for each type of financial transaction recognized by PM 2 for patient accounts visits payments credit adjustments debit adjustments miscellaneous charges and refunds New codes may be entered via these screens and existing ones C edited to meet your needs Related topics Codes visit Codes payment Codes credit adjustment Codes debit adjustment Codes miscellaneous charge Codes refund PM 2 for Windows User s Manual Page 61 Codes credit adjustment PM 2 for Windows Purpose Browse edit print or update the credit adjustment codes listing Menu selections Files Codes credit adjustment Accelerator key Ctrl F4 This is PM 2 s list of credit adjustment types Use these codes for posting bookkeeping credits to the patient s account as distinct from moneys received This distinction is very important for tax purposes as cash method taxpayers as adjustments do not represent money received and thus must be tracked separately from cash income Each adjustment type has a 2 character svetype code which is assigned by the system for interna
90. placed on the Windows Clipboard Text can be placed on the clipboard by highlighting it and clicking either the Copy or the Cut button in your word processor or automated dictation program e Use the Template button to bring in pre written document outlines or boilerplate paragraphs that you need in your reports or progress notes Click OK to permanently save text into the Progress Notes file Be careful because progress notes cannot be deleted once saved Once you have saved some content to your Progress Notes file you can bring it up again by clicking File Clinical Progress Notes and browse through it with the lt lt lt gt gt gt buttons signifying first previous next last note respectively And the little Printer toolbar icon will bring up a window allowing you to print out some or all of your User s Manual Page 39 notes at any time Congratulations You have reached the end of the regular Tutorial Take a well earned rest before looking at Advanced Topics below PM 2 for Windows User s Manual Page 40 Tutorial 13 Advanced topics PM 2 for Windows There is a great deal more in PM 2 for Windows In this final tutorial we re only going to list some of the additional capacities of the system and refer you to the appropriate pages of this User s Manual or other documents for further information In addition the online Help system and the PM 2 web site http www pm2 com should be consulted for updated
91. play and update the patient financial account Menu selections File financials patient account record Accelerator key F11 Account record Doe John Alae a 44 gt gt doy Patient Account Record Date of Descrip Mad Can Service tion Writeoff The Patient Account Record window is the main source of information about the patient s financial history It provides a ledger style display of each visit or other charge in the patient s record with columns for payment and adjustment information and balances It is designed with special reference to managed care issues such as contractual vs standard fees risk pool withholds copayments and deductibles etc User s Manual Page 123 PM 2 for Windows PM 2 for Windows Edit Billing Insurance Reports Forms L Boyments Adjustments A B B m Refunds Patient Ace Miscellaneous charges Transfers A special Posting Menu is provided when this when is displayed Activate the Posting Menu when you need to record new charges payments adjustments and corrections Here is a column by column description of the Patient Account Record display e Date the date on which the visit or other chargeable event occurred This is not necessarily the date of posting which is automatically recorded Since there are more columns in the display than can be shown at any one time the display scrolls horizontally However the Date of Service column is froz
92. ption under the following circumstances a the patient has no insurance benefits available and therefore is responsible for the total cost of care and b the patient is personally responsible for the cost of care and pays you directly any available reimbursement goes directly to the patient and you do not monitor transactions between the patient and the insurer User s Manual Page 78 Copayment calculation method tiered by no of u visits Sliding Scale Copayment Details of x Copayment per visit dollar Yy OK First jo visits um com For next o visits s ooo oo x Cance For next 0 visits sooo ooo For any additional visits fs 0 00 ooo In this type of copayment arrangement the patient is responsible for differing dollar amounts or percentages of your fee depending on the number of visits that the patient has had Typically these copayment amounts increase over the course of treatment in a not at all subtle effort to discourage extended treatments or at least to reduce the insurance carrier s financial burden for ongoing treatments Copayment calculation method tiered by service PM 2 for Windows type In this type of copayment arrangement the patient is responsible for differing dollar amounts or percentages of your fee depending on the nature of the service rendered Typically these copayment amounts are smallest for initial or emergency consultations intermediate for occasi
93. r carriers require identification of the referral source for regulatory reasons Step 1 Click File on the menu bar and then Referral Sources the File Menu This brings up the empty Referral Sources browse window Step 2 Look at the toolbar on the browse window identify the little blue Insert button and click it to bring up the Add New Referral Source window Step 3 Now type in the name and details for one of your referral sources Step 4 Click OK when you are satisfied with the new referral source information Notice how it is immediately transferred to the table of referral sources in the browser Repeat the process for as many referral sources as you can identify for your practice This list like all the others can be added to over the course of time as additional sources are identified User s Manual Page 21 PM 2 for Windows User s Manual Page 22 Tutorial 5 Registering a new patient PM 2 for Windows Learning goals for this tutorial e Learn how to access and update the patient data base e Get a few real or imaginary patients into the system Now that we ve got the ancillary databases service locations referral sources providers and insurers set up we re ready to enter our first patients into the system For purposes of this tutorial you can use either real or imaginary patients Click File on the menu bar and then Patients This brings up the Patient Selection window Notice the empty
