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Clinic Essentials Manual

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1. Note If only a partial name is typed before you press lt enter gt then the Patient List will be displayed if the name typed fits more than one patient See point 6 if this is a new patient Click the Patient Lookup icon at the end of the patient name The patient list will be displayed If a name or partial name was typed before the lookup is clicked then the list will be displayed at the closest match The list will initially be displayed in last name order Type the first few characters of a Last Name to search for it Note A pause in typing for 2 seconds will restart the search with the next letter typed Click on the column header for the patient name and it will change the list to First name order type the first few characters of a first to search for it Note A pause in typing for 2 seconds will restart the search with the next letter typed Click on the column header for the chart to change the list to chart order Type a chart number to search for it PHN Other Date or Birth and Phone may be sorted and search the same way When the desired patient is visible point to the patient with the mouse and perform a Right Click or highlight the patient with the arrow keys on the keyboard and press lt enter gt Scheduler 2 Clinic Essentials User Manual 3 Ifa billing for a patient has just been completed then the patient name will already be filled in when you return to the scheduler screen 4 If
2. Patient Information Browse o bE SZ i A amp a 3 amp all BS K lt gt S x Save Edit New Copy Bill Pay Reports Find Appt Inv Claim Lookup Return Close Last Name keniger Pract Retar _ Visits Insurance Notes Other Emergency FirstName Christopher Sa ea n s an L S Salutation Alt Warning Message Chart 90 0325 Note will be displayed a Health Ins 901307106 Other 724226154 01 Active Reg Date Birthday MDY 03 27 1959 Age 53 Marital Status Gender M Patient Group ACTIVE Address 205 345 Cedar St City Cloverdale Prov State BC Country Canada Comments mena lal The notes in comments in Patient Information Post Zip Code 35 1T8 Home Phone 604 525 3804 Primary Work 604 580 2545 Work Ext Cell Fax Email Default Bill To Patient Default Pract FROST Total Missed 2 j amp _ Billing Pract FROST Visits 0 O Remind Recall Journal rs Click on the Notes Tab to save relevant information on this patient Click Display Warning if you want the warning message to be displayed every time you access this patient in the Scheduler or the Patient Information screens Warning Message Type the desired text here Space is unlimited Comments Enter any comment pertaining to the selected patient that does not need to be displayed when patient is selected Reminders Click on button to display the reminder screen for sele
3. If the patient wants a refund enter a Negative Patient Fee and a Negative Patient Payment for the full amount billed and paid by the patient for all of the treatments III Reimbursing a patient for Treatments that were paid to the clinic that could NOT be directed to the patient WCB and ICBC Payments If both the insurance and the patient have been billed enter a negative patient fee and a negative patient payment for the amount to be reimbursed If only an Insurance payment exists and the fees are in the NAFEE enter a negative Insurance payment for the amount to be reimbursed Use Apply to Payments to apply to the Insurance payment NSF Cheque Click the payment that is a returned NSF Click the NSF button The original payment will now appear with a yellow background and Red numbers There will also be a negative payment with a yellow background and Red numbers Interest Charges Clinic Essentials does not automatically apply interest to patient accounts If an interest charge is desired create an interest fee code and bill it to the patient using the Bill button Patient Information 16 Clinic Essentials User Manual Edit Button If a ledger entry has been saved with the incorrect information certain items can be changed Click the ledger entry that you would like to edit Click the Edit button The Edit Billing Screen will appear E amp Edit Billing 057678 Ei Ei Rem Motes Ms Res Hold Other a Copy L
4. Type or click on the look up icon to select a specialty code Type in the Year to Date visit count Click the Save button and the updated record will appear in the list Click the Delete button to delete the selected record from the list Appointments The appointment section displays the total number of visits arrived cancelled or no showed both for this year and grand total General Options 12 Clinic Essentials User Manual Insurance Tab Click on the Insurance Tab if ICBC or WCB will be involved with this patient s billings Patient Information Browse foe x A amp 5 5 S T K lt gt i wv P 4 Save Edit New Copy Bill Pay Reports Find Appt Inv Claim Lookup Return Close Last Name Coates Ledger Pract Refer Visits Insurance _ Notes Other Emergency eres Christopher ICBC Workers Compensation Board Salutation Alt Claim No File Chat 90 0325 Adjuster 00134 Adjuster 00134 Health Ins 9013071067 Other 724226154 01 Name J Lau Name J Lau Active Visits 0 Visits 0 Req Date Date of Accident Date of Discharge j i Birthday MDY 03 27 1959 x Age 53 g Date of Injury WCB Discharge Date Le ii iz T z T Marital Status Gender M Out of Province State Health Ins A T Patient Group ACTIVE rea of injury Voce Numb i Address 205 345 Cedar St ane Side of Body City Cloverdale Province Nature of Injury Code Prov State BC Country Canada
5. Alternate This is used if the patient s name is William but likes to be called Bill It can also be used for the name of the person that is responsible in the account Example Patient s Parent Chart This is automatically assigned to the patient when saved If a previously assigned chart number is needed it can be typed and it will be used if available Personal Health Number This has to be filled in for electronic billing to MSP ICBC and WCB Other Any number can be entered here as needed Type the S I N here for WCB Claims Active Place a checkmark to signify that this is an active patient If a patient has been inactive then activated again then the system will ask if the registration date should be reset Registration Date This is the date that the patient record was first created or the patient was reactivated This field is use by new patient reports Birthday Enter the patient s birthday and the age will automatically appear Marital Status Click on the arrow to see the options Patient Group This field can be used to group patients together or be left as active Click on the look up icon and select a group or add a group for this patient The group is used in the marketing reports to create different types of reports Gender Enter the gender of the patient General Options 10 Clinic Essentials User Manual Address Tab Enter the patient s mailing address and contact information Note The email can be
6. 9125 320 397 P FROST 080076458 01F Nov 20 1927 84 B04 525 5778 Aug 05 1991 jare ipa e e oo tm Oo I W o a Co a g The edit button at the top of the Patient Information List will also display the patient information for the patient that is currently highlighted Click on the Look up icon at the end of that patient name on the Scheduler Screen or Patient Information Screen to display the patient list A partially typed name that matches more than one patient will also cause the list to be displayed with the closest match to what was typed Searches in the patient list can be reordered by clicking on a column header The default order when the list is displayed is Last Name order Type the first 5 letters of a Patient s Last Name to search for it Example Type Smith to search for all Last Names starting with Smith 1 Click on the column header titled Patient Name Lastname the title will change to Patient Name Firstname Now type Kathy to search for all patients with the first name of Kathy 2 Click on the column header titled Phone Now type a phone number with the area code to search for it Example 604 534 4790 3 This also works with Chart PHN Other Date of Birth Note A pause of more than 2 seconds will restart a search with the next letter typed Add Edit Patient Information To add a patient Click on the Add button at the bottom of the patient
7. 98574 S Payee 96425 Userld BURROWS 54 Company Name Frost Health Clinic Office Phone 604 Template Monday Tuesday wednesday Thursday Friday Saturday Sunday Copy Special LDet G Configuration Invoice Notes Statement 30 days Season s Greetings This message will print on all statements that have a balance inthe 30 day column Statement Current Statement 60 days This message will print on all statements that have a balance in the This message will print on all statements that have a balance inthe current column BO day column Label Statement 90 days header i n header on inventory labels Thi message will print on all statements that have a balance inthe footer footer on inventory labels 30 day column WebSite wp frostclinic com Email jocelynburrowstifrostelinic com Invoice Notes Enter the generic or seasonal message the practitioner would like printed on the macro bill invoice Statement Current Enter the message the practitioner would like printed on patient statements with the oldest balance in the current field Statement gt 30 days Enter the message the practitioner would like printed on patient statements with the oldest balance in the 30 days field Statement gt 60 days Enter the message the practitioner would like printed on the patient statements with the oldest balance in the 60 days field Statement gt 90 days Enter the message the practitioner would like printe
8. DATABASE MANAGEMENT SYSTEM IS THAT IT IS BACKED UP REGULARLY All the following events could cause serious business problems Data corruption Hard disk failure or crash Computer vandalism Computer theft Software virus Building fire Flood damage When so much critical data is stored on a computer some safeguard must be taken against these common occurrences It could mean the difference of a few minutes or hours to restore data compared to several weeks of time spent re entering data Note Clinical Essentials is NOT responsible for installing or supporting Back Up You must contact a technician in your area and it s important to test your back up to ensure it s working correctly TERMINOLOGY Click pressing the left mouse button performs a normal click This is the most common Right Click Pressing the right mouse button performs a Right Click Usually performs the same function as the lt Enter gt key on the keyboard Press the Enter key on the keyboard Double Click Click the left mouse button twice quickl Point to item with mouse and click Highlight Use the arrow keys to position the highlight bar or point the mouse and click Back Up amp Terminology 1 Clinic Essentials User Manual End of Calendar year Procedures Print your usual accounts receivable reports Go to the Scheduler Screen Click on Printer button Click on AR Tab Put a check mark in Clinic Accounts Receivable Insuran
