HearForm10
Contents
1. This message has not been sent To 15554443352 amp myfax com Ct Account Subject Audiology Report for Dr Dennis Anderson Attached MyFax pdf G80 KB Pro mments Forms Tools Advanced Window Help 4 Collaborate Secure P Sign El Forms y Multimedia Comment B sl Ik E EE amp a CE ABC Audiology 1234 Oak Drive Seat Air amp Bone Cc 4 10 2010 Dr Dennis Anderson 5915 E Oakwood Dr Des Moines LA 50327 Dear Dr Anderson I am writing to you concerning your patient Sample L Patient Patient Date of Birth 8 19 1979 TED Electronic Faxing option myfax faxing simplified anytime anywhere 10 per month You can fax now documents directly from within HearForm using your account with MyFax In addition to being able to Fax right from within HearForm MyFax lets you send and receive faxes through your email the web or smart phone We can help you create an account and get started Fax from 5 email authorized addresses add cover pages fax from HearForm10 Microsoft Office and more A MyFax number is a real fax number MyFax offers toll free and local fax numbers at no additional cost Easy as email All you need is Internet access an email address and a MyFax account Never miss another fax MyFax goes where you go Your MyFax number is t2. Warrant Be You can quickly enter a warranty date by clicking the I TO desired button 6 12 24 or 36 months You can also print the previously mentioned Basic Receipt by clicking the mm printer button shown right Print a Basic Receipt This enhancement may be new to some The Return of an instrument is made much easier by clicking the green Item Sal Return button Doing so will duplicate the line where the button was Date Return clicked and change that quantity to a negative This allows the system to both back out the sale but still keep a historical record of the fact that the instrument s was purchased Reminder You can have the designated clinician photo and their scanned signature placed AUTOMATICALLY at the bottom of agreements Simply add those images under the Scripts menu Dispenser s Signature Clinician Set up The comments section has been expanded Comments entered into the left comment field are printed on the purchase agreement Comments entered on the right are for In House purposes only Statement Comments for Veronica Abbas These Notes will be printed on the Purchase Agreement These Notes are for In House purposes only Type Invoice Comments in this field Individual instruments can be hidden from the printed invoice by clicking the Hide button to the left of the desired aid This might be used if the patient ha
3. Invoicing Module Tracking Tab Payments Table We added an Item and Payer Type field to the Payment table allow for more specific searches Date of Payment Date of Invoice Payer Type Personalized Letters You could always use HearForm to send letters to patients and Physicians but those letters were merged from a template Once the temple was changed you did not have a record of what you specifically wrote to that patient HearForm10 adds what may be one of your favorite enhancements after you understand it and begin to make use of it You can now send unlimited personalized letters to every patient in your database Click the Letters Tab to navigate to the Letters launch screen You ll notice that there is a new Portal on the screen To create a new letter simply click the green New button and you can start entering your personalized letter Individual Letters for Sample L Patient Date Letter Type Letter Text Hew GoTo Delete E msurame F Leter e 1 er EB RH 1 Letter Type This letter is for Sample L Patient mese Type your letter below or use the Quick Entry Buttons on the right This is where I can type my letter I can also paste my letter from the clip board or quickly enter a predefined letter from one of the 10 buttons on the right To create the actual text you can e Type into the text block e Paste text from Word or
4. Hearing Aids can be entered into the system quickly using the Aid Code field drop down list These choices are created in the Product File if they are categorized as Hearing Instrument Supplier Size Circuit and Battery fields are auto populated TIAA QU FACE JAU F FPALUCTIOCU 2 els tril uo F pem Er Yes Yes Aka BEB Widex Alia Search 2 Phone Numbers Alkia BTE M Widex Alkia Ak OCB Ak e 444 555 3445 Bravissimo Bv38 BTE B Widex Bravissimo Bv38 Bravissimo Bv8 Mini Ble 8 Widex Bravissimo Bv8 Mini Bte Bravissimo Bv8 Mini Ble BIE M Widex Bravissimo Bv8 Mini Bte BTE mu c Bravissimo Bv9x ITC M Widex Bravissimo Bv9x ITC Bravissimo Bv9x ITE B Widex Bravissimo Bv9x ITE 4 10 10 Admin Ji Bravissimo Bvx ITC B Widex Bravissimo Bvx ITC 4 10 40 Admin 01 Bravissimo Bvx ITC M Widex Bravissimo Bvx ITC Bravissimo Bvx ITE M Widex Bravissimo Bvx ITE Bravissimo Bvxp Widex Bravissimo Bvxp ITC Bravissimo Bv38 BTE M Widex Bravissimo BTE lt a e 1 Bravissimo 9 ITC B Widex Bravissimo Bv9x ITC 4 10 10 al Bravissimo Bv9x ITE M Widex Bravissimo Bv9x ITE Bravissimo Bvx ITE B Widex Bravissimo Bvx ITE _Fit Date The Find Expired Warranty script can now be performed by clicking the warranty expiration title
5. You can easily transfer the warranty date to the Loss amp Damage Date by clicking the black arrow between the two fields The Aid Status field is now located on the overview Click this button to pull up a wee O screen The majority of our customers preferred that field to be easily accessible over the ear mold fields This creates an opportunity to track instruments easier and report on their status in a report The report can be created by clicking the Status title New Feature Hearing Aid Status List Patient Name Phone Supplier Circuit Serial At Supplier Patient Sample 111 222 3344 Oticon 300 Pin 58904577 Garcia Jose Widex Aikia 68484584 In House Pannera Ruth Widex Bravo B2 6656463 On Patient Patient Sample 111 222 3344 Oticon 300 Pin 58964576 Thomas Martha Widex Bravissimo Bv9x 9986544 The Hearing Instrument Table has been rearranged in a more logical order Find Go Back to Tables GoTo Aids e oh Gap Stock Loaners Demos Hearing Instrument Table EJ Patients NameFul Key Status _ ProductCode Suppier Size Battery DatePurchased Datert DateWarrantyExpires Wa 22 EE Seer e ete eee Sample L Patient 300 Pin BTE 3 22 10 113 10 E Sample L Patient 1 OnPatent 300PnBTEB _ Otcon 300Pn BTE 312 32200 sano f Sample L Patient 1 OnPatient_ 300PnBTE B Oticon 300Pn BTE 312 322