94. r the item you are about to post Now think about how this payment item should be applied Should it be applied like cash to the oldest outstanding balance first Or is it for example an insurance check which must be earmarked to specific visits Choose oldest outstanding balance or PI specify as the case may be Then indicate the source of payment from patient primary or secondary insurance Note that the system considers all non insurance payments even if from parents friends etc to be patient payments If you have specified oldest outstanding balances you are done with this window now and you can click OK if you are satisfied with the data On the other hand if you ve clicked PI specify you now have to do just that User s Manual Page 29 PM 2 for Windows Look at the table of open visits in the lower half of the window It shows all the visits for which some balance remains outstanding at this time In the yellow highlighted column take the total Amount Paid from the top of the window and divide it up as necessary The only restriction is that the various amounts you enter into the table e g 5 to one visit 10 to a second visit and 15 to a third visit must equal the total Amount Paid at the top in this example 30 Click OK when you re satisfied with the data or Cancel to abandon it and start over User s Manual Page 30 Tutorial 8 Running a patient statement PM 2
95. rator keys do not work when any pull down menus are visible Click Insurance Carriers again to reopen the Insurance Carriers browse window Step 3 Now we re getting ready to enter some data But let s check out 3 alternate ways of doing so first e Click Edit on the menu bar then Insert Record Notice the Add new insurance carrier form that comes up Don t do anything with it yet click Cancel to get rid of it e Look at the toolbar on the insurance carrier browse window See the little blue button that looks like a dog eared square of paper It means Insert and has the exact same effect as the Edit Insert menu options and User s Manual Page 17 PM 2 for Windows it only takes one mouse click on a larger target instead oftwo Again close the Add New Insurance Carrier window without saving any new data e Click Edit Insert Record again Notice the accelerator key on the menu option It is Insert which signifies the Ins key on your keyboard So press Esc or click your mouse somewhere on the desktop to get rid of the Edit menu and try pressing the Ins key to bring up the Add New Insurance Carrier window This time leave it open You can use whichever of these three methods you prefer for opening the Add New Data window of any of the data browsers in PM 2 for Windows Step 4 Now type in the name and details for one of your insurance carriers Only the carrier name is obligatory but try to enter as much informa
96. rd the data you have entered and keep the window in its initial condition click the Cancel button But you will have to save this information at some point before going on to the next step Step 7 After clicking OK read the message box and make User s Manual Page 14 PM 2 for Windows a decision If you are setting up the software for a solo practitioner and have entered just the practitioner s name professional details and address click OK to put this same information in the Provider Roster At this point you will have finished this tutorial On the other hand you may be setting up a multiprovider office or you may be setting up for a sole practitioner but the practice name may not be the same as the professional s name In this case click Cancel and go on to the next step Step 8 Click File on the menu bar then Provider Roster and then the Insert toolbar button This will bring up the Add New Provider window of the provider roster Complete and save this window for each professional in the practice Notice that this window is identical to the User Identification window with the exception of one extra data field each provider must be designated as either billing under his or her own name and tax ID number or that of the practice if any It is possible to have different providers with different billing arrangements or even multiple entries for the same provider if some of their work is billed individually e g Dr Smit
97. ritten prescription to hand to the patient or to log prescriptions User s Manual Page 136 PM 2 for Windows which are written by hand or phoned in to the pharmacy The Date field by default contains the current system date The next 5 fields are all combo boxes which means that you can either type in the required information or else click on the down arrow icon at the right of the field to bring up a list of predetermined options In the latter case just click the desired choice to enter it Medication Name Dosage Form capsule tablet etc Strength typical dosages such as 1 mg 5 mg etc Sig typical instructions such as i bid ii tid etc Number of refills 0 9 The Generic Substitution Permissible checkbox causes a statement of generic substitution permissible or not permissible to be printed as a footnote to the prescription The required language for this statement varies state by state and may not yet been collected for your locality At the bottom of the Prescription Writer window are 3 pushbuttons You normally complete your work with the Prescription Writer by clicking one of these three buttons Print and Log to both print out the prescription and record it in the patient s prescription log Log Only to record it but not print it out or Cancel to abandon the prescription The Renew button is a specialized form of the Prescription Writer in which you first select the prescription from the browse display wh