9. Enter the quantity you are Receiving or Adjusting Inventory 1 Clinic Essentials User Manual Extended Displays the total amount of the Item No Markup Enter the markup for the selected Item No This is a percentage field Update Click to update the Item No amount Sell Displays the amount of the Item No at the time of sale Add Click to another Item No to the entry Save Click to save the current Item No entry in the top area of the screen After clicking save another Item No can be entered Clear Click to clear the above Item No fields Display Area Invoice Displays the Invoice for the Item No on selected line Description Displays the Description for the Item No on selected line Unit Cost Displays the Unit Cost for the Item No on selected line Quantity Displays the quantity for the Item No on selected line Extended Displays the total amount of the Item No s on selected line Delete Click to delete the selected entry Total Displays the total of the Inventory RX Preview Click to preview the Inventory Receipt Inventory Receipts Printed July 28 2004 12 06 49 PM Yendor Invoice PIL PILLOW COMPANY PIL 12345 Jul 25 2004 Qty Item Cost Amount Mark up Sell Price 35 TEMPIL Tempur Pillow 12 00 420 00 5 00 60 00 24 CALE GLUCARATE Calcium D Glucarate 2 53 60 72 20 00 50 50 Total 480 72 Print Receiving Report Select to print the receiving report View Receiving Report Select t
10. Mi Prey Mert Print Orders Labels z April 15 2012 Beck Kelly a i Template Selection Show inactive practitioners Practitioner BORROM F01 Initial Chiro visit 7 Date of Service 19 04 7012 B MMMM _ Save Template Options Bill To tH Health Care n oio Set as Default tor Patient Discount 0 00 Po aty Prefix Code tern No Description Meth ICO Invoice comments E FPayment Print Invoice Amount View Invoice 8 Patient Insurance Mastercard Third Party i ather Copies ondGtyPrefixCode 2 The payment amount will be automatically filled in with the same amount as being billed to the patient The cursor will be in the payment field so simply type a different payment amount if needed Typing 0 will process the invoice with no payment being made Place a check mark in Print Invoices if a receipt is desired Select the applicable payment method 5 Click Save E Patient Information 3 Clinic Essentials User Manual Template Billing This method is used when multiple fees need to be billed in one screen Example Physiotherapy Clinics billing ICBC Sub Visit and 3 Additional Areas 1 Click Bill in the Reception Screen The Billing Screen will be displayed 2 Click on the desired Template under Template Selection The billing lines stored in the template will be displayed Add Delete
11. Next Print Order s Labels Save 12 0066 April 19 2012 ACTIYE Template Selection _ Show inactive practitioners Practitioner FROST Fm Initial Date of Service 19 04 2012 x F02 Adjustment _ Save Template Options C Setas Default for Patient Cairn Jocelyn ae 7 F03 Sub MSP eee _Potient m Er initial Visit Discount 0 00 ICBC New Tx secret Invoice comments v Payment Amount 64 00 Print Invoice View Invoice Patient Cash O Visa Insurance O Cheque O Mastercard O Third Party O Debit O Other grdGtyPrefixCode Copies If the Prefix and Code is known then type in the Prefix Press lt TAB gt type the Code and Press lt Enter gt To look up the Prefix and the Code Click on the beside Code The Fee List will be displayed Patient Information 5 Clinic Essentials User Manual E a ow ea K lt gt zH Per fod Jenne peop repoa Pie e OOO MAS rm 0 a i THRO PO dpe INO OP MSP fone faa o oso E MAS 09903 AddiionalAarea INO of oo 6e o ADJ 00001 ADJ Adjustment No of 109 O Shef2 BALL 00012 BALLOOI2 Balance Ball YES 32 THOR_ 20 00 4 BAL 00014 BodyBallBook No o 5000 5 Shef2 BOOK 00123 B00K00123 Book SES 4 986785 Bottle of Pills VES 57 THOR_ 50 00 O Shelf1 WRIST BRACE N Brace for wrists YES 179 DiABLO 25 00 CER 00007 CER00007 Cerv Pillow Exchang No of 8 CER 00006 CERPILOI Cervica
12. a display screen will ask if you want to un toggle hold status click on yes The report will now go on your next submission if all information is filled in Treatment Times If an emergency visit is entered on the ledger for patient the time needs to be present Also if a telephone conversation needs a time of call entered Click on the amount on the ledger Click on the Other button Fill in the Time of Service in 24 hour format Patient Information 21 Billing Payment Colours Billing payment colours White background in Fee column Blue background in Fee column Green background in Fee column Grey background in Fee column Pink background in Fee column Orange background in Fee column Red numbers in Fee column White background in Payment column Gray background in Payment column Red Numbers with Yellow background in Payment column Light green background with Red numbers in Fee column m 2 amp cn Cd Ed 4 Save Edit New Copy Bill Pay LastName Burgess bo Reports Find Appt Ledger mA a Pract Refer Visits Insurance m Notes Other Inv Claim Lookup Clinic Essentials User Manual Definition Normal unpaid billing Fee submitted to TelePlan or marked as Submitted with MS Billing paid in full Billing partially paid or overpaid Billing on Hold Billing adjusted by TelePlan Billing has been Refused by TelePlan Payment unapplied Payment not fully applied NSF Cheque Billing has been written of
13. or Edit lines as needed amp 3 gt G J b a Frew Next Print Orcer s Labels pave Cancel Cairn Jocelyn 12 0066 April 19 2012 ACTIVE Template Selection Show inactive practitioners Practitioner FROS F0 O Initial O Date of Service 19 04 2012 Fle Adjustment Delete _ Save Template Options Bill To P Patient ee E Ta Default tor Patient F04 Initial visit Discount 0 00 ICBC New Tx Frefix a a Mo MET Invoice comments Payrnent Amount ad 00 Print Invoice View Invoice Patient Cash O Insurance Cheque O Mastercard O Third Party Debit O Other grdt Frets Code The payment amount will be automatically filled in with the same amount as being billed to the patient The cursor will be in the payment field so simply type a different payment amount if needed Typing 0 will process the invoice with no payment being made Place a checkmark in Print Invoices if a receipt is desired Place a checkmark in the applicable payment method and Click Save Patient Information 4 Clinic Essentials User Manual Standard Billing The standard billing option is designed for clinics that bill different fees most of the time All clinics use Prefix and Code unless the Naturopathic Version is installed Click the Bill button in the Reception Screen or Press lt Enter gt if the Bill button is highlighted This Billing Screen will be displayed amp 3 2 m Prev
14. patient s chart number in the Chart No field Type the patient s Care Card number into the PHN field beside the Age 5 Ifthe desired patient s name is very close to the name of the current patient family member then pressing lt Page Up gt or lt Page Down gt or clicking the blue arrow buttons in the centre of the screen may be the easiest way to display the patient a Types of Billing There are numerous ways to perform a billing in Clinic Essentials gt F Key gt Template Billing gt Standard Billing Chiropractic and Massage clinics traditionally use F Key and Standard Billing Physiotherapy clinics traditionally use Template Billing F Key Billing and Standard Billing Naturopathic clinics traditionally use Standard Billing F Key Billing F Key billing can be set up to make billing very fast at a clinic that has fee codes that are frequently used Function Keys 1 through 10 can have a fee code or combination of fee codes stored within the function keys When the billing screen is accessed by pressing or clicking on a F Key the fee code s item no s stored within the applicable F Key will already be on the screen 1 Click on the F Key or Push the F Key on your keyboard F1 F10 The billing screen will be displayed with the fee codes already filled in as needed for the current patient s billing method More billing lines can be added as needed Patient Information 2 Clinic Essentials User Manual ie a D E
15. scheduler Click on the CANCEL button The Please Confirm screen will be displayed Please Confirm me 2 You are about to cancel the appointment for i 3 Pattison Janice on 10 04 2012 at 2 00PM Continue Click on Ok The recall screen will be displayed if the recalls have been set up for the practitioner Recalls and Reminders are covered in a later chapter The name will disappear from the schedule making the appointment slot available for a new appointment Clear Status on an Appointment If an appointment has been marked as Arrived Billed Cancelled or No Showed in error then use the clear button to mark the appointment back to un arrived state Clear Scheduler 6 Clinic Essentials User Manual Click on the desired appointment Click the CLEAR button near If the appointment status is NOS CAN or ARR this will clear the status of the appointment If the appointment status is BIL A screen will popup asking Appointment has already been billed clear anyway Click on yes The appointment will return to the original status Tip If the desired appointment is not visible due to a number beside the name in the slot or the appointment was cancelled e Click on the Change View button to see all appointments for the day e Select the desired appointment and change the status e Click on the Change View button again to return to the normal scheduler screen De
16. side of body Nature of Injury Code Enter the nature of injury code or click on the look up icon to select the applicable code from the nature of injury code list General Options 13 Clinic Essentials User Manual 3rd Party Click on the look up icon beside Insurance Company to display 3 4 party list Select the 3rd party from the list More companies may be added to the list by clicking on the Add button Group No and Policy No Use when applicable Discharge Date Enter a date or click on the down arrow and select the date Deductible Used when the patient is required to pay a deductible Place a check mark beside Annual Deductible if the patient is only required to pay the deductible once each year Percent Covered Use to determine the 34 party coverage for this patient Example 100 would bill the entire fee to the 3 4 party company once the deductible has been paid 80 would bill 80 to the 34 party company and 20 to the patient Maximum Coverage Use to set the maximum limit for the 34 party coverage either by number of visit dollar amount or both When either of these limits is reached the 3 party company will no longer be billed YTD The YTD values for the patient and insurance are managed by the system but can be edited if necessary Emergency Tab E Patient Information Browse bo la 33 A 6 5 D S S K lt gt J Y x Save Edit New Copy Bill Pay Reports Find Appt Inv Claim Lookup Return Close
17. this practitioner EDI Submission WCB Report Select if the practitioner is sending electronic WCB reports WCB Billing Select if the practitioner is billing electronically to WCB New Patient Chart If this is left black a new patient will be given a character chart in the following format 05 0001 05 denotes the year and will change on January 1st of each year The numbers after the will increment on each new patient Set the Prefix if a different prefix is desired for the practitioner Example JF as the initials of John Frost The chart number used would be in the format JFOO001 Note Maximum must be set in Tables Configuration Scheduler Display No of Rooms Define Scheduler Column Room Heading Click on the beside No of Rooms The define Scheduler Column Heading screen will appear ba n E Define Scheduler Column Headings mee 4 Hide expired records Practld Col Description Order Start Date End Date Add General Options 6 Clinic Essentials User Manual Click the Add button The Edit Column Definition screen will appear E Edit Column Definition Practitioner Id Column Humber Column Desciption Patients Appears O Order in resulting description This Description Valid From until of y dd mm ppg Save Cancel Practitioner Id displays the practitioner id for the current practitioner Column Number Ente