6. HearForm10 Office Management Software A supplement to the HearForm User Manual What s New FE ON O000000 o I E3 ES EX ESLCS EO C EJ JEJE E E CS ES E3 C X C S EJ leMaker Pro HearForm1 Sslutstion First Name Middle Patient Type Patient Status Assigned Office Audiologist Ms Sample E i User Active man sc Physician ii Search 1 Address Recorded t Zip Code Coosk 15234 Bald Eagle Avenue 1 E Mail Address Web Address CHA wem cere t 7 umeneen oe AA Signed 3rd P Sched 3rd P Attended 4 Custom 5 Custom 6 Custom 7 Custom 8 Last Contact a E72 RENE 1 73 E nF Type DNC Rank GoTo Del New Last Audiogram Date 4 6 08 os 111 222 3344 eee 444 555 3445 ct fol Other32 Other33 Other 34 Other 35 Other38 Other 37 Other38 Other 40_ 1 1 e eer _ OE _ __ _____ __ ee Key 1 Date Created 3 28 09 Created By Admin Modified 4 5 10 Modified By Admin HearForm10 adds many new enhancements to our HearForm8 Software Please see our HearForm10 Upgrade document for important details about the upgrade process and fees if applicable www hearform8 com upgrade pdf This supplement is intended to provide an explanation of the changes you can expect to see in HearForm10 The HearF
7. later in this supplement can now send a reminder of the patient s last entered appointment That reminder is displayed just above the Next Appointment 4 20 2010 at 09 00 AM Support Tab The reminder can be cleared from the overview screen by clicking the Red X Note The appointment is not deleted on the scheduler only the overview reminder is deleted Those customers that use FileMaker Pro 8 5 or earlier will display the Red X even when there is no appointment Enhancement There are a few small changes that we made to the overview screen to increase ease of use While you can still access the Birthday Screen from the Birth Date Age SSN Gende 8 19 79 Ead rst scripts menu you can also click the words Birth Date or Age to find patient birthdays Golo We changed the Black GoTo arrows throughout most of HearForm to a Green Light This might help you more easily navigate to the desired screen The Insurance Provider tab has been renamed Payers after feedback from several customers and researching industry standards The blue sign on the tab opens a HCFA template to reduce repeated double entry The lower tabs now display a count of items associated with a given patient See image above This can help you to quickly see how many invoices aids chart notes recalls physicians payers images etc have been created for that patient Other 12 O
8. any other program note that the formatting will not be saved e Click one of the ten blue buttons on the left of the letter The buttons allow you to quickly enter one or more templates into your letter Click the rectangular button Click Here to Set up Edit Buttons and add a phrase sentence paragraph or multiple pages to each template Title your button for easy identification Your new letter has the potential to be unique for each patient You then have a history of every letter you sent to a given patient not just the fact that you sent it but the entire text of the letter too Title your Letter Button here Letter 585 453 8806 1234 Oak Drive Seattle WA 93765 4 10 2010 Ms Sample L Patient 15234 Bald Eagle Avenue Caldwell ID 83607 This is where I can type my letter I can also paste my letter from the clip board or quickly enter a This feature is not limited to sending letters to patients You could add a record in HearForm for a supplier physician or insurance provider You could then send personalized letters to each of those entities For example You might add a new record called Widex change the Patient Type to Supplier if you d like Every time you want to send a letter to your Widex rep you could write it in HearForm and then have a history of that letter You could even paste in email text and record that with each supplier record Example 2 Add a record for Blue Cross t
9. 00 sano Sample L Patient 300PinBTE B Oticon 1 00 BTE 312 3240 325 10 n e Each column can be moved by clicking the top of each column and dragging it to the desired location e You can Sort arrange data by any column by clicking the top of each column Click again to sort the other direction New Feature You can now quickly find all instruments categorized as stock loaners and demos based upon the status field by clicking the appropriate blue button The Aids Table is fully searchable You can find instruments based on one of more search criteria Example All CICs purchased in 2010 You can quickly find data by right clicking in a field and choosing Find Matching Records from the menu Right clicking Widex for example will isolate all Widex Instruments To find records with missing information enter Find Mode and type an equal sign into a desired field Only records that contain NO DATA will appear Audiograms The Audiogram Module has seen some important changes After clicking the Audiogram itself on the overview screen you ll notice that the Audiogram Portal is wider and offers more options Some customers did not understand the difference between creating a new audiogram and navigating to a previously created audiogram This caused a lot of new blank audiograms to be created We have highlighted the Green New button for creation of new audiograms You can now easily na
10. 88 3802 Ranked Bunche Beverley Home Phone 305 591 4141 Ranked 1 Bunche Beverley Work Phone 305 591 7751 Ranked 2 Burigsay Diann Home Phone 310 321 8278 Ranked 1 Burigsay Diann Work Phone 310 321 0564 Ranked 2 _ screen or to print email appointment reminder Even though it might take up valuable space on the line please do not erase this number F B Select Date Select a Date April 2010 Tue Wed Thu Reminder ANE 150 alad M Browse 150 dad Browse Clicking on the date will pop up a calendar You can click the top of the calendar to offer month and year choices Try it out to see your options Print Portrait 1 2 a You can now print each clinician s schedule in portrait mode right from the schedule screen The portrait view is narrower than the standard Landscape printout and prints time slots up to 9 00 PM Some older HearForm8 users might notice that you can now enter appointment times faster with the button type shown at right The Long title bar Repair in this case enters 15 minutes one time slot the others enter 30 45 60 90 and 120 minutes There is now a Standby List on the right of the scheduler to record patient names that want to be inserted into the schedule as time allows You can also use this field for any notes or Stand by List comments Each day s list is un