98. rom insured patients for professional services Deductibles and amounts in excess of annual or other limits are other types of patient responsibility for fees but are handled separately Copayments may be either simple or tiered Copayment information is one of the detail windows of the Patient Data Base In the case of simple fixed dollar copayments there is a single field for the entry of the copayment dollar amount In the case of tiered copayments which vary either by session count or by type of service provided there is are fields for the entry of the copayment dollar amount due for each tier of service whether determined by session count or type of service Related topic Copayments and deductibles Copayment basis fixed dollar amount Copayment calculation method fixed dollar PM 2 for Windows amount Select this option for patients covered by an insurance arrangement which leaves the patient responsible for the same dollar amount for each visit Specify this dollar amount in the Copayment Amount field User s Manual Page 77 Related topics Copayment Amount Copayment calculation method fixed percentage of the fee Select this option for patients covered by an insurance arrangement which leaves the patient responsible for the same percentage of your fee for each visit Specify this percentage in the Copayment Percentage field Copayment calculation method self pay PM 2 for Windows Select this o
99. rrent calendar page and record them with appropriate charge data in the individual patient account records User s Manual Page 48 Format select 15 30 or 60 minute intervals for scheduling appointments select 1 2 or 3 line display mode select your office opening and closing times Done save all information on the present calendar page Clear erase all information on the present calendar page PM 2 for Windows User s Manual Page 49 PM 2 for Windows User s Manual Page 50 Backing up your data PM 2 for Windows Purpose Create secure backup copies of your PM 2 data Menu selections Utilities backup Accelerator key Ctrl Alt F12 Sound computing practice dictates that you back up your data files regularly and keep your backup copies in a separate physical location from your computer Back up your data x Incremental WARNING AH existing files on backup diskettes will be erased Thus does not agony fo zip atives X cance If you have a tape backup system USE IT Tape backups are faster and more comprehensive than diskette backups But if you do not PM 2 for Windows offers a fast built in diskette backup routine that can be activated from the menus It creates zip format backups not to be confused with the ZIPdrive removable storage device which are written to diskettes The backup routine compresses the data dbf and index ntx files of PM 2 for Windows not the program or system file
100. rt and view and or print it using Notepador Wordpad User s Manual Page 163 XA UZMUU gt admi BL lulu 2 0 PM 2 for Windows User s Manual Page 164 Appendix B User designed reports PM 2 for Windows This is an advanced topic actually meriting a book in itself In this Appendix we can only point in a general way at the approach to designing your own reports in PM 2 for Windows There are two approaches to designing your own reports in PM 2 for Windows Users who have not previously worked with a Windows report generator would do well to start with one of the simpler built in reports such as the Activity reports Cash Journal or Patient Contact Run one of these reports but when the Report Destination window comes up click Modify Format instead of Print or Preview This will bring up the template for the report Some aspects of the template will be immediately evident even if the details are not obvious the report is divided into sections including a heading a body and a footer The heading includes a title and a label for each column of the report The body section is repeated once for each line item in the report and contains the actual specifications for each data item as opposed to the text labels in the heading section Footers usually contain totals or explanatory statements The report may also contain grouping or subtotal specifications Experiment with selecting by mouse clicks moving by drop an
101. s Therefore disaster recovery may require your original installation diskettes as well as the backup diskettes Please note any warning or error messages which are received in the course of a backup they could mean that your backup was incomplete or unsuccessful User s Manual Page 51 PM 2 for Windows You may choose to perform either complete or incremental backups Complete backups copy all data and index files and are normally the preferred mode Incremental backups copy only files which have been modified since the last backup was made They are marginally faster and take less space but may not contain 100 of the data needed for recovery in case of a hard disk failure they must be used in conjunction with the previous Complete backup Note that when using 3 5 diskettes the backup routine erases any contents on the backup diskette prior to writing your backup so make sure that you are not using a diskette containing important data for your backups A good backup routine would utilize the Complete option once per month and the Incremental option on a weekly or daily basis depending on the office s volume of work Always save and permanently file at least one Complete backup per month as well as all Incremental backups made since the preceding Complete backup After a new Complete backup has been done you may recycle the previous period s Incremental diskettes But make sure to periodically retire a set of C
102. s based on a flat dollar amount e Level copayments based on a percentage of the fee e Tiered copayments based on the type of service e g consultations covered at one rate psychotherapy covered at another rate medication management covered at yet another e Tiered copayments based on duration of treatment e g first visit covered at one rater next 5 visits at a lower rater remaining visits at yet a lower rate For demonstration purposes let s stay with one of the simpler models i e self pay or level copayment Before leaving this window if any model other than self pay has been selected make absolutely certain that you have entered the correct effective date of coverage for this insurance Also notice the dollar cap field by default it is set to a fictitious very high level Do not reset this amount unless you know the dollar amount where the patient s coverage maxes out users sometimes reset this value to zero because 99 999 99 looks too high and by doing so inadvertently tell the computer that the patient is already out of insurance coverage When you re done with all three of these fields you can now click the OK button to save the data on this patient Review it and make any desired changes clicking the OK button when you are done To select a patient on the Patient Selection window when more than one patient has been entered into the system you have two choices e Enter the first few l