18. with the options selected at the top of the screen Exit Click on Exit to exit this screen Scheduler 19 Clinic Essentials User Manual BILLING Billing a Patient from the Scheduler Screen There are two ways to select a patient for billing Clinic Essentials Management System v7 12 25 ADMIN me File MSP Tables Reports Utilities Windows Help E P mne Appointment Sc i hed ul er P IR SLAC Thursday April 19 201 F ojl ee Mw e Tote BEEJ Anen EE TEE EH Thursday Apr 19 12 Week Su Mo Tu We Th Fr Sa e l 1 2 3 4 s 6 7m 15 8 9 10 11 12 13 14 15 16 17 18 19 20 21 17 22 23 24 25 26 27 28 18 29 30 li 11 08 19 AM Prive Noshon Cancei ciear Confim petete pf Beck Kelly 90 0575 Address 302 910 St Andrews Street Burnaby BC 5H 4E Ins No 9074 680 615 E 604 527 0464 Woodward Laura Reason Medlight Laser Slots 02 Horiz Ref mem BACK exempt Abrahamsonalaska Wendy X Winders Matthew Zanatta Beverly Date 19 04 2012 Time 02 30 PM Room 1 po Aitchison Kevin OO O O OOOO E D O B Apr 20 20 91 Female Pract FROST a riie E aaa G amp S Gait amp Scan Initial Exam Other 606450757 00 Group ACTIVE Nefedow Peter ML Be Nicols Alaq ML oe Berkey Evan ML Last Next Recall Visits 0 0 Cancel 0 0 Account No Show 0 0 To bill from the Scheduler Screen click on the patient s appointment then click the Billing but
19. 0 Birthday MDY 03 27 1959 r Age 53 Lt Marital Status Gender M Patient Group ACTIVE an v Delete Add Save Address 205 345 Cedar St City Cloverdale Default Reason Prov State BC Country Canada l Post Zip Code W35 1T8 lala Home Phone 604 525 3804 Primary Visits 0 Work 604 580 2545 Work Ext Cancellations 0 Cell Fax No Shows 0 Email Total Default Bill To Patient mene 3 a TTC Cancellations 0 Default Pract FROST Total Missed No Shaws 0 Billing Pract FROST Visits 0 0 240 This tab displays the patient visit information Last Visit Displays the date of the patient s last visit and practitioner that was seen MSP Visit Tracking Practitioner Type YTD Arrived Visits Code Displays the Specialty code type of Practitioner for this visit counter YTD Visit Displays the Year To Date visits for type of practitioner Chart Displays the chart number for the selected patient There can be one or many chart numbers for a patient It is possible to have more than one entry in this list for a patient If this patient has more than one chart number common for multiple disciplines clinics then one record could exist for each chart number This screen uses the PHN to locate other chart numbers for each patient Normally this screen is managed by the system If a correction is needed it can be made by clicking on the desired record in the list or click Add to add a record to the list
20. 17 Scheduler 18 19 Patient Information 1 2 Patient Information 2 Patient Information 4 Patient Information 5 Patient Information 8 Patient Information 10 Patient Information 11 Patient Information 12 Patient Information 14 Patient Information 15 Patient Information 15 Patient Information 16 Table of Contents NSF Cheques Interest Charges Edit Button Patient Information Extras MSP Remarks Ledger Notes Holds Billings Electronic WCB Reports Treatment Times Billing Payment Colours Reprint Receipts Submissions and Remittances Explanations Creating Submission File Internet Teleplan Retrieving Remittance Remittance Posting Refusals Resubmission Codes Inventory Adjusting or Receiving Inventory Items Inventory Receipts Reports Report Screen Options Back Up Terminology End of Calendar Year Procedure Clinic Essentials User Manual Patient Information 16 Patient Information 16 Patient Information 17 Patient Information 19 Patient Information 19 Patient Information 19 Patient Information 20 21 Patient Information 21 Patient Information 22 Patient Information 23 Submissions and Remittances 1 Submissions and Remittances 2 Submissions and Remittances 3 Submissions and Remittances 4 Submissions and Remittances 5 Submissions and Remittances 6 Submissions and Remittances 6 Inventory 1 Inventory 2 Reports 1 3 Back Up amp Termino
21. 50 tet Deskto E File name remit dat sark F Save az lype Text Document Cancel E ab A My Ne 6 Click on the Save button The TelePlan web page will be displayed again Click Sign Off and close the Internet Explorer screen The Desktop will now be displayed Remittance Posting It is preferable to have everyone else out of Clinic Essentials during remittance posting 1 In Clinic Essentials click on MSP Post Remittance 2 Make sure that all reports and Post Remittance to Ledger have checkmarks in them Refusal Advice Cl 2 503 504 3 Click on the Print Button 521 Payee Payment Summary 4 When the report has printed and all entries 522 Practitioner Summary have been posted then click okay 523 524 Remittance Adjustment Everyone may now use Clinic Essentials as normal ogh Broadcast Record MOI Data Centre Message Fost Remittance ta Ledger Submission and Remittances 5 Clinic Essentials User Manual Refusals Most TelePlan refusals are due to missing or incorrect billing information Clinic Essentials only requires that you correct the problem and resubmit the claim Some ICBC refusals are actually just on hold and may not need to be resubmitted Tf a billing was refused due to one of the following Missing or incorrect first or middle initial Missing or incorrect PHN Missing or incorrect birth date Missing or incorrect gender Missing address line or p
22. 57678 Service Transaction Qty Prefix Code ICD kem No Description yaa 10 05 2012 Sub Chiro Visit LS mo 0 05 2012 EyT Vitamins Minerals P 10 05 2012 VITAL Vitamins RP I a iE fa 0 05 2012 0 05 2012 0 05 2012 0 05 2012 a a Invoice comments Payment type 3 00 v Patient Print Invoice Cash Visa Third Party View Invoice Cheque Mastercard Copies 1 Debit Other 0000237616 LI save Patient Information 23 Clinic Essentials User Manual SUBMISSION AND REMITTANCES Explanations TelePlan Explanation TelePlan is a communications program supplied by MSP TelePlan has been created to transfer a Billing file from the computer in your office to the computer at MSP in Victoria MSP will also send a Return file back to your office with Refusal and Payment information This is done over high speed internet Submission File Explanation the Submission file is a Billing date file that is created by Clinic Essentials for TelePlan to send to MSP The Submission file contain the Name PHN ICD9 code Fee Code Date of Service Practitioner number etcetera s for each treatment performed at your office The Submission files is named MSPCLAIM xxx with the xxx being the particular batch number create for today and is placed in a directory where TelePlan can find it to transmit to MSP Remittance File Explanation The Remittance file is a refusal and payment file that is retrieved from the MSP computer The remittance
23. Clinic Essentials User Manual INTRODUCTION Clinic Essentials office Management system has been designed to provide a thorough and efficient way to manage the day to day tasks in fee for service type clinic Many years have been spent with staff at more than 300 clinics to make the system a very powerful tool The system will track the scheduling patient flow and patient accounts Meanwhile this software builds a vast storage of information that can be used in reporting information crucial to successful operation of a clinic Table of Contents SETUP Practitioner Information Adding Changing Hours Copy Tab Configuration Tab Notes Tab Patient Information Add Editing Patient Information Address Tab Visit Tab Insurance Tab 3rd Party Tab Emergency Tab Notes Tab Other Tab Fee Codes Adding Editing Fee Codes and Prices Price Set up Inventory Items Billing Templates and F Keys Adding Editing Billing Templates amp F Keys Login IDs Adding Removing Login IDs Security Levels and Tasks SCHEDULER Appointments Selecting a Practitioner Saving a Appointment Basic Saving Appointment Options Selecting a Practitioner Options Selecting a Patient Options Clinic Essentials User Manual PAGE NUMBER General Options 1 General Options 3 General Options 4 General Options 5 General Options 8 General Options 9 General Options 9 General Options 11 General Options 12 General Options 13 Gener
24. LACKIE Julia 30 0425 5080 271 961 A FROST EES lackman Toivo oomo fwlrRost wo F uuos6 55 6005259744 0007 201 lah Blan moze P BURROWS F Maytb19e2 29 6045551257 Jap 27 2011 lair Dortky 90 0663 UAROWS ss May 08 1968 43 E04 521 3057 aug 02 1994 ar Karen sozso P FROST SF Mart isae a 6045246327 ais Brad mao siaraosese P Rost MlDec251935_ 76 609456375 una 200 lais Mary Lynn 07 0540 P FROST 700436884 00F Jun 01 1928 83 604 540 2214 Dec 07 1990 lais Mtl eso P FROST 7062667560dF Aprogta2a 63 Eometra fake Brian E 303143 5127252827 M FROST F Dec 2i 1966 45 600302755 jur302003 lake Richard 30 2225 3096 943675 P SMITH F Sep t4ag74 37 6052497 Map121995 lanchard Elaine 300433 3054574677 P FROST 70704753200F lun2e 1928 63 E04 291 2860 Mar19 2009 lanchette Helen 301073 9123638 239 P FROST osos606460dF Dec t7 1928 63 eomer n lanco Fita m47 3065756032 P BURROWS F Novaai9aa 72 E09 4693311 Feb252008 lnd So Ching 30 2282 aoenes4s P FROST Finomi 49 GUM sraazeT lanthome David 90 0784 9062 791 865 F FROST 012379137 00 M Jun 13 1929 82 E04 522 5235 22200 O lanthome Doug 07 0160 9090 316 797 P_LFROST TOOGS7923 00M Jul 20 1929 a2 604 430 6160 Top Prev gt Next S Bottom Find Add Edt Delete wAccept JEst a ee ee ea oo coal Ye uy oa a a lack Teresa 07 0569
25. Last Name Ledger Pract Refer Visits Insurance Notes Other Emergency FirstName Christopher 7 If emergency contact is another patient j Alt dicta Emergency Chat Number 07 0108 Chat 90 0325 Emergency ContactName Coates Health Ins 9013071 067 Other 724226154 01 Active Relation BROTHER Home Phone 604 520 5727 Reg Date Address 1346 CHELSEA AVE Birthday MDY 03 27 1959 Age 53 Work Phone i Marital Status Gender M City RICHMOND Other Phone Patient Group ACTIVE Province BC Address 205 345 Cedar St Postal Code Wey 157 City Cloverdale Notes Prov State BC W Country Canada If emergency contact is not another patient Post Zip Code Y3S1T8 Home Phone 604 525 3804 Primary Next of Kin Work 604 580 2545 Work Ext Relation Celll Fac Email Default Bill To Patient Default Pract FROST _ Billing Pract FROST Total Missed Visits 0 0 Emergency Chart Number If the emergency contact is another patient then click on the look up icon and select the patient who is the emergency contact Emergency Contact Name Displays the emergency contacts name General Options 14 Clinic Essentials User Manual Relation Click on the look up icon and select the relationship to the patient Address Information Displays the address and phone numbers of the emergency contact Next of Kin If the emergency contact is not another patient then enter the information here Notes Tab
