Software Reference Guide - UB
Contents
1. E Batch Printing Queue x Queued to Print Queued to Print Copies x Add Files Print Al aw EDI File Creator Allows the user to convert multiple created claims into a single ued Electronic Data Interchange EDI compatible file appending one claim after another Click Add Files to queue the claims and click Create to create the EDI compatible file Utilize this function to create electronic paperless claims for clearinghouse submission This single created file is what should be sent to the clearinghouse Note This feature is only available in the EDI Clearinghouse edition fe EDI File Creator File Queued Time Saving Hint After selecting Add Files hold the CTRL key and click all the files you wish to add File Queued This will allow you to select multiple files in the Open window 2009 UB 04 Software Inc All rights reserved 9 PR Users This feature becomes unlocked when the Enable Security Login is selected in the Options menu Advanced changes require Administrative Admin login so we recommend changing the Admin account password after the initial login Add Users Allows the administrator to create additional log in names and passwords for other users Change User Password Permits the administrator to alter a created user s password Change My Password Allows current user to change their password Log In En2. FILE a Form for Current Patient Opens a form with all data intact except the entries in Boxes 42 49 Rows 1 22 allowing easy entry for the same patient Patient Opens a form that only retains the information in Boxes 1 and 5 which are the Provider Information and the Federal Tax Number respectively Blank Form Opens a clean blank form that is ready to be filled a Open Opens a saved claim file Save A quick save of the file you are currently viewing Save As Saves a claim file with a unique name and to a s A oins specific drive Export to Allows the user to export claim information into a XML PDF MS Excel MS Access MS Word or EDI format txpoit to exel Files To Export as MS Excel Allows the user to File Queued x export created claims to an Excel Spreadsheet Click Add Files to queue the claims and click Export le amp to view the data in an Excel environment This function can be helpful in understanding the headings we utilize in Excel importation 2009 UB 04 Software Inc All rights reserved 6 PR AI MS Access Allows the user to export created claims to an Access Database First choose New or Existing Database Then click Add Files to queue the claims and click Export At this point you are given three options as seen below Choose the appropriate option and proceed This
3. cam eouwiasionnra cesses a es cecavwaneel aed sen deeuusane eee emo ke 2009 UB 04 Software Inc All rights reserved faj Features of the UB 04 Software i ih oar een te earings oes e A simple interface with boxes for Ea aoe els ease of use and learning that act as a S Tutorial pa e Create templates for speed of completion and to eliminate repetitive entries e Print onto pre purchased forms or print the entire form in either color or black amp white e Advanced Printer Alignment that calibrates the form with your printer mm n e Batch Printing allows multiple m m as claims to print with a single click Ee e EDI File Creator allows the user to create a single Print Image file out of multiple claims which can then be sent to a clearinghouse for Electronic Paperless Submission e AutoFill for repetitive transactions in Rows 1 22 of Boxes 42 49 e Automatic Addition calculates charges automatically e Enhanced Importation Exportation allows importation from ae Excel and P Access as well as exportation to lac P PDF XML and w Word allowing entry less claim creation e Administrative Security Login to further protect your claim files and enhance HIPAA Compliance through Privacy and Security e Ideal for Institutional Health Care Claims and Medicare Claims 2009 UB 04 Software Inc All rights reserved aj 1 2 3 4 5
4. function can be helpful in understanding the headings we utilize in Access importation tD Export Data Preview IWant to open the Exported Data in MS Access I Want to open the Exported Data Internally Do Not Want to open the Exported Data Export to EDI Compatible File Format Converts and saves a claim in the ned EDI compatible file format which may be sent to a clearinghouse We have streamlined this process with the EDI File Creator function which is explained below Append to Existing EDI Compatible File Appends or adds a claim file to an existing EDI compatible file We have streamlined this process with the EDI File Creator function which is explained below Import From AI Access Database Allows the user to import from an Access database that has the same column headings we have utilized These column headings can be viewed by going to File gt gt Export To gt gt Microsoft Access a lt Excel File Allows the user to import from an Excel file that has the same column headings we have utilized These column headings can be viewed by going to File gt gt Export To gt gt Microsoft Excel a lt Excel File Manual Import Allows the user to import from their custom Excel file The File Header rows are taken from the user s Excel column headings and you must match your headings to the form using the Link To drop down boxes They correspond to the UB 04 form s di