103. s your billings for any chosen period broken down according to the type of service which was rendered The default reporting period is the previous calendar month but this can be altered at the user s discretion The report is activated with the standard Report Date Range dialog box and output can be directed to printer screen preview or disk file with the standard Report Destination dialog box Related topics Report Date Range dialog box Report Destination dialog box Browse window Definition a type of window displaying a database in tabular form For example the Referral Sources window or the Visit Codes Definition window PM 2 for Windows User s Manual Page 58 Cancel Button x Cancel On data entry windows the Cancel button causes all edits to be discarded and the data kept in its original form if a new patient or other record was being defined it is not saved On dialog windows the Cancel button causes the requested process to be terminated CHAMPUS data PM 2 for Windows CHAMPUS CHAMPYA insureds only Nonavail ability flag Sponsor s branch Status Grade CHAMPUS is a Federal health insurance program for family members of armed services members CHAMPUS data is collected on screen 2 of the Insured Party window in PM 2 for Windows of which the illustration above is a detail There are 4 categories of data that are required for successful submission of a CHAMPUS or CHAMPVA c
104. sert toolbar button on the Lab Results Browse window see previous entry or when you select Insert on the Edit menu of that window There are five data fields on this window e Name of Test Date of Test Result Reference Range high Reference Range low The first three fields are required in all cases while the latter two are optional The reference range may be entered with each value received because different clinical laboratories will report different reference ranges or even different units of measurement for the same test A database is provided which contains the names of a number of lab tests that are commonly ordered in psychiatry If convenient you can click the arrow icon at the right of the Name of Test field and click on the name User s Manual Page 114 of the test rather than typing it in PM 2 for Windows User s Manual Page 115 Managed care authorizations PM 2 for Windows Purpose Track managed care treatment authorizations for a given patient Patient Database 1 Insured I 1 Insured Il 2 Insured I 2 Insured Il 3 Insured I 3 Insured Il Demog I Demog Il Demag Ill Demog IV DSM 4 Dx ICD 3 Dx Copay deductible Managed care Primary guarantor Secondary guarantor Delete an b Add new Managed care approvals l approval D approval Authorization Authorization Expiration Authorized Service No of visits date no date provider code authorized
105. slpay ins2pay adjust riskpool bal pt_est ins_est zip cityname zip zipcode zip state sunday weekof cal cal cal ca cal ca cal cal cal cal cal cal cal cal cal ca cal ca cal cal lendar lendar lendar lendar lendar lendar lendar lendar lendar lendar lendar lendar lendar lendar lendar lendar lendar lendar lendar lendar docno weekof rec line time descrip sun mon tue wed thu ET sat sun_no mon_no tue_no wed_no thu_no fri_no sat_no Page 171 XA UZMUU gt admi BL lulu 2 0 PM 2 for Windows User s Manual Page 172 Appendix E HCFA policy on acceptability of computer generated vs pre printed red HCFA 1500 forms for Medicare claims The following information is taken directly from HCFA s web site at http www hcfa gov medicare edi 1500info htm as of 21 March 2000 Please check this website periodically for the possible updates of this information If you intend to make paper copies of Form HCFA 1500 for claims submission purposes please contact the specific health care payer that you intend to submit these claims to before submitting these claims for payment Some payers may be able to accept a black amp white copy of Form HCFA 1500 Other payers may not accept a black amp white copy if they are utilizing Optical Character Recognition OCR equipment If a Medicare carrier utilizes Optical Character Recogniti
106. t listing code number name address and telephone number for each carrier in your Insurance carrier file The Detail Report is a paragraph style report which shows all of the above data plus drug registration license UPIN Blue Cross and Medicaid numbers and up to ten fields of user defined data for each carrier in your Insurance carrier file User s Manual Page 105 Demonstration System Insurance Carrier Listing summary report Name Address City State Zip AARP Claims Unit PO Box 13999 Phila PA 19187 0216 BC BS of NJ Blue Cross Champva Chubb Health HMO Cigna HMO Medicaid PO Box 4808 Trenton NJ 08650 4808 Medicare Empire Blue PO Box 355 Crompond NY 10517 Cross Select the report you desire by clicking the appropriate option then click the OK button Or click Cancel to cancel production of the report and return to the Insurance carrier file browse window Related topics Insurance carrier file Insurance claim forms running of Purpose Print HCFA 1500 insurance claim forms Menu selections Insurance Run claims single multiple Accelerator key Shift F5 single Shift F6 multiple PM 2 for Windows File Edit Biling Insurance Reports Forms Utilities Windows Help Run single claim Shift F5 Run multiple claims Shift F6 Electronic claims submission gt Managed care countdown _ Shilt F8 PM 2 for Windows User s Manual Page 106 PM 2 for Windows You may run insurance claim forms ei
107. t must be provided for every carrier to which you intend to submit electronic claims It is important to check one of the seven options in the Type of Carrier box in the upper right hand corner of the window You must tell the system explicitly whether each carrier is a Blue Cross plan a Medicare intermediary a commercial insurance company etc the system cannot infer the type of carrier from the carrier s name This information is used for two purposes e When submitting claims on paper your selection here User s Manual Page 104 controls which of the seven checkboxes in field 1 of the HCFA 1500 form is checked If omitted no box is checked but your claim may be processed e When submitting claims electronically it is even more important for it controls the placement of your provider identification number in the claims file If omitted or entered incorrectly your provider ID no will be omitted or incorrectly placed in the electronic claims file and your claim will be rejected The Claims Format field is not used at this time in PM 2 for Windows Click OK to confirm the addition to the file or Cancel to abandon it Related topics Insurance carrier file Insurance carrier file printing Insurance carrier file printing PM 2 for Windows Two different types of printed listings Summary and Detail can be selected for printing via this dialog window The Summary Report which is the default is a columnar repor