26. Microsoft Internet Explorer File Edit View Favorites Tools Help Back gt amp fal Seach Favorites YY 4H Links Seanix One20ne 4 Bugzilla Main Page Address je https tlpt2 moh hnet be ca T eleplanBroker MSP s Teleplan Web Access Welcome to MSP s Teleplan Web Access Home Welcome to the home page of the BC Medical Services Plan MSP Electronic Claims Submission web application Send Claims Retrieve Remittances The service is known as Teleplan Web v4 0 Other Processing Use the menu at the left to find the services you would like to Logs access Check Eligibility Change Password Close off Dates for 2004 January 22 2004 Help Sign off Top Copyright Disclaimer Privacy Contact us The MSP TelePlan Web Access Screen will appear 3 Click on Send Claims located on the left side of the screen Click the Browse button 4 At the top of the screen click the down arrow at the end of Look In Select C Double left click on Clinesse and then returns C represents the drive letter could also be a Look ir Sy Retums e a MSPCLAIM E43 MSPCLAIM E44 MSPCLAIM E45 ma ho Netamk Ei Files of type All Files Cancel Submission and Remittances 3 Clinic Essentials User Manual mapped drive letter 5 Click on the Mspclaim A01 This number is on the last page of the submission print out 6 Click on Open then Click
27. Post Zip Code W35 1T8 Third Party Visits Amount Insurance Company Max Coverage 0 0 00 Home Phone 604 525 3804 Primary Work 604 580 2545 Work Ext Vibrator a Cell Fax P Group no YTD Insurance 0 00 Emai Policy No Default Bill To Patient Diki i is z Deductible 0 00 Annual Deductible Default Pract FRO Total Missed Percent Covered 0 00 _ Billing Pract FRO Visits 0 Oo ICBC Claim No Enter the patients ICBC claim number Adjuster Click on the look up icon and select the adjuster add if needed Date of Accident Enter the date of accident or click the down arrow to select date Date of Discharge Enter the date of Discharge or click down arrow to select date Visits Number of ICBC visits WCB WCE File Enter the patients WCB claim number Adjuster Click on the look up icon to select the adjuster add if needed Visits Number of WCB Visits Date of Injury Enter the date of injury or click on down arrow to select the date WCB Discharge Enter the WCB discharge date or click on down arrow to select the date This date is displayed on the Patient Information screen this date will be used to pop a warning message if the patient is billed past this date Area of Injury Code Enter the area of injury code or click on the look up icon to select the applicable code from the area of injury code list Side of Body Enter the side of body or click on the look up icon to select the applicable
28. PractNoUser Name a1 NATUROPATHS vf 00120 ROS Or Jack Frost 43 MASSAGE PRACT vf 01111 SMITH Rudy Smith RAAT 30 Chiropractic Iv bhSrd DOE Dr John Doe Naturopath bo Acupuncturist Ei 99999 TEST Y Mr Testy Locum 4867 4 BURR Or Jocelyn Burrows OC k i Fatient data Mame Report Description Chart No 7 Printer setup Developer Print Preview Exit Tabs Scheduler Displays the reports on the Scheduler Tab End of Day Displays the reports on the End of Day Tab End of Week Displays the reports on the End of Week Tab End of Month Displays the reports on the End of Month Tab End of Year Displays the reports on the End of Year Tab A R Displays the reports on the Accounts Receivable Tab Patient Displays the reports on the Patient Tab Labels Displays the reports on the Label Tab Statements Displays the reports on the Statement Tab General Displays the reports on the General Tab Defaults Displays the default reports for Clinic Essentials Run Any report in this column that has a check mark in the box to the left of the report name will be ran Report Name Displays each individual report name Reports 1 Clinic Essentials User Manual Add Click to add report s to the specified tab Remove Click to remove any of the above report s from the specified tabs Permissions Click to set specific LoginIDs security levels to run each individual report When clicking the permission
29. Specialty Code 43 MASSAGE PRACTITIONER Locum To Practitioner s Practitioner Number 98574 s Payee 86425 Userld BURROWS T Company Mame Frost Health Clinic Office Phone 604d Template Monday Tuesday wednesday Thursday Friday Saturday Sunday Copy Special LDet G7 Configuration Motes Scheduling Billing Opt In Horizontal HST Registration Number Default Biling Template Opt Out Vertical Recall Frequency Recall Reason Misc flags Update patient warming notes on no show O days 2 Wam when patient normally seen by another practitioner Recall Flags Auto recall patients when billing ICBC Display recall on Cancel Mosha ICBC Provider number Track Recalls on End of Day Report Delete future recalls upon arial Misc Options Warn when last visit more than O days ago EDI Submission WCB Reports Scheduler Display WCE Biling Ho of Rooms 2 Fractitioner Color s Group 5 E 4 5 6 Select Opt In or Opt Out for MSP Submissions Most practitioners are now Opt Out Scheduling Select Horizontal or Vertical for direction in which the appointments are saved in the scheduler screen Default Billing Template Click the down arrow and select the default template for this practitioner HST Registration Number Enter the HST number if applicable to this practitioner Recall Frequency Type in the default frequency for this practitioner s recalls This field represented the number of days this p
30. a check mark if the item is inventory Active Displays a check mark if the item is active General Options 19 Clinic Essentials User Manual On Hold Displays a check mark if the item is on hold Balance on Hand Enter the quantity currently in stock Minimum Enter an amount if a popup reminder is needed to reorder inventory Example 4 in this field will cause a reminder to popup when the Balance on Hand is equal to or less then the minimum amount entered Enter 1 if no popup is desired Maximum Enter the maximum desired quantity on hand This will be used by the inventory reorder reports Markup Enter the desired percentage of markup of the inventory item This will be useable when receiving inventory Location Where the item is stored ex 274 Shelf Change Inventory Item Number Used to change an Item No and update all history for the Item e Click Change Inventory Item Number e Enter the new Item No e Click Change Inventory Item Number again Unit of Measure Enter a unit of measure for the individual inventory item Example mg tab cc Supplier Click the look up icon select the Supplier To add a vendor to the list click the Add button and enter the Vendor s information and Save Then select the Vendor from the list Notes Label Type the default information that will be displayed on the Inventory label if or when it is printed for an item Last Cost This will display the last cost of the inventor
31. a d OO Po oo Neves Deborah 604 ia A c W E OO f S S S S S f E Reason Motes Add Reminder Recall Repeatin Oo Days elon 25 04 2012 Save To change the Practitioner Click the down arrow to select the practitioner from the list To change the Date Type in the date or Click on to select the date Item is previous thirty days Select to display items that are from previous thirty days List Report Select one or more of the following to display Reminders Click in the box to include patient reminders on the list These appear with a Green back ground colour Patient Recalls Click in the box to include patient recalls on the list These appear with a Yellow background colour Show Completed Items Click in the box to display only the completed patient recalls and reminders Click Completed again to remove the checkmark and the completed records will disappear from the list Scheduler 18 Clinic Essentials User Manual List Columns Complete Click in the box once the Reminder or Recall has been dealt with Type Displays whether the record is a Reminder or a Recall Patient Displays the patient s name Phone Displays the patient s phone number Click the to see all phone numbers Reason Notes Displays the first line of the reason saved with the patient s Reminder or Recall To see all of the notes that have been added click on the desired line and
32. a generic reason from the list Recall Regardless Check this box to print the patient recalls even if they have a future appointment booked Never Recall Check this box to suppress recalls for the selected patient A recall will NOT appear on the recall list or recall report even if the recall was saved The Recall screens will not popup when canceling or no showing an appointment for this patient Exit Click Exit to exit from the Recall screen Scheduler 17 Clinic Essentials User Manual Reminder Recall List The Reminder Recall List can be used to display all Reminders and or all Recalls for a specified day for the selected practitioner The Reminder Recall List button is available on the Scheduler screen g On the Scheduler the button is located left of the Quit button E Reminder Recall List History view Appts Print Practitioner Or Jack Frost I Date 25 04 2012 tems in previous thirty day Fl Reminders Patient Recall Show Completed tems m C Patient Reason Notes NextApot LastVisit Abrams Rachhpal Chris bO4 59h 4663 Remind about appointment KOAD 04042012 E es m a w Cairn Jocelyn 604 857 3262 Default Recall 6 04 2012 19 04 2012 604 543 3699 Default Recall 4 10 2002 604520 1 227 Default Recall Of0o 20049 04520 1797 Weekly Recall ENAT 931 6192 Default Recall 5 09 1995 l E r SS Ss Ss Murray John eS F I n a Peo wd
33. abels Cancel F 09 0041 Burberry Brit peas Invoice 057678 Service Transaction Qty Prete Code ICO Item Mo Description Meth Fee HST AE 10 05 2012 1 feH 1377391 Sub Chiro vist PT 1oo52012 poose 1 of eT Mitamins Minerals P 1000 oa 1005 2012 poose i ofo Ta vitamins Pt 1005 2012 ionseoi2 1 of Piso Prescription Pils P 1f oo 1o02 ioasyeot2 1 0f BACK PILLOW Pilowtorback P somf 540 1005 2012 10052012 1 0f WRIST BRACE Brace torwrists P o 300 1o50 poose i fear oj foo oo PAYMENT PA C ee ae E S E eee ee E Invoice comments Payment type v Patient Print Invoice Cash Vise Third Party View Invoice Cheque Mastercard Copies 1 Debit Other Me gl 0000237616 save The fields that you can edit in this screen are the following Service Displays the date of service for the selected item ICD Displays the ICD9 code for the selected item Description Displays the description for the selected item Invoice Comments Enter the comment that you want printed out on the receipt for selected item Invoice Options Patient Click to print a patient invoice Third Party Click to print a third party invoice Print Invoice Select to print an invoice for the selected billing View Invoice Select to view an invoice for the selected billing Copies Type or Click the arrows to change the number of copies Payment Type Displays the payment type Cash Click to select cash C
34. al Options 3 Clinic Essentials User Manual Click the next day tab and repeat the steps Set Up Special Schedule for a Date Range Used when a date range in the future will have a different schedule than the General Schedule The Copy tab can be used to duplicate schedules for days that are the same Edit Practitioner E3 B amp Save Cancel FirstName Jocelyn Last Name Burrows Practitioner status ACTIVE I Professional Name Or Jocelyn Burrows DC Type of Practitioner Massage Thera gt Specialty Code 43 MASSAGE PRACTITIONER Locum To Practitioner Practitioner Number 98574 Payee 96425 Userld BURROWS 34 Company Name Frost Health Clinic Office Phone 60d Template Monday Tuesday Wednesday Thursday Friday Saturday Sunday Copy Special LDef G7 Configuration Hotes Copy Template From Copy Template To Monday Monday Tuesday Tuesday C Wednesday Vv Wednesday Thursday Thursday Friday Saturday Saturday Sunday Sunday Click on the Copy tab Click on the day that you want copied under the Copy Template from section Click on the day that you want it copied to under the Copy Template to Click Copy General Options 4 Clinic Essentials User Manual Configuration Tab Edit Practitioner ER k t Save Cancel FirstName Jocelyn Last Name Burrows Practitioner status ACTIVE I Professional Name Dr Jocelyn Burrows DIC Type of Practitioner Massage Thera