11. and isolate them as a Found Set Brens Cleaning Recent Searches Cleaning Hearing Eval ees You can find all dates that have at least one appointment with a desired appointment type These dates will also be isolated as a Found Set Note You can use the Find Appointment script in FileMaker Pro 8 5 9 and 10 to find appointments one day at a time FlleMaker Pro 11 allows you to keep those appointments as Found Set for possible tracking purposes Cleaning x Additionally FileMaker Pro 11 can memorize your searches Recent Searches Cleaning for easy repeat searches from the new search drop down Hearing Eval list shown left with the blue magnifying glass Mary Smith Clear Recent Searches Scheduler Menu Allow Deleting Appointment Lines Without a Warning Use Full Color or Full B amp W shading when Printing send Appointment time to patient s overview screen FA Add Log In Account Name to the end of each appointment As shown above the menu allows options to 1 Allow Deleting Appointment Lines Without a Warning 2 Use Full Color or Full B amp W shading when Printing 3 Send Appointment time to patient s overview screen 4 Add your Log In Account Name to the end of each appointment if you log in to HearForm Many offices have HearForm log them in automatically without having to enter a password If you log in automatically do not check this box You now have the opti
12. arched but cannot be changed Any change made to the patient demographic table will update the Modified Date and Modified By fields n For those viewing HearForm with a screen resolution of 1024 x 768 or Reminder smaller you may not see the fields displayed in the image below Last Date Purchased Date Fit Last Contact Prr Month Year Month EBT Month Year 3 2010 ENE 10 Prana These fields allow you to search for the LAST date purchased fit contacted tested etc That type of search allows you to more accurately refine you searches to only those that LAST were fit more than 3 years ago etc As opposed to those that had a previous purchase more than three years ago but that have also recently purchased Scroll down to the bottom of your screen to see these helpful search fields Hearing Aids 3r 1 e Enhancement The maaring aids portal has been to save you time and help you track your instruments better Fit Date The Fit Date title has been changed into a button that will automatically display E peer 10 a list of all instruments that are still within the designated trial period The Fit Date field now changes color yellow if the specific aid is in trial status Some older HearForm users will see that the battery size field now changes to the same color as a matching battery sticker orange for size 13 yellow for size 10 etc
13. bers Type Phone Comment ONC Rank GoTo Del New a No Show Oter 12 Otherts Othert4 Other 7 Other s Other20_ i ear ESSE ESS EES DICTI EE ES Le es ee pose pex p eer poek omes omes Key Date Created 3 28 09 Created By Admin Modified 4 5 10 Modified By Admin Record amp 12345 There have been a number of changes made to the Overview Screen based upon the suggestions of our customers Starting at the top of the screenshot shown above you ll notice that FileMaker has moved the Status Area from the left side of the screen in FileMaker 9 and earlier to the top screen FileMaker 10 amp 11 If you are still using an earlier version of FileMaker Pro your status area position will not change Since all customers who purchase HearForm10 from April 2010 forward will use FileMaker Pro 11 we have decided to use more current screen shots of the overview screen Blank Screen Installer The Layout Menu allows you to access commonly accessed screen in HearForm Simply click the Layout Menu E Overview Detail button and select the desired screen Overview Basic Large Fed Ex Ups US Post Office E Billing Log In Map Online Support Schedule Menu Scripts Tools Window Help The Scripts Menu has added Manage Scripts Ctrl S
14. button on the left after viewing your report All TNS No Shows TNC etc letters can be displayed and printed at once lt AMERICAN HEARING ASSOCIATES ABC Audiology Submitted Date 4 10 10 1234 Oak Drive Report Dated 1 1 2009 12 31 2010 Seattle WA 98765 Prospect Appointment Results Prospect Patient Type LE ere Print Letters ingiis We Apponimenis 5 _ No Shows No Shows 0 0 Canceled Appointment ges 0 0 0 o m S mc Re P4 3 Canceled Order gt UU KIK 5160 Prospect Tracking Data Inquiries No Appointment Number of new records added to ihe database within selected dale range No Shows Patient did not show up for pre set appointment Canceled Appointment TNS Tested but did not motivate the patient fo get any help TNC Tested but is not a candidate RFC Returned for Credit after trying instrument s i prii Canceled Order Canceled the order before trying instrumentis E Created by HearFarm Software Phone Support The Phone Support module has been completed and may be used for those offices that have implemented a Do Not Call policy for telemarketing needs Features include e The call screen with quick entry buttons and dialing button e Scripts talking points e Objections e Appointment Sheet for clinician and Letter to patient DIAL Phone Appoi
15. d to the supplier for products The Cost can be automatically inserted if you previously added the cost to the product file The Cost field is labeled Other to minimize misunderstanding in the event a patient might see the screen The Edit screen can be blocked from staff as privacy needs dictate The Post to QuickBooks button is now in one location on the invoice You can easily Omit an invoice without scrolling over to the right of the screen Omit OB The options and QB data fields are now easier to see without having to Post to scroll to the right of the screen Ears Aidable While some of our customers add binaural data to these fields uu others add the data to each audiogram The audiogram option is i Fit preferred because then all tests are included in the formula Otherwise only patients that have an invoice created for them will be counted in binaural and closure ratings The User Type may be used to describe a unique characteristic of a given patient It is seldom used by our customers The Supplier Invoice can record limited information from a manufacture s invoice to you The Proposal Only checkbox allows quick removal of all invoices Proposal Only labeled as such We recommend that if you want to record a quoted price for products print the quote and then remove the Omit Proposals mn quantity Doing so will change the value of the invoic