108. tails DSM 4 diagnosis Accelerator key Ctrl F This window is used for entering the clinical diagnoses on a specific patient To browse or modify the master diagnosis files see the Diagnosis file window DSM4 or the Diagnosis file window ICD9 Up to three diagnoses in DSM4 coding can be entered on this window primary secondary or tertiary You can either type in the diagnosis or click the arrow icon at the right hand end of the diagnosis field which causes a numerically sorted listing of the diagnosis codes to pop up Patient Data Select Patient DSM 4 Diagnosis Doe John i B Ce ia 4 gt va Primary 295 60 Schizophrenia residual type E 295 60 Schizophrenia residual type Secondary 295 70 Schizoaffective disorder 295 90 Schizophrenia undifferentiated Tertiary 296 00 Bipolar Disorder single manic 296 01 Bipolar Disorder single manic Only diagnoses presently on file can be selected via this window To add a new diagnosis to the DSM4 diagnosis file make the following menu selections File Clinical Diagnosis DSM4 Once entered new diagnoses are merged into the diagnosis file and can be used just like diagnoses supplied with the original file The diagnoses entered on this window stay with the patient User s Manual Page 89 PM 2 for Windows until modified Thus they will come up by default on each visit that is posted but like all defaults in PM 2 can be overridden as needed for specific
109. tal rather than professional in nature e g fees for broken appointments or returned checks Each charge type has a 2 character svetype code which is assigned by the system for internal use and a narrative description which is used on patient statements and reports CPT4 codes and modifiers do not apply to miscellaneous charges because they are not professional services in nature User s Manual Page 67 PM 2 ships with a short list of miscellaneous charge types sales taxes returned check fees and a general Miscellaneous Charge category You are not limited to these codes but may add new codes to the list at any time by clicking the Insert toolbar button or by selecting Insert on the Edit menu to insert a new code When you do so a template will come up with the next available svctype code already entered you need enter only the narrative description Unused codes may be deleted by pressing the Delete button or by using the Delete menu option on the Edit menu However you will not be permitted to delete codes under which visits have been recorded for this would result in an undefined code error condition when such visits are encountered in the transaction data file You can use the Arrow toolbar buttons OCE or their equivalents on the Edit menu to quickly navigate through the file which is presented in alphabetical order according to the Description field You can obtain a printout of the file by clicking the Pr
110. te lack of uniformity in implementation of the NSF so that we can only guarantee that our NSF files will be fully compatible with the requirements of our clearing houses Prior to any electronic submission you must sign up with the clearing house or the end payor in order to be recognized as an electronic submitter Please contact our office for the required signup forms if you have not already received them You must receive a User ID code directly from the clearing house before attempting any transmission Here is a summary protocol for electronic submission to our primary clearing house Envoy NEIC once you have received their approval for sending through a test submission A Build your claims file by clicking Insurance Electronic Claims Submission Run Claims Enter your start and end service dates then click OK Wait for the complete claims file to appear in the display window Make a note of the file name as prompted in the message box B Transmit your claims file by clicking Transmit Now at the bottom of the claims window This button will launch User s Manual Page 161 x 0U0zmuu gt PM 2 for Windows Hyperterminal the built in Windows communication package The following 6 steps are required 1 Click the Envoy icon within the Hyperterminal main window This will cause your modem to dial Envoy s number 2 When you receive the prompt Login type in Kermit and press Enter 3 When you recieve t
111. that are available please read it at your leisure User s Manual Page 34 Tutorial 10 Running reports PM 2 for Windows Learning goal for this tutorial e Learn how to run off an Aged Accounts Receivable report in PM 2 for Windows There are many many different accounting reports available under the Reports menu of PM 2 for windows We ll use just one the Aged Accounts Receivable report as a teaching tool the lessons here apply to all of the other reports as well Select Reports from the Menu Bar then Aged Accounts Receivable from the Reports Menu This brings up the Aged Accounts Receivable box which is a very simple dialog that just asks you for the as of date of the report other reports have both a From and a To date By default the report will run as of the end of the previous month as determined by the system clock Click OK when you re satisfied with the date This brings up a special window for the A R report you have the option to prepare the report based on patient balances insurance balances or total balances the default This allows you to analyze your receivables from several different points of view Choose your point of view and then click OK This begins the report preparation Notice the progress bar going across the report window when it reaches 100 the now familiar Report Destination box will come up Print or preview the report as you choose User s Manual Page 35 PM 2 for Windo