35. al Options 14 General Options 14 General Options 15 General Options 16 General Options 18 General Options 19 General Options 19 20 General Options 21 22 General Options 23 General Options 24 Scheduler 1 Scheduler 1 Scheduler 2 Scheduler 2 Scheduler 2 Table of Contents Selecting a Reason Options Selecting an Appointment Day or Date Options Selecting an Appointment Time Options Arrive Billing Clear Status Cancel No Show and Deleting Appointments Confirming an Appointment Rescheduling an Appointment Find a Patient s Appointment Scheduler Options Edit Notes Button Adding Block Times Adding Calendar Times Recall and Reminders Reminders Adding Editing Reminder Records Recalls Adding Editing Recall Records Patient Default Settings Practitioners Default Settings Look under Practitioner Info Reminder Recall List Patient Information Billing Billing a Patient Types of Billing F Key Billings Template Billing Standard Billing Billing Screen Options Payments Applying Payments Un apply Payments Apply Payments Screen Options Patient Ledger Entries Reversals and Write Offs Credit Notes Refunds Clinic Essentials User Manual Scheduler 3 Scheduler 4 Scheduler 5 Scheduler 5 7 Scheduler 7 Scheduler 8 9 Scheduler 8 9 Scheduler 10 Scheduler 11 Scheduler 12 Scheduler 14 Scheduler 14 15 Scheduler 16 Scheduler 15 16 Scheduler
36. all of the text will be displayed in the box below Remove Button Click on reminder or recall to be removed and then Click the Remove button Use this only for records created in error because no history will be kept if the Remove button is clicked Reason Notes This displays the reason for the selected Reminder or Recall Notes can be added or changed in this area of the screen Click on the Patient s reminder or recall in the list above Type in the comment to add or change for the selected Patient s Reminder or Recall Example If the reason now says Book appt this week add comments like No answer at and click the Clock button OR Click on to select a generic reason from the list Clock Button Click to insert the date and time in the Reason or Note Click on Save to save the changes to the selected Reminder or Recall Repeat the Reminder Recall To repeat the Reminder or Recall for another day perform the following Click on the desired Reminder or Recall Type any desired changes to the Reason Type the number of days to repeat in or set the date to be repeated on Click the Save button in the Repeat area The Reminder or Recall will be duplicated on the selected date History Click on History to bring up the recall screen for the selected patient Appointment Click on Appointment to bring up the Find Appointments screen for the selected patient Print Click on Print to print the list
37. aname is visible on the scheduler and you would like to create another appointment for the person then Right click on the desired patient The name will be picked up from the appointment put in the name field at the top of the scheduler 5 If you are in the Reminder Recall screen and want to create an appointment for a patient on the list click on the name and then click exit You will return to the scheduler with the name field already filled in 6 Ifthe name that you type in the name field does not exist in the database The Patient not found screen will be displayed E Search warning 3 Patient not found in database re D Murray Jacqueline Add Lookup Retype New Patient Press lt enter gt or click the new button if this is a new patient The system expects that you would like to store a phone number with the appointment and will place the cursor in the phone number field Lookup Press the right arrow on your keyboard and then press lt enter gt or click Lookup to display the patient list with the closest match found This is useful if a spelling error was made when typing the patient name Cancel Press right arrow twice and press lt enter gt or click Cancel to cancel the screen and retype the name Selecting a Reason Options Appointment reasons are useful to store why the patient is booking an appointment Reason can be set to block extra time and display a co lour for the appointment on the s
38. ave Copies More billing lines can be added as needed The payment amount will be automatically filled in with the same amount as being billed to the patient The cursor will be in the payment field so simply type a different payment amount if needed Typing 0 will process the invoice with no payment being made Place a check mark in Print Invoices if a receipt is desired Naturopathic Clinics Order save can be used to save this order and come back to the items to be billed at a later date Patient Information 7 amp 3 Prev Next 12 0066 ACTIVE Template Selection Fol Initial Date of Service 19 04 2012 el File Adjustment eae F Patient F03 sub MSP a al Mi Print Orders Labels Clinic Essentials User Manual k a Save Er April 19 2012 Show inactive practitioners a Er save Template Options C Set as Default for Patient F04 Initial isit Discount 0 00 ICBC Mew Tx Frefix E J No SJintia Ghee Invoice comments ssk patient to pay 84 00 W Payment C Print Invoice Amount 5400 View Invoice if Patient Cash O Yisa O Insurance Cheque C Mastercard Third Party O Debit O Other gndGtyPrefixCode Copies Clear Click to clear all items in the fee lines above Change Billing View Click to change the current view If Prefix and Fee Code billing is currently displayed clicking this button will display ItemNo billing If ItemNo billin
39. ave Note Any field can be changed before saving the appointment The date and or time can also be changed by clicking on another appointment slot before clicking save To make changes to an appointment already saved either delete the appointment and re enter it or use the reschedule features These are explained later in this chapter Select Appointment Day or Date Options 1 Click on a date in the calendar at the top right corner of the scheduler April 2012 4 todays Week Su Mo Tu We Th Fr Sa Note the number in yellow is the 144 ii 2 al al sl el currently displayed date 15 8 9 10 gt 11 12 13 14 16 15 16 17 18 19 20 21 17 22 23 24 25 26 27 28 18 29 30 13 The month can be changed by clicking the down arrow beside the month at the top of the screen or by clicking on one of the white numbers at the top or bottom of the calendar Note Top is the previous month bottom is the next month 2 Click on the Summary of Appointments for each Practitioner icon Scheduler 4 Clinic Essentials User Manual Change the Date by o Typing the date o Click the up or down arrow o Click the to select the desired date from a calendar 3 Click on the M Monthly View icon Note See Select Appointment Time to complete the process 4 Click on the W Weekly View icon Note See Select Appointment Time to complete the process Type the date or adjust the date below the r
40. ce Patient and 3rd Party Click on Print Print usual End of Months Reports Print End of Year Reports if this is the end of your fiscal year NEXT STEPS ONLY TO BE DONE ON DECEMBER 31ST AFTER LAST BILLING IS DONE OR JANUARY 15 BEFORE FIRST BILLING IS DONE Perform Reset Year to Date Counters always done at the end of the calendar year y Close Scheduler Screen VClick on MSP y Click on Utilities y Click on Reset Visit Counters y Click on Yes VClick on Utilities VClick on Year to date Counters Message will appear VThis option will reset Year to date counters to zero for all patients It is advised that this utility is used at the beginning or end of each year Reset the counter VClick Yes T his should all be done before you do your first Billing in January End of Calendar Year Procedure 1
41. cheduler screen 1 Type all or part of a Reason to store a reason for the appointment o If what you type fits a reason in the reason list then the rest of the reason field will be generated o If what you type fits more than one reason in the reason list then the list will be displayed with the first match highlighted o Right click on the desired reason OR o Highlight the desired reason with the arrow keys and press lt enter gt 2 Click the at the end of the reason field to display the list of reason o Right click on the desired reason OR o Highlight the desired reason with the arrow keys and press lt enter gt Scheduler 3 Clinic Essentials User Manual 3 Toaddanew reason Click the Add button at the bottom of the reason list E Edit Appointment Reason Reason 30 min massage Lategoy 6 Time Slots O2 amp Color o Book appointment for this reason gt per Practitioner Horizontally Vertically o Type a description for the reason ie New Patient o If desired the usage of this reason can be tracked by assigning a category number between 1 and 9 Note All category 1 reason will be counted together on reports o Select the default number of slots that should be blocked when this reason is used o Select whether the extra slots for this reason should be blocked horizontally across the scheduler vertically down the scheduler or use the default setting for the practitioner o Click S
42. cted patient Recalls Click on button to display up the recall screen for selected patient General Options 15 Clinic Essentials User Manual Other Tab E Patient Information Browse bolba x A 6 5 D S S K lt gt J Y x Save Edit New Copy Bill Pay Reports Find Appt Inv Claim Lookup Return Close Last Name Ledger Pract Refer Visits Insurance Notes Other Emergency FirstName Christopher Cccupsiion PeiEneerae Satyn i Employer Aqua Spa Pak Ltd Char 90 a 90 0325 Address Health Ins 9013071067 Other 724226154 01 City Active Postal Cod Reg Date idles Birthday MDY 03 27 1959 pee aay ometi Print Year End Receipt Assigned Marital Stat Gender M 7 PAA show payment note on invoice screen Free Patient Fee Patient Group ACTIVE Address 205 345 Cedar St Default billing template City Cloverdale Member of Count Prov State BC ry Canada Bill To Patient Post Zip Code V3S 1T8 Patient Fee 0 00 Home Phone 604 525 3804 Primary Discount 15 00 Work 604 580 2545 Work Ext Cell i Fex Lastx Ray Date Email ICD s 7245 Preferred appointment reminder Email Default Bill To Patient Cell carrier Default Pract FROST AN L Total Missed _ Billing Pract FROS Visits 0 0 Occupation Enter the patient s occupation Employer Enter the patient s Employer s Name Address Enter the patient s Employer s Address Postal Code Enter the patient s Employer s Postal Code Note The WCB Reports will u
43. cunda Monday Tuesday Wednesday Thursday Friday saturday ee Jase Gees pee pea pee peapea Scheduler 12 Clinic Essentials User Manual To Add a note on the Calendar View in the Scheduler Screen e Click the date e Type in the note e Click on Close Right click on the date in Scheduler to review the note To Add a colour to a desired date on the Calendar View in the Scheduler Screen April e 2026 e Right click on the date Week Su Mo Tu We Th Fr Sa e Select the colour 4 1 2 34 5 6 7 e Click OK 15 8 9 10 11 12 13 14 The desired date will have the selected colour in the 16 15 16 17 E 19 20 21 background on the Calendar in the Scheduler 17 22 23 24 Note remindert8 Screen 18 29 30 19 Scheduler 13 Clinic Essentials User Manual REMINDERS AND RECALLS Reminders Reminders can be used for a reminder popup on a specific date on a certain visit number or on every 0th visit The reminders can be set to pop up when the patient is marked as arrived billed or just displayed on the Reminder Recall List Reminders are set up on per patient per practitioner basis and a patient can have one or more reminders for each practitioner Reminders can be used if the patient wants a reminder call prior to their appointment or as a reminder for the staff or practitioner to perform an action on that day or visit Example Re Evaluation Visit SEMG rescan Due for X Ray Payment Date etc The Reminder screen can be accessed