16. e to zero HCFA Invoice Marking this box lets the billing department know that this E invoice is intended for HCFA billing It is not however required Provider Code The Provider Code is seldom used by our customers We left this field here for the few that have requested it Ei Quick Books Data This information is sent from QuickBooks to each invoice that was successfully sent to QuickBooks The QuickBooks Invoice Number QB TXN e An internal identifier from QuickBooks Number associating a HearForm patient with a QB customer QBMatch 69 3 Line Items Entered Qty Product ID Description 1 AGXsv24 BTE M Sonic Innovations The total number of Line Items and Payments 1 92550 92550 Tympanom are displayed at the top each corresponding 02557 Basic Comd portal This is especially helpful when there 1 92557 Gem are more line items or payments than can be displayed on the screen 2 Payments Entered Please remember that while you can add unlimited 173 i Pmt Amount Pmt Method ur 1 165 00 Check 123 00 Cash line items and payments to a given invoice There Insert are some limitations on how many of those lines Balance will display on various forms e Due to the need for state mandated legal text only six line items are printed on the Sales Purchase Agreement e Only two payment lines are printed on the Sales Purchase Agreement as it is designed to bean initia
17. gn in the lower right of each field Previously you could only enter a single type or status for each patient Now you can add unlimited items per patient and each of those selected are fully searchable If you only need to enter a single patient type simply as before click Patient Type Patient Status into the Patient Type field and make your selection If you need to add additional types click the blue sign Select the desired multiple patient types by clicking the appropriate boxes You can select multiple patient types per patient by checking the desired boxes below Edit Instructions To Edit this List Click the Field Title Patient Type Above Delete this row whe CU Competitive Hearing Aid Wearer Purchased Elsewhere Prospect Prospective Patient RFC Returned for Credit after trying instrument s Supplier Hearing Aid or Industry Supplier TNF Tested Not Fit TNL Tested but has no fittable hearing loss TNS Tested but did not motivate the patient to get any help User Hearing Aid Wearer Purchased from us A patient may be a User and may also be a particular type of insurance patient that was recently tested not fit for newer hearing instruments You can now record them all and search for any category Some recently upgraded HearForm8 users will already be familiar Enhancement with the Patient Appointment reminder The schedule discussed
18. hift s Enhancement I i i some options to save time T SUPPORT ONLINE Ctrl 2 Click Scripts in the top menu to see a list of you options Find Appointment Ctrl 3 e Pressing Ctrl 1 still gets you home from anywhere in EMEN hid Find Birthdays Crl 5 HearForm l Practice Set up Ctrl 6 e Pressing Ctrl 2 will now open a support window Product Set up Ctrl 7 Clinician Set up Ctrl 8 e Please review the other options you now have Invoice Set up Ctrl 3 available at the bottom of the scripts menu Defaults Set up 0 Open New Window Payer Provider Set up Physician Set up Isolate This Record Do Mot Send Mail Go to Last Record Created Allow Tool Bars Display Phone List of Found Set Relook up Phones Stock Loaners amp Demos Print Overview Screen Print Superbill Open New Tracking Window Post to QuickBooks Re Login Back up HearForm from Host Computer You ll notice that the Online tab has changed to the Support tab We colored it green amp red to stand out You can now open the HearForm Support web page right in your Open Support Window in My Browser browser This allows us to help Otherwise it will open in a HearForm window those on some server type computers that discourage web use New Feature Moving down to the data fields you ll notice that both the Patient Type and Patient Status fields have a small blue si
19. hing Ave 2 Turn right at Pershing Ave Turn left at Union Blvd Take the 1st right onto Waterman Blvd Turn right at N Kingshighway Blvd Note You must have Outlook or an equivalent email program for this feature to work wd send Appointment time to patient s overview screen Unless you uncheck the box shown above by default you ll send an appointment to the patient s overview screen 1 First enter the patient s name from the scheduler s drop down menu 2 Click the desired colored appointment button 3 That appointment time has now been sent to the overview screen Note The last appointment entered for a given patient is sent to the overview screen Keep that in mind if you insert multiple appointments at a time for a given patient Also Deleting the appointment from the scheduler does not delete the reminder from the overview screen and vice versa Print Appt Reminder amp GJ E mail Appt Reminder send appt to Pt Screen You can now go directly to a given patient s overview screen by clicking their time slot and then clicking the Go to Selected Patient button FileMaker Pro 11 Only FileMaker Pro 11 includes a new field in the upper right that may add productivity to your searches Instead of searching only one field FileMaker Pro 11 searches every field on every day This functionality is similar to using Google on the internet You can find all dates that Mary Smith came in
20. ied to your email so you can fax from home work and while traveling anywhere you access the Internet Real savings MyFax eliminates the need for a fax machine fax supplies paper ink toner a separate phone line for faxing and maintenance It saves you money Invoicing Module Sales Tab Create a Cre The Invoicing Module has been enhanced in a number of Create a NEW ways To reduce confusion HearForm now makes a clearer difference between creating a brand new invoice and navigating to a previously created invoice Go To a Previously Created Invoice Document The Invoicing Portal has been stretched to accommodate new fields Date Invoice Total Change Balance Due Deposit Total Paid Clinician Office Payer Type Invoice Status Delete f 402010 1000 534500 534800 1 SC m m 02 cq Ea al Service e Repair You can now modify the date printed on Superbill New Feature n Quick Print Superbills if you would rather display an a a optional date We copy the SuperBill QuickPrint button to the overview screen for you This makes printing a SuperBill quick and Easy Keep in mind Date of Superball if other than today that you can also print SuperBills from the scheduler Reminder Click the Edit button on the left of the invoice screen to review product detail sent to QuickBooks and Line Item Reports You can also add edit the Cost pai