112. the Palm Pilot 164 D Databases and field names 165 E HCFA policy statement on acceptability of computer generated vs pre printed red HCFA 1500 forms for Medicare claims 168 PM 2 for Windows an overview PM 2 for Windows PM 2 for Windows is a billing and clinical record keeping system for mental health professionals Designed to run under Microsoft Windows XP NT 2000 Me and 98 and written in the CA Visual Objects language it is built around a central Patient Database which contains extensive demographic information about each patient in your practice The patient database is linked to a Financial Database which presents each patient s account record in a tabular format organized toward the requirements of a managed care environment risk pool withholds tiered copayments etc Visits payments adjustments etc are posted directly to this account record and bills and insurance claims are produced from it by single mouse clicks In addition automatic links are provided to supporting databases which contain e DSM 4 and ICD 9 diagnostic data e CPT 4 procedural coding data e Insurance coverage guarantor and responsible party data e Referral source place of service and treating clinician data e Copayment deductible and managed care data Clinical options provide facilities for clinical notes appointment scheduling prescription writing and logging lab
113. ther singly by patient or in groups using the first or second options on this menu When running claims singly a standard Patient Selection Window comes up see next page Select the patient for whom you wish to generate a claim form and then click OK This will bring up a second window on which you specify the first and last dates of the period to be covered by the claim form Click OK again to run your form as illustrated below Patient selection window Run Insurance Claim Select Patient iof Xx Claim period selection window note the Help button at the bottom which is present on some dialog windows which do not have toolbar buttons Running claims as a group is only a little different Select Multiple Claims from the menu see previous page and then select either all patients see below or a specified subgroup of patients from the Multiple Insurance Claims window illustrated on the following page User s Manual Page 107 PM 2 for Windows Run Insurance Claim 0270172000 Ee 02 29 2000 j The claim information may be either printed along with the form itself onto plain blank paper or it may be printed out onto standard HCFA 1500 claim forms which must be loaded into your printer Both cut sheet and tractor feed versions of this form are available from a large number of commercial medical printers Medicare policy varies by carrier as to whether the red preprinted forms are required see Appe
114. ther than on a daily or hourly basis as the patients come in The Format button brings up the Calendar Formatting options window which allows you to select from three sets of formatting options Appointment Interval 15 30 or 60 min Appointment Display Style 1 2 or 3 lines per entry and Appointment Range starting and ending times for your work day For further details see Calendar formatting options The Done button simply signifies that you are finished with the calendar and wish to save it as is much like the OK button on other windows The Clear button erases all entries on the calendar after giving you a chance to cancel this choice with an Are you sure message box User s Manual Page 38 Tutorial 12 Writing progress notes PM 2 for Windows Learning goal for this tutorial e Learn how to run write and save Progress Notes in PM 2 for Windows PM 2 for Windows has an extensive array of clinical as well as business functions In this tutorial we ll focus on just the Progress Notes module To start the Progress Notes module click File Clinical Progress Notes and select the patient on whom you wish to write If there are not yet any notes on file please click Yes when the box comes up informing you of this You should now be on the Write Progress Notes window Text may be entered onto this window in a variety of ways e Just type it straight text e Use the Paste button to bring in text previously
115. therapist Note the available subgrouping options the default is all patients which means all patients with open account balances and or account activity in the billing period Prescriptions browsing PM 2 for Windows Purpose Print and record prescriptions for medication Menu selections File Clinical Prescriptions Accelerator key Ctrl F9 The Rx Record window provides a dynamic display of all prescriptions written to date on a given patient An Edit Menu and corresponding toolbar are provided for writing new prescriptions browsing up and down through the prescription record printing the record out and activating User s Manual Page 135 PM 2 for Windows this help display ist Prescription Record Doe John BIS KHAPPAEBGSJW The Rx l and Renew E toolbar buttons are closely related and will be discussed together The Rx button brings up the Prescriptions Writer template window This window illustrated below contains fields for writing a new prescription Such new prescriptions can be printed out by the computer and handed to the patient or the prescriptions can be written by hand or telephoned in to the pharmacy and the Prescription Writer used simply for record keeping purposes The Prescription Writer window simulates a printed prescription pad with fields corresponding to all the data needed to write a traditional prescription This window can be used either to produce a w
116. tion as you have available about each carrier Notice the field carrier type in the upper right hand corner ofthe window This information is necessary for proper completion of Box 1 of the HCFA 1500 form and for proper routing of electronic claims It is not sufficient to enter the name of a carrier because PM 2 has no way of determining from the name alone whether a given carrier is a commercial insurance plan a Blue Cross plan a medicare intermediary or whatever Step 5 Click OK when you are satisfied with the new carrier information Notice how it is immediately transferred to the table of insurance carriers in the browser Step 6 Identify the Delete toolbar button on the browser it looks like a trash can and is used for deleting items on all the data browsers throughout PM 2 for Windows Highlight one of your insurance carriers and click it If you change your mind you can respond No on the Do you really want to delete this item box User s Manual Page 18 Tutorial 3 Entering your service locations PM 2 for Windows Learning goals for this tutorial e Reinforce the skills acquired in the previous tutorial e Get your service locations on board In this lesson we are going to get your service locations into the system while reinforcing the skills acquired in the previous tutorial Service Locations are the places where the professionals in your practice work e g office hospital school nursing home