5. login Log In gt HELP UB 04 CMS 1450 Help Suggestion boxes appear explaining the Help boxes or guiding the user to contact us Check for New Version Allows the user to see if their version is up to date and download the newest version Registration information may be needed to obtain an upgrade so please store your registration information in a safe place Software Reference Guide Opens the most up to date version of this guide in a web browser Frequently Asked Questions Directs the user to the Frequently Asked _ 4 Questions section of our Support page About General information about your software including the version Upgrade to Electronic EDI Edition Allows Fill amp Print users to upgrade to the EDI Clearinghouse edition within the software 2009 UB 04 Software Inc All rights reserved fp PR Questions or Concerns UB 04 Software Inc has a 30 day money back guarantee with all of our software If the software is not satisfactory for any reason within 30 days of your original purchase you may request a refund Please contact via phone 1 866 829 2763 Please contact us via e mail Support UB 04software com Please visit our website http www UB 04software com Show Hide Suggestion Box Ctrl H Turn AutoFill On Off 2009 UB 04 Software Inc All rights reserved
6. 6 Installation A window will open asking you to Open Save or Run the file Any option is acceptable but it is easiest to Open or Run The button is labeled Open in earlier versions of Windows and Run in the newest version of Windows XP Vista 7 The file will now begin downloading If you are using the newest version of Windows XP Vista 7 a security warning may open asking you if you wish to run the software Select Run Accept or Allow After the download has completed the installer will start and display Welcome to the UB 04 Software Setup Wizard Select the appropriate options for each message screen and click Next If you are unsure of which options to select on each screen click Next for the default options Click the Install button which will install the software onto your hard drive Click the Finish button first making sure that the Launch checkbox is marked to immediately enter the software 2009 UB 04 Software Inc All rights reserved 55 PR Toolbar amp Menu Walkthrough The Toolbar gives users easier access to key features By hovering over the icon each function will be displayed The individual icons are explained in further detail below LE i Ae There are three commands found at the top left of our software FILE OPTIONS and HELP Below is an explanation of these and their subcommands gt
7. UB 04 Software Reference Guide 2009 UB 04 Software Inc All rights reserved 2 h Table of Contents Pea eSa a O TAT O E ET EER Ly ae VI a0 1 eae aE ee Pee ear eR EAEE TE TE AEA Toolbar amp Menu Walkthrough ses 02 00 cee oes coe coe coe coe vee vee vee vee ceed LI File Menu Functions ese sse sse ose coe coe ooo coe coe ooo cee cee ces ces coved 10 New Open Save Save As Export To Excel c cssssessssssssesssesssesesees S Export To Access Import From Access Excel 6 7 Prot Print Mode Print OM tcc eictannselsdsestiaivalenaeaiaaicemniaae 7 Printer Alignment Advanced Alignment ssssesseseseseresesresreessreesrressreessees 8 Batch Printing EDI RISCO issons 9 How Do I Electronically Send Claims See EDI File Creator 9 Users SEC Secirity Lopin ocsts eters cessctscosssresn erent a A E 10 Options Menu Functions see sse coe cee coe cee coe coe coe soe coe eseese 1O 11 Automatic Addition AutoFill Suggestion Box esseeeeneeeeee 10 ecan y Boyes tay See Oy cop Bente nena one ner te Cnet nen ene ea eae 11 Help Menu PunctiOns ised sasccss penan caesar sesdieseedesane scaced Check for New Version Software Reference Guide cccececscsseeee 11 Frequently Asked Questions About Upgrade to EDI Edition 11 Questions or Concerns 000o 2020 0O00 00O 8080 2080 2080 OOOO OOOO 2800 00O OOOO 02080 OOOO 2080 2808 OOOO OOOO OOO 86080 12 Hotkey Sisaescon