44. d Select to display all applied amounts Note The button below then changes to Auto un Apply Selecting this button now would auto un apply until the amount is fully unapplied This also changes the appearance of the screen on the left E Apply payment Burberry Erit Payment to Unapply Date Payment Apply Balance Payment source Payment Type Apply To FROST May 1 0 2012 149 45 o5 00 b4 45 F Patient Payment Fees Applied Claim s for FROST Invoice Description Fee Faid Applied Practitioner Balance a view 057678 VITAIVitemins 1000 1000 10 00 FROST Outstanding o56372 ICBCx110BCxeys 250 2500 25 00 FROST O ooj Applied v By Practitioner Auto uUn p pl Applied Claim s Date Display the date of service Fee Displays the fee amount for that date of service Paid Displays the amount paid for that date of service Balance Display the balance owing on that date of service Click in the box to select or click in the box to unselect Applied Displays the all amounts applied on each date of service Practitioner Displays the practitioner for each date of service By Practitioner Click to apply transactions by practitioner Done Click done to save and exit Apply Payments Screen Patient Information 14 Clinic Essentials User Manual PATIENT LEDGER ENTRIES Reversals and Write offs Reversals and Write offs are used to reverse entries in the ledger They are different only in the description t
45. d in the quantity field enter a 1 this will automatically adjust the fee to the correct amount Click Save This credit may be applied to the outstanding fee if desired by click on the AP button and select amounts you want to apply to Patient Information 15 Clinic Essentials User Manual Refunds Refunds are used to refund money to a patient or an insurance company Click on Bill Select the correct Billto to refund Type or Select a fee code to use for the refund Type the negative amount in the appropriate payment field Select the method of payment that you are refunding Click Save To apply the refund to a previous payment click the AP button and select the amount s you want to apply to Here are some Scenarios I Patient has a credit example 75 00 overpayment or a negative fee and would like a refund Enter a negative payment under the patient for the amount of the credit Apply the negative payment to the negative fee or click on Apply to Payment in the Apply screen to apply to previous payments II Refunding a patient for ICBC WCEB services Many clinics are billing ICBC or WCB for treatments and billing the patient as well Once the claim has been accepted the clinic then refunds the patient for the amount that was paid privately If the patient wants a credit on their account enter a Negative Patient Fee of the full amount paid by the patient for all of the treatments using the original fee codes billed
46. d on the patient statements with the oldest balance in the 90 days field Label Used by Naturopathic Clinics Only Header This text will print on the inventory labels for this practitioner Footer This text will print on the inventory labels for this practitioner Website Enter in the website for this practitioner or clinic Email Enter in the email address for this practitioner or clinic Save Click Save to save the changes made to this practitioner s information Cancel Click Cancel to exit the practitioner information screen without saving any changes General Options 8 Clinic Essentials User Manual PATIENT INFORMATION The Patient Information screen can be accessed several different ways The Patient Information icon on the Scheduler and Patient Information screens will display the patient information for the current patient on the screen Browse Patient Listing 7 Show inactive patients atient Name Lastname Chart PHN Bill Practitioner Other G Birthdate Age Phone primary Last Visit ack Jung Soon ecos si25 826003 P BURROWS F Sep 20 1907 84 E0533 ack Sharon B0170 8047 76201 M FROST ack Tes most Fhmn BON TaT rata i a Oo lack Willem 301293 3098575177 A Rost ct2ai9rt 40 6073943769 Dect 1993 lackburm Arthur Gord 02 0188 Ji FROST PF Jarned6 1975 a7 B04 527 1120 Jun 14 2011 Blackie George MITH Foams 43 605895733
47. e code list may be accessed from 1 Files menu Tables Fees Table 2 Click the look up icon beside the code area in the Billing screen E Fee Add Edit a x cave Cancel Fee codes Inventory Pretix CHI Code 00136 Description Sub Chiropractic Visit T Active tem is discountable Category b Motes label Bill to Ins Amount Fat Amount Cat Exempt Amt Billto description S oof soo espi 00 Patient i a E AR AR A es ee Fe E a Oe a CS ee The following steps are needed to add a new Fee Code that is not an inventory item Non Inventory Fee Codes Prefix Enter in 1 5 character Prefix Example Massage Visit could be MAS this is not submitted electronically to MSP ICBC or WCB Code Enter in 1 5 digit numeric code This will be submitted electronically to MSP ICBC or WCB if applicable Description Enter the description to be displayed on the patients receipts Active Displays a check mark if Code is active General Options 18 Clinic Essentials User Manual Price Setup There must be at least one price setup before the fee code or inventory code can be used for billing There can be more than one price setup P The price is to be billed to the patient when billing private This price will also be used if the patient has 34 party billing coverage setup Fill in the Pat Amount column with the price M This price is to be billed to MSP or MSP and Patient sim
48. e item and click the Hold Button Move the desired item to hold from the left window to the right window by clicking on the arrow key Click Save to Exit Patient Information 19 Clinic Essentials User Manual ELECTRONIC WCB REPORTS Step One Only done on Initial set up for the reports Practitioner Set up Click on the Red Cross click on the practitioner and click the Edit button Click on the Configuration Tab put the checkmark in WCB Reports and WCB Billing Click on Save and Click Exit the practitioner information screen Edit Practitioner E3 k of save Cancel First Name Jocelyn Last Name Burrows Fracttioner Status ACTIVE Professional Name Dr Jocelyn Burrows DC Type of Practtioner Massage Theral specialty Code 43 MASSAGE PRACTITIONER Locum To Practitioner Practitioner Number 98574 Payee ob425 Userld BURROWS 3 Company Name Frost Health Clinic Office Phone 604 EA Template Monday Tuesday Wednesday Thursday Friday Saturday Sunday Copy Special LDef G Configuration Notes Scheduling Billing Opt In Horizontal HST Registration Number Default Biling Template Opt Out Vertical Recall Frequency Recall Reason Misc flags ald Update patient warming notes on no show ae Wam when patient normally seen by another practitioner Recall Flags Auto recall patients when billing ICBC Display recall on Cancel Noshow ICBC Provider number Track Recalls on End of Day Report D
49. ed May 14 2012 at 6 06 am Login Name Log On x s Creating a Submission file 1 Click on MSP Create Submissions Ensure that Generate Report Create MSP Submission File and Missing Fields Report all have a checkmark 2 Click on the Submit button The MSP Claims with Missing Information Report will print first These items will not be sent until after corrections to the listed billings have been made Biling Generator FP Billing submission generated Press any key to continue ia Claim Ho 0002061 Chart Ho 00 0215 Hame Waterfall Jane Tariff 00130 Service 1 Total Fee 12 27 Batch Total 7454 3 When the billing Generator has completed press any key or click the mouse button 4 After the MSP Claims for Submission Report is printed Click on the Exit button Note the Submission File name on the last page of the report Submission and Remittances 2 Clinic Essentials User Manual 5 Close or Minimize Clinic Essentials The underscore button in the top right corner will minimize Other computers on a network may now use Clinic Essentials Internet Submissions amp Remittance Sending Submission 1 Bring up Internet Web Site https teleplan hnet bc ca 2 Enter in User ID ttut and password CNMONYEAR CN First Characters of Clinic Name Example Tri Tech TT MON First Three characters of the month YEAR Character for the year 2005 4 Medical Services Plan Teleplan Web Access
50. eferral field 5 Type the date or adjust the date below the referral field Select Appointment Time Options 1 Click on the desired appointment beside the time and below the column 2 From the Summary of Appointments for each Practitioner Screen Right click on the desired appointment slot below the desired practitioner You will be returned to the scheduler screen with the selected practitioner date and time already filled in 3 From the M Monthly view screen Right click on the desired appointment slot below the desired practitioner You will be returned to the scheduler screen with the selected practitioner date and time already filled in 4 From the W Weekly view screens Right click on the desired appointment slot below the desired practitioner You will be returned to the scheduler screen with the selected practitioner date and time already filled in Next page continue 5 Manually type of select the time below the referral field Note This method is necessary to save an appointment outside of the normal scheduler of appointments As defined in Edit Practitioner Billing an Appointment Billing If a patient is being billed when they arrive there is no need to click the arrive button Click on the desired appointment on the Scheduler Click on the Bill button The Patient Information screen will be displayed The billing procedure can take place Please refer to the Billing Section Billing Arrivin
51. elete future recalls upon arriwal Misc Uptions Warn when last visit more than O days aga EDI Submission WCB Reports Scheduler Display WEB Billing Mo of Rooms 10 Fractitioner Color A To Group 5 E 4 5 6 Step Two Bill the patient for the selected WCB Report Click on the amount that appears on the ledger EI 28 00 Click on the REM button this will bring up the report Select the type of report EI First F8C or Progress F11C Fill in all the information for all the fields Select View or Print then click on Save Patient Information 20 Clinic Essentials User Manual E WCE Chiropractor s Report Burberry Brit Chart No 09 0041 Claim Mo service Date 14 May 2012 Report Type First Fal O Progress F11C Chiropractor 00120 FROST Further correspondence to follow O es O No Demographic Into Claim Info Diagnosis Treatment Return to vyvork Employer Name Sr Pauls Hospital Operating Location Address Worker Mailing 4ddress Address Address 12589 London Ave City City Surrey Phone No Postal Code VeT byg Fhone No f J Patient Health Insurance Print Form View Form Ext Note if the report is not completed a message will appear displaying the field that is not completed and the report will be put on hold The amount will appear on the ledger with a Pink background Complete the missing information in the report Click on the Amount now pink Click on the Hold Button