117. tioner installations only Only users with Access Level 5 have access to the Password Browser Users may be added or deleted by clicking the Insert or Delete toolbar buttons respectively Clinician ID A User ID may be associated with a Clinician ID in multipractitioner installations of PM 2 for Windows This allows the system to be used in large offices where Dr A s assistant for example has rights to work on Dr A s data but not Dr B s If the Clinician ID is omitted the user has rights to access all data in the system subject to his or her access level Password specifications of The password is a 3 to 8 character string which must be entered within 3 tries when initially logging in to PM 2 for Windows It is stored in an encrypted form which should be secure against most amateur efforts at decryption Users are cautioned however that a all encryption systems are vulnerable to sufficiently concerted attack and b in most real world circumstances physical security of the computer with its data files is more important than password security of the application program User s Manual Page 122 Password system user name User name is the user s actual name or nickname as opposed to password When logging in the user will be prompted for both user name and password Both of these must match the versions on file in order for the log in to be permitted Patient account record PM 2 for Windows Purpose Dis
118. tions 53 Billings breakdown of by insurance carrier 54 Billings breakdown of by month ofservice 55 Billings breakdown of by place of service 56 Billings breakdown of by provider 57 Billings breakdown of by referral source 58 Billings breakdown of by type of service Bills see Patient statements Browse window defined 58 C Calendar see Appointment Calendar Cancel Button defined 59 Case notes see Progress notes CHAMPUS 59 Chart notes see Progress notes Claim form see Insurance claim form Clinical menu 60 Clinician listings summary vs detail 60 Codes menu 61 Codes credit adjustment 62 63 Codes credit adjustment adding new 63 64 Codes debit adjustment 64 65 Codes debit adjustment adding new 62 Codes miscellaneous charge 67 68 Codes miscellaneous charge adding new 68 Codes payment 70 71 Codes payment adding new 71 72 Codes refund 72 73 Codes refund adding new 73 74 Codes visit 74 75 Codes visit adding new 75 Copayments 76 81 CPT4 codes defined 82 D Databases reindexing of 83 PM 2 for Windows User s Manual Date of service defined 84 Daysheet 84 85 Demographics see Patient Demographics Diagnosis file window DSM4 85 86 Diagnosis file window ICD9 87 Diagnosis files 88 Dunning messages see Billing Format Options E Earnings breakdown of by insurance carrier 93 Earnings breakdown of by place of service 93 Earnings breakdown of patient vs insurance payment 94 Edit menu 94 E
119. tipractitioner installations a separate appointment calendar is maintained for each clinician in the practice When the calendar is first called up the present week as determined by the system clock is displayed To display an earlier week click the arrow at the left of the date field to display a later week click the arrow at the right of the date User s Manual Page 47 PM 2 for Windows Fee kang Ib lake sowie rot tow a nrzonss gt Piri dop Part mock _F mom tomgisie Foma Ceo Appointments and events can be scheduled well into the future The system is installed with one year s worth of blank calendar pages beginning with the week of installation after six months and every year thereafter another year s worth of pages is added so that you can always schedule events at least six months and usually 12 18 months into the future Ten function buttons are provided at the top of the calendar window as follows Help brings up on line Help description of the other buttons Print day produce hard copy of a single day s schedule from the weekly page being displayed Print week produce hard copy of the entire week being displayed Save as template use the current week s schedule as a template for future weeks Fill from template use the saved template to fill in standing appointments before entering new items Post Take the scheduled appointments from the cu
120. u ll see the name of your first patient in the browse section of the window To fill in further details on this patient click the OK button rather than the Register New Patient button because you re now updating the record on an established patient Insured party I This refers to the person who holds the insurance if any for the patient named in Demographics I If the insured party is the same as the patient just click the Self button under Patient Relationship to Insured and all of the identifying information will be transferred in from Demographics I There are two other critical fields on this window the Insurance Carrier field and the Insurance ID no field Notice the down arrow at the right of the Insurance Carrier field This pulls down a scrollable list of all of the insurance carriers you previously entered in the Insurance Carrier browse window Select one even if fictitious it can always be changed later Then type in the insurance ID no that applies to the patient for this carrier Don t click OK yet because we re going on another tab of this window Copay deductible This is where we enter the critical information about who is responsible for the patient s charges The system recognizes five different models of copayment responsibility as shown on the window e Self pay there is no insurance patient responsible for everything User s Manual Page 24 PM 2 for Windows e Level copayment