8. ables existing users to log in List All Users Lists all created users The Administrator may remove users with this option Exit Quits and closes the software prompting the user to save if changes have been made gt OPTIONS Enable Disable Automatic Addition Automatically totals amounts in Rows 1 22 depositing the total in Row 23 This option can be turned on and off AutoFill Allows the user to turn on off and reset the AutoFill function which assists in repetitive transactions in Rows 1 22 in Boxes 42 through 49 Note In Rows 1 22 the user has the ability to set the Row at which the AutoFill will take place Please triple click in the white portions of any Box 42 through 49 to set the red marker Please highlight the red marker for additional information Show Hide Suggestion Box A suggestion box opens that can send comments questions and suggestions to our IT department This option can be turned on and off 2009 UB 04 Software Inc All rights reserved or _ Enable Disable Security Login Enables the user to secure their software and claim form data To initially enable please type Admin in the User Name and leave the Password section blank Initiating this feature will unlock a Users feature in the File menu Advanced changes require Administrative Admin login so we recommend changing the Admin account password after the initial
9. fferent sections through their number designation found in the parenthesis For example 2 corresponds to the Patient s Name These settings can be saved by selecting Save Settings and loaded by clicking Load Settings Therefore this is a one time process 2009 UB 04 Software Inc All rights reserved 7 PR Choose a valid location to save the created claims Keep in mind that a claim file will be created for each row in the Excel file We recommend creating new folder for this purpose H Fields Mapper File Header Link To Provider Info 1 Provider Info 1 Local Use Secondary Info 2 Local Use Secondary Into 2 Patient Control Humber 3a Patient Control Humber 3a Medical Record Number 36 Medical Record Number 3b Type of Bill 4 Type of Bill 4 Federal Tas Humber 5 Federal Tas Mumber 5 Statement Covers From B Statement Covers From 6 Statement Covers Through E Statement Covers Through E Unlabeled 7 Unlabeled 7 Patient Name ID Ba Patient Name ID Bal Patient N ame Sb Patient Mame Sb Patient Address Street 9a Patient Address Street 9a Patient Address City 9b Patient Address City 9b Patient Address State 9c Patient Address State 9c Patient Address ZIP 9d Patient Address Patient Address Country Code Se Statement Covers Through E Patient Birthday 10 Unlabeled 77 Patient Sex 11 Patient Name ID 8a Admission Date 12 Patient Na
10. me 8b Admission Hour 13 Patient Address Street 9a Type of Admission isit 14 Patient Address City 9b Source of Admission 15 Patient Address State 9c Discharge Hour 16 Patient Address ZIF 9d Save Settings Load Settings Print Prints the current claim file Print Mode Text Only Prints the text onto pre purchased forms Text amp Form Allows the user to print the text and form in Black amp White and Color onto blank paper Note The Color option becomes available only after Text amp Form is selected in a checkbox form Also Medicare and Medicaid require the submission of all claims on the pre purchased forms Please read the disclaimer that is displayed when the Color option is selected We are not responsible for any denied claims Print Font Allows the user to select between font sizes of 8 9 10 11 or 12 The software default is Courier New font size 8 because this is generally preferred by insurance companies A Bold option is also available 2009 UB 04 Software Inc All rights reserved fg PR Printer Alignment Permits the user to adjust alignment of the text on pre purchased forms Text Only and on blank paper Text and Form This valuable tool breaks the claim form into four 4 sections up down and three 3 sections left right allowing for adjustments of 0 02 of an inch at a time Additionally the user can assess the se
11. ttings using Test Print We recommend this for overall general alignment issues Printer Alignment Text In This Quarter ls Moved 0 00 Inches Text In This Quarter Is Moved 0 00 Inches Return to Defaults Text In Text In Text In ee i Quarter This Third This Third This Third s Moved 0 00 Inches Is Moved Is Moved Is Moved Text In This Quarter Is Moved TTE 0 00 0 00 0 00 Inches Inches Inches Test Print Text Only Advanced Alignment Advanced Alignment Permits the user to adjust alignment of the text on pre purchased forms Text Only and on blank paper Text and Form First select the box on the form that needs adjustment Then using the horizontal and vertical sliders make alignment adjustments Lastly click the blue save diskette Repeat this process for each box that needs adjustment To Reset to defaults click the Reset button in the bottom left corner We recommend this for specific alignment issues gt EE Advanced Ahenment Center PTET TE TE eee ee ee ee ee a wa ue 3 AIAALLAALIAALIAALLALIAAL TAAL AAAA AAAA ALAALA 2009 UB 04 Software Inc All rights reserved fg PR Batch Printing Allows the user to queue saved and current claim files to print all at once Click Add Files to queue the claims and click Print All to print them in the designated order The user will be prompted with the Print Mode screen before printing occurs
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