21. ing Tab Products Table You can now Export your Found Set of Products and can easily Export Import multiple locations that want to keep the same products in each Import products from another file This might be helpful for copy of HearForm If you add the battery size to each hearing instrument the product file that EE battery size will be automatically entered into the hearing instrument table when selecting a desired instrument You can add a Bank Credit value to each product 7 Average Bank that will be stored with every line item created selling Price Credit That feature might be used to record credits every time a patient purchases batteries repairs etc towards a future purchase Those credits are added to each line item automatically and are displayed in the line item table Invoicing Module Tracking Tab Line Item Table The Patient Name has been inserted at various points within the Line Item Table to reduce the need for scrolling Ext w Tax Patient Name ProductlD Line Date Cos venues ADXSSTEM ema The Balance Due field has been inserted allowing you to search for items that are connected to invoices that have no balance due Office Assigned Key Bal Due P Your Found Set of Line Items can be fine From the Current Found Set of Line Items tuned to show only items with either negative or positive amounts show Negative Items Only
22. ipts Practice Set up You can now email an appointment reminder letter to each patient by clicking on their time slot and then clicking the E mail Appt Reminder button See the image below for a look at that email Note in the middle of the letter below the instructions for you to add email text from a template in the preferences area V Co amp F Appointment Reminder for Thursday 4 1 2010 at 08 15 AM Message Plain Text Ax a Menus Message Insert Options Format Text Adabe PDF All File Edit View Insert eraat Tools Table lt Actions This message has not been sent B E o staffigaudiologyears com Account 7 Subject Appointment Reminder for Thursday 4 1 2010 at 08 15 AM Ms Sample L Patient 15234 Bald Eagle Avenue Caldwell ID 83687 Dear Ms Patient This is a reminder that your appointment is scheduled for Thursday 4 1 2818 at 08 15 AM This is the text that will appear on the bottom of appointment reminder E mail messages You can change edit this text by clicking the Admin Tab Preferences Tab and then the Scheduler Tab Look for the Pink Field to make your changes Your appointment is scheduled in the office listed below Please feel free to call us with any needed changes The Staff of ABC Audiology ABC Audiology 1234 Oak Drive Seattle WA 98765 888 453 8806 Directions to our office from Interstate 5 Head north on Plaza Dr toward Pers
23. ique to that day Depending upon your version of HearForm8s you could previously print SuperBills right from Print Appt Reminder the scheduler HearForm10 adds some new E mail Appt Reminder enhancements Send Appt to Pt Screen You can now print an appointment reminder letter to each patient by clicking on their time slot and then clicking the Print Appt ee t m amp t Reminder button See the image below for a look at that letter and optional envelope ABC Audiology 888 453 8806 1234 Oak Drive Seattle WA 98765 4 10 2010 Monday Taylor Fogerty 2000 W 120th Ave 4 12 2010 at 10 00 AM Denver CO 80234 Dear Taylor This is a reminder that your appointment is scheduled for Monday 4 12 2010 at 10 00 AM Your Appointment is scheduled at our Seattle office ABC Audiology 1234 Oak Drive Print Envelope for Taylor Fogerty Seattle WA 98765 to pri Ta 888 453 8806 Would you like to print an envelope for Taylor Fogerty If so place an envelope in the printer tray and dick Yes when Directions to our office from Interstate 5 ready Otherwise dick No l Head north on Plaza Dr toward Pershin E 2 Turn right at Pershing Ave 3 Turn left at Union Blvd 4 Take the Ist right onto Waterman Blvd 5 Turn right at N Kingshighway Blvd Best regards The staff of ABC Audiology Address amp Directions from each office are added edited under Scr
24. it easier to Preview Print GoTo Edit a form Fax or Email any audiogram or the SOAP Notes referring physician report Air Audiogram 6660090 Bone Audiogram 60660020 Air Bone Audiogram 6606000 with Extended Comments 6606000 Go To Physician Report Rank Physician Code A EF Added Adr Side by Side 666866 Bone Side by Side 6602590 Air Bone Side by Side 6606000 Immittance 2 SF Aided 660002909 606000 660090 OCA a L B j Er E LI Il i E TT Le 71 lt ery ux F mi a i i Company Print Air Full Page 666596 Bone Full Page 60606090 Air Bone Full Page List of Physicians Assigned to Sample L Patient Full Email You can now Fax to Physicians without using a phone line or Fax Machine or paper See the next section for information about MyFax A number of audiograms and the referring physician report can be faxed within a few seconds MyFax does not require a fax machine paper or a phone line eg V usd ux ls Audiology Report far Dr Dennis Anderson Message HTML Y iced Message Insert Options Format Text Adobe PDF All Filer Edit View Insent Format Tools Table Actions Help eo da dA Jio 1 6900 t 4 u Bz Dis Eom Sos ES eH mm AOA Toolbars mE SCELERE
25. l receipt given at the time of purchase not a delivery receipt e Fifteen line items are printed on the Service Agreement e Only two payment lines are printed on the Service Agreement as it is designed to be an initial receipt given at the time that services are rendered e Due to the limited need for a repair receipt only four line items are printed on the Repair Agreement e Only two payment lines are printed on the Repair Agreement as it is designed to be an initial receipt given at the time that services are rendered e Ten line items are printed on the Delivery Agreement e Three payment lines are printed on the Delivery Agreement to accommodate an additional payment of two on the date of fitting Note If more printed payment lines are needed select the Patient Receipt in the middle section of the receivables screen Reminder You can quickly Defaults for Invoice Discount Buttons 2 3 discount a given line 1 item by clicking the discount buttons You can Discount 5 10 25 set those discount percentages by clicking the Apply Discount button on the invoice While you re on the Invoice Set up screen review the options shown below Use Invoice Date for Line Item Dates Otherwise the current date will be entered Open E Billing Window in My Browser Otherwise it will open in a HearForm window Do Not Ask if want to create Create Forms Do Not Display Credit Card Valuation Message