52. ent and when the child is billed it will automatically draw payment from the parent s account and apply to the child This will automatically transfer payments between the patients Bill To Select the bill to for the patient by clicking on the down arrow and selecting from the list Patient Fee Enter the amount if the patient receives a special Patient Visit Fee i e Children or family Leave this amount at 0 00 if the normal fee is to be used Last X Ray Date The last x ray date may be tracked here if needed by entering the date Preferred Appointment Reminder Select either None Phone Email or Text from the list Cell Carrier must be selected if Text Reminder is the preferred appointment reminder Buttons at the Top of the screen are Copy Click the Copy button to create a new chart for the selected patient This will copy all patient information with the exception of the chart number and default practitioner This can also be used to add another family member by copying all information from an existing patient Change the name and save it Save Click to save information Return Click to return to schedule Close Click to close the patient information Note The absolute minimum information is required in the Patient Information Screen before saving Last Name First Name Gender Phone General Options 17 Clinic Essentials User Manual FEE CODES Fee codes may be edited or added from the Fee Code List The Fe
53. eps 1 Click on Bill in the Scheduler or Patient Information Screen 2 Select the Practitioner 3 Select the Bill To 4 Select the Fee Code or Item No 5 Click on Save beside Template Selection the Save Template screen will appear General Options 21 Clinic Essentials User Manual E Save Template saving template for FROST Save template as FI Comment F01 Function key Cancel 6 Enter the FKey by pushing the FKey on the keyboard or Type in the template name 7 Enter the Comment 8 Click Okay to save the F key or Template General Options 22 Clinic Essentials User Manual LOGIN IDS Login Ids are used so that each staff member can login with their own login ID and password Instructions 1 Close the Patient Information and Scheduler screens with the red QUIT buttons Show hidden as Close Admin Level Sec LevelFull name Id S Aciministrator 1 SF 2 Click on Tables Avoid deleting IDs because you will no longer 3 Click on Login IDs be able to tell who entered or edited an appointment or billing if the Login Id no longer Add Login Id exists d Ka When setting up a new user ID s set security ee ee and administration level to 9 to allow the user Login name ADMIN to set up other user ID s Administration Level 8 and below will not allow the user to add new Full name Administrator user ID s P gj Hiei asswor To add an ID Click on the Add button Administration l
54. er 96574 Fayee ob425 Userld BURROWS Company Name Frost Health Clinic Office Phone 604 2d Template Monday Tuesday wednesday Thursday Friday Saturday Sunday Copy Special LDef G7 Configuration Hotes Available Times Template 8 50 AH Reason 8 55 AH Start Time 5 00 AH 5 05 AH End Time 9 10 AH 5 15 AH Interval 9 20 AM 9 75 AH Slots time 9 30 AH 9 35 AH 5 40 AH 5 45 AH 5 50 AH pe e Ml M 9 55 AH Update only CreateNew 10 00 AM 10 05 AH Template Tab Set Up General Schedule Each of the days of the week tabs is used to setup a template of appointments to display on the practitioner s scheduler Although it is possible to create appointments outside of the hours set up here These are the appointment that will be shown on the schedule Enter in the Start Time and End Time for the practitioner Interval Select the Interval for the appointments Slots per time Leave As T Update only Click to save any changes to the above fields without changing the template for that day Create New Click to save any changes to the above fields and to recreate the template for that particular day A list of appointment times will be created on the right side To remove certain time slots Example Lunch Break Click on the desired time in the Template column Click Remove To add certain time slots Click on desired time in the Available Time column Click on Remove Gener
55. ert v rkmann Lorainne O A D 2 Z Ref mem BACK exempt Argeropoulos Dylan Date 10 04 2012 gt Time 02 30 gt PM Room 2 Pattison Janice D O B Oct 10 18 93 Male Pract FROST Bill To MSP Visits rem 10 Other 016248650 00 Group ACTIVE Referral Bell Donna Last Robbie Gordon Next Northcote Velma Recall Visits 0 0 Sadler Sharon Cancel 0 0 Account No Show 0 0 McGowan Amber Balachanoff Gerry Batiuk Stephen Nefedow Gurdaman Machan Braydon Romeyn Mary Anne Nahirney Wendy Bennett Edward 4 a v Patient s LastName FirstName Initials use commas as a separator type comma at the end for a new patient NUM Making an Appointment Basic There are several ways of saving an appointment in the scheduler but the most efficient method is 1 Click on the desired day on the calendar if it is not already being displayed Note The day in yellow on the calendar is the one being displayed 2 Click on the desired appointment slot beside the desired time and below the desired column Note The cursor will immediately jump to the patients name 3 Type the patient s Last Name comma First Name and press lt enter gt ie Atkins K lt enter gt Note Capitalization is not necessary The more you type of a patients name the less likelihood there is of the system popping the patient list screen If what you type Scheduler 1 Clinic Essentials User Manual matches more than one patien
56. ewe 9 1 Enter the Login Name or Initials 2 Enter the Full Name if desired 3 Enter the Password if desired 4 Enter the Administration Level and Security Level 5 9 can access everything for a description of all other levels see the document in your c clinesse data reports a clinicessentialssecuritysettings doc 6 Click Okay to Save security level To delete an ID Click on the ID and Click Delete To Hide an ID Select the hide field General Options 23 Clinic Essentials User Manual Below is a List of Levels and actions that can be performed from that level and above Actions that can be performed J Can only view Scheduler and Patient Information screens af Caan only arrive appointments No Show Cancel Confirm Clear Delete appointments Save in Edit appointments Save in Treatment Schedule Save in Find Time slot Save button in Reminder Recall screen Save button on the form in edit patient Save button on the Visit tab in patient information _ 09 Save in Blocked Time Ability to edit the Practitioner Information screen Save in the Invoice Screen Save in the Practitioner Information screen Edit Sell Price If Tables Configuration Options Allow editing of sell price is not checked Checkmark Tax exempt in Invoice screen Edit Discount in Invoice screen Edit discount amp patient fee in the Patient Information screen Access to Tables Configuration Access to Table
57. f or Reversed out Y X Return Close T T K lt gt J First Name Brock Salutation Alt Chart 90 0013 oct taal er Poss Sear a Health Ins 9103 514 74 Birthday MDY 06 21 1938 Age 73 Active Marital Status Gender hl Reg Date 1 May 14 2012 057698 rE Other 7o0252281 01 _ May 14 2012 057698 fp Feb 10 2012 057431 P E F Feb 10 2012 057431 P aer 0 PAY 00000 PAYMENT T 50 00 CHI 00137 Sub Chiro Visit 80 00 PAY 00000 PAYMENT j 40 00 CHI 00138 Sub Chiropractic Visit j Patient Group ACTIVE ES Address 13077 73rd Avenue City Maple Ridge Ie Prov State BC ics Country Canada i Post Zip Code v2x 8x8 Home Phone 604 944 8550 Primary Work 604 421 3232 Work Ext d Celll Fexi Email z Default Bill Ta Patient ICD 7245 i i 7 EO I O O J i as EO i i i f EO o J EO o 4 Default Pract a Total Missed Billing Pract FROST 904 Visits 0 0 j Last R Statement Feb 23 2001 Patient Information 22 Clinic Essentials User Manual Receipts Reprint Click the amount on the ledger Click the Edit button and select print This will reprint the select invoice Edit Billing 057678 Eh a Rem Motes MS Res Hold Other z Copy Labels Cancel F 03 0041 Burberry Brit E Invoice 0
58. field and Re Exam in the reason On Every _ th Visit Type the visit interval number that the reminder should appear on Example every 5t visit enter 5 in the blank Always Select to have the reminder appear every time the patient is booked and or billed Reason Notes Type in the reason or Click on to select a generic reason from the list Clock Button Click to insert the current date and time in the reminder reason text Appears Click the down arrow and select where the popup should appear e Scheduler Popup When the patient is marked as arrived or billed on the Scheduler screen on the appropriate date or visit number the popup message will appear e List of Reminders Patient s reminder will be displayed on the Reminder Recall list e Booking popup Scheduler Reminder will show when a patient is selected on the date the reminder is set for Reminder Completed Click on the box to mark the reminder as Completed Clear Click on Clear to clear the above fields New Click on New to clear fields above and start entering a new reminder Save Click on Save to save the current reminder and allow the entry of more reminders Edit Click on Edit to edit a current reminder You can also double left click the reminder to edit it Remind List columns Complete Click on the box to mark reminder as Completed Date Displays the Date for the reminder if the date field was used when entering the reminder V
59. file is placed in a directory where Clinic Essentials can find it and post it to the Patient Ledger After the Remittance file is posted to the ledger Clinic Essentials renames it so that a new file may be retrieved the next time that you download it from TelePlan The Remittance file may contain refusal information every time you download the remittance but will only contain payment information twice a month on the 15t and 30th Cutoff Date Explanation There are two cutoff dates each month The cutoff date simply means that no billing records will be processed for the next payment date if they are received after the cutoff date MSP makes no guarantee that all billing records received before cutoff date will be processed for the next payment date The information may be changed at any time by MSP Sequence Number Error Explanation MSP dictates that each billing record must be assigned a sequential number A number may never be used again and no numbers may be skipped This works very well to keep track of each billing record that has been sent to MSP If a 007 Sequence Number Error is received for MSP this simply indicates that you are either trying to send billing records that have already been sent or that there are some billing records that need to be sent before the ones you are trying to send now MSP will display the last committed number that has been successfully received from your office For Example You received a sequence number e
60. g NO tO 6 S BOOK 00123 B00K00123 Book VES 1 OO GEN 00123 _ Testingfeecodes No o 12 CHi 00130 Initial Chiropractic visit NO o 50 EXAMAOO130 initia Visit No o oo 6 PRV 00131 Reactivationfee 6 mnths ormor aNO 0O 50 PVA oos poe Ast NO CHI on NO mE E eS VT CHT 0038 initia Visit No o ao 6 CHi 00138 Sub Chiropracticvisit NO o 100000 CHMSR00138 MSPinitial No o so 6 cHi 0039 Cho NO MSP 00142 Accupuncture INO o OG NAT 00147 NATO0147 Subvisit VES a zoo 6 oo TEST 00200 testing INO TEST 01010 TestngGSTCode No op soog 6 o Patient Information 6 Clinic Essentials User Manual Select the Item No from the Fee list Or Type in the Item No and press lt enter gt This will automatically fill in the line and enter the fee amount The Billing Screen will be displayed again amp 3 2 ie Prev Next Print Order s Labels Save Cairn Jocelyn 12 0066 April 19 2012 ACTIVE Template Selection Show inactive practitioners Practitioner FROST w Fo ma St Date of Service 19 04 2012 F02 Adjustment Be _ Save Template Options Bill To P Patient See C Set as Default for Patient Discount 0 00 ICBC New Tx foaecnption Invoice comments _ Payment Print Invoice Amount 4 00 U View Invoice if Patient Cash O Visa O Insurance Cheque O Mastercard O Third Party O Debit O Other grdGtyPrefixCode S S