121. vices units services tos services price services modl services mod2 services pricel services price2 services price3 services price4 services price5 services price6 services price7 services price8 services price9 state state state state_text tests test_name tests hi PM 2 for Windows tests lo transact svcdate transact postdate transact pt_no transact svctype transact docno transact locno transact nom_charge transact mcwriteoff transact con_charge transact copay transact ded transact overlim transact adj transact pt_resp transact pt_pd transact pt_bal transact withhold transact ins_resp transact insl_pd transact ins2_pd transact ins_bal transact bal transact dx transact ckno transact remarks transact page transact extra transact appl_dedct userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid userid title first mi last degree addl add2 city state zip phone fax ssn ein license dea statedrug upin billunder bluecross medicare medicaid userl user2 user3 user4 user5 user6 user7 user8 user9 user10 User s Manual visit visit visit visit visit visit visit visit visit visit visit Visit visit PEMO svcdate descrip location charge ptpay in
122. which is assigned by the system for internal use and a narrative description which is used on patient statements and reports CPT4 codes and modifiers do not apply to payment types PM 2 ships with a short list of payment types commercial insurance medicare medicaid patient and unspecified You are not limited to these codes but may add new codes to the list at any time by clicking the Insert toolbar button or by selecting Insert on the Edit menu to insert a new code When you do so a template will come up with the next available svetype code already entered you need enter only the narrative description Unused codes may be deleted by pressing the Delete button or by using the Delete menu option on the Edit menu However you will not be permitted to delete codes under User s Manual Page 70 which visits have been recorded for this would result in an undefined code error condition when such visits are encountered in the transaction data file You can use the Arrow toolbar buttons OOE or their equivalents on the Edit menu to quickly navigate through the file which is presented in alphabetical order according to the Description field You can obtain a printout of the file by clicking the Printer button or by clicking Print on the Edit menu Related topics Codes payment adding new Codes payment adding new PM 2 for Windows Add a new Payment code aeg 4 gt gt gt a 2 Internal co
123. ws User s Manual Page 36 Tutorial 11 Using the appointment calendar PM 2 for Windows Learning goal for this tutorial e Learn how to run use the Appointment Calendar in PM 2 for Windows for scheduling and posting To bring up the appointment calendar click File on the menu bar then Appointment Calendar If more than one provider has been entered into your system you will be asked to specify which provider s calendar to bring up Note that the PM 2 for Windows Appointment Calendar displays appointments for a week at a time seven days per week for one provider at a time When the calendar is first called up the present week as determined by the system clock is displayed To display an earlier week click the arrow at the left of the date field to display a later week click the arrow at the right of the date An informational message is received if you try to display an out of range week Appointments and events can be scheduled well into the future The system is installed with one year s worth of blank calendar pages beginning with the week of installation after six months and every year thereafter another year s worth of pages is added so that you can always schedule events at least six months and usually 12 18 months into the future To print out the current calendar click either the Print Day or the Print Week button depending on how much of the calendar you wish to print out If a patient calls asking
124. y PM 2 report A special dedicated Help system is available by clicking the Help option within the Modify Format window Restore default layout If you decide that you don t want to keep the changes you have made click this option to restore the original layout even if you haven t made an explicit backup Restoring your databases from backups PM 2 for Windows Purpose Bring back lost data files or undo erroneous data entry Menu selections Utilities Restore Accelerator key Shift Alt F2 This is a disaster recovery option If you have good backup diskettes and your databases have been lost corrupted or destroyed but you can still open PM 2 for Windows click Utilities Restore to bring up this window Restore data files from backup copy WARNING Restoring from backup will replace your existing data files Continue On most installations your diskette drive will be the default lt a and your destination directory will be the default C PM2W DATA If you are unable to start PM 2 for Windows at all then you User s Manual Page 151 will need to re install the product from the original diskettes and then use this option to bring back your data files PM 2 for Windows User s Manual Page 152 Service locations file Purpose Browse and update the Place of Service file Menu selections File Service Locations Accelerator key Ctrl F7 A file virtually identical in structure and operation to t
125. ying and posting financial data to individual patient accounts and Daysheet for an efficient posting form for multiple accounts PM 2 for Windows User s Manual Page 98 Forms generator menu PM 2 for Windows PM 2 for Windows F orms A variety of clinically useful forms and labels can be produced on your printer using the options of this menu When producing labels a dialog box will come up to ask you what type of label stock you are using in terms of Avery code numbers Avery is the leading producer of PC labels and competing companies will generally identify their products as equivalent to Avery nnnn for compatibility purposes Mailing labels can be produced not only for patients but also for referral sources and insurance carriers Please note that by using the ENV option you may print directly onto envelopes rather than onto labels if your printer is physically capable of handling envelopes Mailing labels User s Manual Page 99 PM 2 for Windows User s Manual Page 100 Getting started registering patients See Tutorial 5 for a detailed description of the process of registering a new patient Guarantor window PM 2 for Windows Purpose dentify the person or entity responsible for the patient s bills The guarantor is the person or other legal entity that is financially responsible for the costs of the patient s care A guarantor is not an insurance company except in the specific circu

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