26. nician Abbas Veronica 1000 6 7 2009 CSConadSwift Net Profit 2 527 50 000 mec EESTI e ils uut EE Support Staff Detail Gross Staff Name Rate or Net Profit Earned Paid 1 Date Paid Checks Paid 2 Date Paid Check Adjustment Adjust Date Amount Due Support Staff Invoicing Module Receivables Tab You can now hide the Aging Status on statements Hide Aging Status on Statements by checking the box shown right Age Invoices based on Invoice Date O Next Payment Due Date You can now print all open invoices for a given patient on one statement as Preview Print Y opposed to one statement per invoice One Statement per Invoice 24 One Statement per Patient Combined You can now omit statements that are in collections In Collections Invoice amp 1000 Omit Statements In Collections Receivables History of Invoice 1000 for Sample L Patient ESL ee Reminder Don t forget the Guarantor area to the right of the Receivables screen Checking this box allows you to Send Statements to the Guarantor and Address Send Statements to this Guarantor Name and Address Fist attege Avene eor T TS o Sample L Patient s Statement will be addressed to highest ranking address listed above UNLESS the Guarantor box is checked I
27. ntment Sheet ama 222 3344 Street Street 2 State Code Office Audiologist Phone WIN _ Created Crested By Mote Appointment for Clinician Appointment Location Appointment Date Appointment Time The Reports Count Screen has been modified to clarify what each button does Record Creation Date Record Last Modified Date 4 10 10 ALL Records will be in Count Report You can now list all Providers OR Physicians and their patients together Note While some of these count reports apply to the Found Set those marked with an asterisk included the entire database The Scheduler The scheduler has been changed to save time and enhance office efficiency Today ez 7 e Monday April 26 2010 You Fill In You Fill In afas eo so ze so s eo so zs 7 Today 7 o q N N T gt E 3HBHE F EP 2 3 524 525 14 i The following pages will list those new and improved features nan oz bees n You now have the option of adding twenty more buttons to your quick entry choices Currently those extra buttons are at the bottom of each scheduler screen We can move them directly underneath buttons one through twenty however that will shift down the scheduler itself Please call us if you would like to add ten or twenty new b
28. nvoicing Module STracking Tab We have added a Last Year and Year to Date button to the report date range area You can now print a history of any patient s purchases based upon any date range by selecting the patient under Other Financial Tracking This may be used at the end of the year to Other Financial Tracking offer a patient a history of purchases for tax Go H Patient History 3 purposes of Bette Barcelona We have highlighted the financial table navigation buttons to emphasize their usefulness Many of our customers prefer to view financial data as an Excel type spreadsheet The tables can display search data from any combination of queries finds That data can then be sorted in any order Use these buttons to view Invoice Product Line Item and Payment Tables ss u tM p M Qn Es View Invoice List View Edit Product List View Line Item List View Payment List Invoicing Module Tracking Tab Invoice Table You can now Export your Found Set easily by clicking the Export button We have added the Date Created Created By Date Modified and Export Modified By fields to many tables in HearForm Date Created Created By Date Modified Modified By 3 22 2010 3 22 2010 4 10 2010 Admin 3 22 2010 3 22 2010 3 22 2010 Admin 3 22 2010 3 22 2010 3 22 2010 Admin Invoicing Module Track
29. o the overview screen Now create a new letter every time you need to communicate with Blue Cross concerning any patient You ll have an exact history fully searchable of every letter you write from this point forward HearForm is now NOAH compatible We are now an official HIMSA member http www himsa com AboutHIMSA HIMSAMembers tabid 81 language en US Default aspx we are listed under HIMSA s Audiological Equipment Manufacturers section and have partnered with www counselear com to provide an optional NOAH a import export capability HIMSA Audiologists Online Report Writer This new Feature is an option from a separate company that requires a one time purchase 431 40 with a 39 95 annual maintenance fee or a monthly subscription fee of 35 95 Counsel Ear assists Hearing Healthcare Professionals by enhancing communications to both Physicians and Patients e www counselear com has created a NOAH Module that will allow HearForm10 to send data to and receive data from your NOAH3 and NOAH4 database There is a monthly or a one time purchase fee for this NOAH connection module www counselear com services are also included as a part of this 10 discounted package Please see our Noah document at www hearform8 com noah pdf for more details about how HearForm is compatible with NOAH e HearForm receives no financial benefit for recommending this service In return CounselEar has agreed to offer our custome
30. on of marking each appointment with a reminder of having 1 Mailed an appointment reminder letter to the this lead to Mailed Appoinimenis patient Add this text to E mailed Appointments Add this text to Confirmed Appointments 2 E mailed an appointment reminder to the patient 3 Confirmed the patient s appointment We recommend that the button time lengths be left Button Times as they are HearForm does allow you to change 30 45 90 2H those times to 10 or 20 minute lengths but we highly recommend that you call us before doing so to avoid confusion Scheduler Block out The Block out screen is easier to use and offers the ability to isolate a desired set of days quickly We would be pleased to help you with this process 888 453 8806 Select your criteria Below 12 Months Manths Perform Find on Selected Criteri 24 Starting Date Week of the Month Weekday Perform Find on Selected Criteria 24 Comma 0 Cem Go to Blockout sereen Go to Schedule Menu If you want to find for example all dates that are the 3rd Tuesday of each month for the next 12 months Choose your starting date as the last day of the previous month September 30th if you want to start in October Example Current Date in Scheduler Thursday April 1 2010 Starting Date Week of the Month Weekday Mon Fri Find all Days First from today forward Isolate the next from today forward Week
31. only in FileMaker Pro 11 Please see the Upgrade guide for a more thorough explanation FileMaker Pro 11 Only www hearform8 com upgrade pdf What s covered in this document While there may be very small changes throughout HearForm10 there are a number of more significant features or enhancements that will be discussed within the context of their modules The following sections of the HearForm10 supplement are listed and explained alphabetically after the initial overview screen e Overview Screen Page 4 e Aids Tab Page 10 e Audiograms Page 13 e Invoicing Module Page 18 e Letters Personalized Page 31 e NOAH transfer Option Page 34 e Other Enhancements Page 35 e Scheduler Page 40 Please see the following pages to begin learning about the new changes in HearForm10 Overview Screen S FileMaker Pro HearForm10 File Edit View Insert Format Patients Scripts Window Help Hn p 1 T Q B Show All Patient Records Add a New Patient Delete this Patient Permanently Find Sort Found Patients Salutation First Name Middle Last Mame Patient Type Patient Status Assigned Office Audiologist Refered Source Source Detail Main sc Physician No Search 1 Address Recorded Mail Street 2 Zip Code City Coogle 5234 Bald Eagle Avenue 83607 Caldwell D 1 HI 6 Click Birth Date Age SSN Gender Husband PX 1 E Mail Address Web Address Search 2 Phone Num
32. orm8 user manual displays some older options that have been modified This guide will inform you of those modifications There are graphics in this supplement that are inserted onto the page to help you differentiate between brand new features in HearForm10 and minor modifications etc New Feature This graphic represents an entirely new addition to New Feature the HearForm10 system Enhancement Represents an improved method for Enhancement accomplishing a previous task in HearForm8 B Fi Bug Fix Like any software company we occasionally find errors in our code and try to correct those errors as soon as possible You won t see this graphic often however some customers are aware of a small number of issues in HearForm8 that have been addressed in HearForm10 Your input has helped us to keep our code very clean Reminder There are many tools and shortcuts in HearForm that our Reminder customers may not be aware of We offer a reminder of some features that have always been available but perhaps overlooked HearForm10 runs on FileMaker Pro 8 8 5 9 10 and FileMaker Pro 11 There is no requirement to purchase an upgrade of your FileMaker Pro database There are however FileMaker Pro 10 amp 11 Only some new features that simply do not work in older versions of FileMaker Pro Some of those FileMaker features will work only if HearForm is opened in FileMaker Pro 10 or 11 and some
33. rint Image Format See image right You can now Build the Print Image Format field without Build PIF Only EE exporting it to the clearing house This might be helpful to check for alignment of electronic billing documents Save a copy of the The NPI instructions for the National Uniform Claim Committee have been update to the latest version The product file offers a legend at the bottom left of the screen to help you assign the appropriate billing code for newly added hearing instruments HCFA CPT Code Legend Digital Monaural BTE V5257 Binaural BTE V5261 ITE V5256 ITE V5260 ITC V5255 ITC V5259 CIC V5254 CIC V5258 24 Note Remember that you can only use 6 line items per HCFA for electronic billing You can use up to 12 lines for the printed Signature on File 06 07 09 06 07 09 11 06 07 09 06 07 09 11 06 07 09 06 07 09 11 Older HearForm customers may not have had the Monaural Binaural option that is available in this and recently released versions of HearForm8 A Binaural set of aids is billed as a quantity of one but counted in our reports as an actual quantity of two Those numbers are initially entered into the Product File as each new instrument is added to the system Default Actual QTY E EE ES QTY Invoicing Module Commissions Tab The Commissions area has been updated based upon the requests of many HearForm customers GoTo Commis
34. rs their services at their lowest pricing Full time Clinic Rates after 1096 discount 431 40 per clinic 35 95 x 12 Includes maintenance fee for first year Annual maintenance upgrade fee 39 95 per clinic Half time Clinic Rates after 10 discount 215 40 per clinic 17 95 x 12 Annual maintenance upgrade fee 19 95 per clinic Other Enhancements Older HearForm8 customers may not know that we have added special sections for both Audigy and AHAA members These parts of HearForm are passware protected and require a special code from your group representative We have displayed some of those screens below for your information Some of Audigy s Patient for Life forms are available for Audigy members Additional forms may be added in the future Rae i Gasp a ae a das o a ee gt Fere Pint Cer Cem Print only Data Not the Form We have added a number of AHAA letters and reports that will make tracking easier for AHAA members AMERICAN HEARING AID ASSOCIATES Binaural Date Seen j Loss e Select a Start Date and an End Date from the patient record creation date for your report in the fields below Start Date End Dste qum TT D 11 09 123140 o Or choose Select the appropriate choice below ExecuTrak Prospect Report a a o m a a a Note Press the continue
35. s 26 sun mon two wes tru Fa from this day forward 30 Days 2 1 Su C 1401400041404 Find Monday to Friday from this day forward We added an orange Replace Field Contents button to save you from having to select the option for the menu mooo Conclusion We hope that you ll benefit from the new features and enhancements in HearForm10 We like to listen to our customers needs and will continue to add new options and tools as HearForm continues to grow Please feel free to send your ideas and requests to the primary developer at mike hearform com If possible we ll try our best to add those to HearForm11 For those under a support plan you may want hands on training or have additional questions Please feel free to call our toll free phone number at 888 453 8806 Our support plan is explained here http www hearform8 com support pdf If you d like to be under a support plan please call our toll free number at 888 453 8806 Thank you for taking the time to review this HearForm10 supplement We appreciate being part of your success
36. s more than one aid listed in the aid table but you only want to show the newest instrument on the agreement Invoicing Module Service Tab For those who need to quickly enter Insurance write offs select the Service tab Enter the allowed amount into the Allowed ea field and click the red A button Doing so will calculate the difference and place that data into the adjustment field 43 00 BN 88 50 BRI 22 00 92550 Tympanometry and reflex threshold 65 00 99 00 92557 Basic Comprehensive Audiometry ec qe oe S i mm The printed Invoice no longer displays Sales Tax information This allows us to create a longer field to display product and service line item detail Please call 888 453 8806 if you need to display sales tax information and we ll add it for you at no charge Date QTY Description Price Adjustment Extended Invoicing Module HCFA Tab You can now modify the assigned office and clinician from the drop down menus on the top of the HCFA screen Office of Invoice Dispenser You can also use the Insert Line Item Template option to quickly enter multiple service lines Line Item Template n Note Only 6 lines of each HCFA is available for e billing at this time HCFA form The red lines on the far right of the HCFA screen make it easier for us to find any possible alignment issues in your P
37. sion List Support Staff Name on this Invoice i Date of Invoice MEE 6 7 2009 Price Adjust ea Extended Line Date 1 AGXsv24 BTE M gt 495 00 00 3 495 00 8 7 09 1 p eee 22 see anms 32557 10 50 All Commissions Based on All Commissions Based on Q Gross Net Profit Gross Net Profit 3 626 50 Base Commend 2527 50 Base Comment LI Lea E Earned oae Preview Print Preview Print The Phone Support commission title has been changed to Support Staff to allow commissions to be shared between two clinicians or staff members The Commission report allows you to omit Invoices with a balance due and omit invoices where the commission has already been paid Commissions Omit Invoices with Balance Due Clinician Sales m Omit Invoices Commission Paid Go Goto Esa We have added the ability to view commission detail in list form for both the initial clinician and a support staff member This data can be viewed in a list similar to an Excel view From that list you can search for data based on any combination of criteria 6 GoTo Screen Commissions List Insert Commission Due into Commission Paid Field on all Records in the Found Set Patient Invoice Gross Name INV INV Date Clincian Rate or Net Profit Earned Paid 1 Date Paid Checks Paid 2 Date Paid Checks Adjustment Adjust Date Amount Due Cli
38. ther 13 Other 14 Other 15 Other 16 Other 17 Other 18 Other 19 Tympanonety terza Omer24 J ez Omer27_ Omer78 Other 20_ One A very minor change The Chart Notes Quick Entry buttons have been colored so that each row can be accessed by color memory Some older users will notice an increase in the number of buttons from 16 to 40 choices As before click the Chart Notes tab to set up those buttons for customized quick entry of notes Reminder Many of our customers are unaware of the function provided by the Add to Same check box Checking that box will place multiple selected chart note Quick Entry notes into the same note For example a patient may have come in for both a cleaning and batteries You may want both of those comments in just one note Towards the bottom of your screen you ll notice an enhanced record creation modification bar That bar records the date each patient record is created and modified and who created or modified it Those fields are fully searchable This allows you to find all records created on a particular date or date range Keys 1002 Date Created 4 10 10 Created By Admin Modified 4 10 10 Modified By Admin Record While you can search for data in those fields none of that data is modifiable except the Record Number field The Key field is populated automatically It can be se
39. uttons to the top ee IE IMU y y Filz PA ee aye The scheduler drop down list now displays the type of phone and displays the ranking for that a phone number After selecting a patient name HearForm adds the patient Key or unique identifier to the front of the time slot This number is required in order to send the Brevard Davis Work Phone 330 533 8211 Ranked 2 gt Bridgeman Kylie Phone 412 741 4504 Ranked 1 appointment to the overview Bridgeman Kylie Work Phone 412 741 4236 Ranked 2 Brining Burton Home Phone 330 262 5431 Ranked 1 Brining Burton Work Phone 330 262 7555 Ranked 2 Brockert Travis Home Phone 602 995 1362 Ranked 1 Brockert Travis Work Phone 602 995 0966 Ranked 2 Bradtmann Pamala Home Phone 808 926 0776 Ranked Brodtmann Pamala Work Phone 808 926 6173 Ranked 2 Bruckman Candice Home Phone 515 332 0809 Ranked Bruckman Candice Work Phone 515 332 9063 Ranked 2 Brumet Rebeca Home Phone 773 772 4015 Ranked 1 Brumet Rebeca Work Phone 773 772 1503 Ranked 2 Bruni Kenya Home Phone 201 646 907 Ranked 1 Bruni Kenya Work Phone 201 646 6526 Ranked 2 Bruski Germaine Home Phone 907 455 8225 Ranked 1 Bruski Germaine Work Phone 907 456 9261 Ranked 2 Brzostowski Vivian Home Phone 215 788 2791 Ranked Brzostowski Vivian Work Phone 215 7
40. vigate directly to the Start screen Report SOAP notes screen Print Options Patient Display Explanation and List of Audiograms by clicking the desired Green Light GoTo button You can now display Four Audiograms side by side to show the patient how their hearing may have changed over a given period of time The most recent test result is on the left of the screen Compare Audiograms _ Show Bone and Masking Patient Sample L Patient Audicgram Dated 4 5 08 Audicgram Dated 4 6 08 Audiogram Dated 5 20 04 Type Left Degree Slope Type Right Degree Slope 4 502 Mixed Severe to Profound Flat Mixed Severe to Profound Flat B The Start Screen offers a separate Ear Inspection field for both the right and left ear Right Ear Results of Ear Inspection Left Ear 10 quick entry buttons can be set up by scrolling to the far right of the screen Clicking each button adds the desired text to the right or left inspection field Hearing Loss Degree Formula The Hearing Loss Degree fields are automatically populated based upon the formula shown on the legend The Sound Field and Aided tabs are now available for use FUTURE We plan on offering the option to choose from various audiogram graphics in HearForm11 Example The x s and o s could be flat 3D plain or fancy depending upon your preference The Print Option screen has been standardized with colored buttons to make
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