61. g an Appointment Arrive An appointment will turn pink if not arrived or billed within 15 minutes of the appointment time Click on the desired appointment on the Scheduler Click on the Arrive button One of the following will occur Ifthe appointment is for a known patient the colour of the appointment will change Scheduler 5 Clinic Essentials User Manual Ifthe appointment name is not found in the patient list then the patient list is displayed Highlight the correct patient and pressing lt Enter gt or right click on it Ifthe appointment is for a new patient then the patient list will be displayed Click the Add at the top of the list and add the new patient Please refer to Configuration Section Patient Information No Show an Appointment NoShow Click on the desired appointment Notice the patient information is filled in to the right of the schedule Click on the NOSHOW button The colour of the appointment slot will change A note will be saved in the Patient warning message No Show and the date Optional The recall screen will be displayed if the recalls have been set up for the practitioner Recalls and Reminders are covered in a later chapter Tip To track statistics an appointment must be marked NOS even if the appointment is marked as being late Cancel an Appointment Cancel Click on the desired appointment Notice the patient information is filled in to the right of the
62. g is currently displayed clicking this button will display Prefix and Fee Code billing Invoice Comments This displays the comments that have been entered in the billing Practitioner s Information Screen under the configuration tab If blank enter any text that should appear on the patients invoice in the comments area Patient Amounts Incl Taxes This displays the amounts that are being billed under each column Tax Exempt Click in box after selecting items for billing This will allow the items to be billed without taxes being charged Print Invoice Click to print the invoice View Invoice Click to view the invoice Copies Enter the amount of copies to print Click on the arrows to increase or decrease the quantity Payment Click to enter a payment Amount Enter the amount of the payment at this time Patient Select if patient makes the payment Insurance Select if the payment is made by insurance Third Party Select if a 3rd party makes the payment Patient Information 8 Clinic Essentials User Manual Cash Cheque Debit Visa MasterCard Other Select the type of payment method Print Order Click to print out the current order Order Save Click to store the current billing as an order If the order save is green then click to reopen a saved order Labels Click to view edit and or print inventory label s The following screen will appear Inventory Labels Ei Fatient Caim Jocelyn Inv
63. hat is placed on the Billing line Both Reversals and Write offs reduce the amount of total billings on the End of Day reports Write off Reversal Click the amount on the ledger to Reverse or Write off b at Click on the W R Button OF Cancel Select either Reverse or Write off Click on the correct Billto Insurance Patient or 3 Party Only columns with amounts in them will be available to select Note When a reversal or write off is done make sure to review which of Insurance the boxes beside Insurance Patient or 3rd Party have a check mark in them You only want the portion of the billing that you are reversing or writing off to have check mark beside it Click Okay to complete or Cancel to Exit Reverse VW irite off ard Party Entering a Reversal or Write off Undo a Reversal or Write off This can only be done on the date that it was originally entered Click the negative amount on the ledger Click the W R Button Click Okay to undo or click on Cancel to exit Credit Notes To issue a credit to a patient perform the following steps Click the Bill button Type or Select the date of service Select the billto to receive the credit MSP ICBC WCB Private or 3 4 Party Type or Select the fee code s that were originally billed In the quantity field on the fee code line enter the negative number of items to credit Example if a patient wanted credit for a pillow Enter the pillow fee code an
64. heque Click to select cheque Debit Click to select debit Patient Information 17 Clinic Essentials User Manual Visa Click to select visa Mastercard Click to select MasterCard Other Click to select other Labels Click to reprint the inventory labels Copy Click to duplicate the billing for another date of service usually a date of service of today Save Click to save the billing Cancel Click to cancel and exit the billing Patient Information 18 Clinic Essentials User Manual PATIENT EXTRAS MSP Remarks To send a Remark to MSP click the View button then the Rem Button The Remarks screen will appear E Remarks Hd a Save Cancel MSP Remarks MSP RE IMSTATED COVERAGE s In the box type the message to send to MSP Remember that it must be at least 21 characters long You can also click and select a remark from the remark list Ledger Notes To save a Note click the item on the ledger click the Notes button and the notes screen will appear In the box enter the note that you would like to have attached to that item E Notes Ee x Save Cancel Patient Ledger Notes Enter a note that you would like to appear on the particular ledger entry Click save to save the note The Bill column in the ledger will turn green indicating that a note exists on that line Click on Cancel to exit without saving Holding Billings To put an item on hold click on th
65. his has a check mark the recall for this patient will appear on the list even if they have a future appointment i e Recall Regardless Recall Complete Click to mark the recall as completed Clear Click on Clear to clear the above fields New Click on New to clear the above fields and enter another recall for the patient Save Click on Save to save the current recall and allow the entry of more recalls Edit Click on Edit to edit the selected recall You can also double click on the recall on the right side and you will be able to edit it Recall List columns Complete Click on the box to mark as completed Date Displays the date for the recall Reason Displays the first line of the reason for the recall Remove Button Click on recall to be removed and then click the Remove button Use this only for records created in error because no history will be kept if the Remove button is clicked Exit Click Exit to exit from the Recall screen Patient Default Settings Use this area to set the Recall defaults on a patient by patient basis These settings override the defaults set for the practitioner These are the same settings as in the Patient Information Visit Tab If this is left blank or made blank then the defaults from the practitioner will be used when adding a new recall Auto Recall After Type in a number and select days or weeks Recall Reason Type in a default reason or click on the Lookup Icon to select
66. ictures with the correct software and hardware Examples are Web Cam Digital Camera Scanner Save the file for that patient s picture in the same location each time Create a folder on your local drive or on a network drive For example C Clinesse images patientchartnumber jpg Image Click to attach pictures to this patient s file Add Click to add a picture to this patient s file Select the picture from the desired location Change Click to change the picture that is attached to this patient s file Select the picture from the desired location Delete Click to delete the clinic attached to this patient s file Default Click to select the default picture lt Click to move backwards through the pictures attached to this patient s file gt Click to move forward through the pictures attached to this patient s file Ok Click to save and exit General Options 11 Clinic Essentials User Manual Visit Tab Patient Information Browse o l Es 2 E B 4 S S S K lt gt Y Yy x Save Edit New Copy Bill Pay Reports Find Appt Inv Claim Lookup Return Close LastName Coates Ledger Pract Refer L_Yisits_ Insurance Notes Other Emergency FirstName Christopher a Lastisit 04 04 2012 Salutation Alt Chart 90 0325 Practitioner Type YTD Arrived Visits Health Ins 9013071067 Other 724226154 01 Code YTD Visit__Chart__ _ Description 90 0325 Chiropractic Reg Date j Code 30 YTD Visit
67. ime Room No Type in the room column number or click the arrows to select a room Confirmed amp via This will display the date and time the appointment has been confirmed and the type of reminder that was used Phone Text or Email Phone Click the down arrow to select a different phone number from the patient s information Notes Enter the note for the selected appointment Find Click to bring up the Find Time Slot screen and select a time slot Scheduler 10 Clinic Essentials User Manual Save Click to save changes Exit Click to exit the screen without saving Edited by Displays the login id and the time the appointment last edited Created by Displays the login id and time the appointment was created Note The Edit Notes button turns green on appointments that have a note attached The find appointments will have a green background on appointment with a note attached Adding Block Times Block time can be useful when a range of times slots need to be blocked off on the Scheduler This can be used for certain time blocks for new patients time off for the practitioner office closures and holidays etc Block Time is specific for each practitioner Click the Block Button on the correct practitioner s scheduler screen The list of blocked times for the current practitioner will be displayed Edit Block Time FROST Block Time Reason Remote Notes ccurz Once Biweekly Monthl
68. in the date or click on the down arrow and selecting the date 3 Select one of the following a Patient Select to enter a patient payment b Insurance Select to enter an insurance payment c Third Party Select to enter a third party payment 4 Enter the amount of the payment 5 Select one of the following types of payments a Cash Cheque Debit Visa Mastercard Print Invoice Click to print invoice when saved is selected View Invoice Click to view the invoice when save is selected Save Click to save Exit Click to exit payment screen without saving the entry Patient Information 10 Clinic Essentials User Manual Applying Payments Apply Payments Screen E Apply payment Cairn Jocelyn Payment to Apply Date Payment Apply Balance Payment source Payment Type Apply To FROST Aor 2012 0 00 0 00 n000 F Patient l Fayment l Fees Outstanding Claimf s for FROST Faid Apply Practitioner Balance a view Outstanding Applied v By Practitioner Auto Apply Apply When you enter the screen with a new payment to Apply a list of outstanding unpaid billings will be displayed Simply click the box besides the billing that you would like to pay The amount to pay will automatically be filled in the Apply Column You may type over this value if you would like to partially pay a billing Click the Auto Apply button if you would like the system to pay as many billings as possible starting at the top of the scree
69. inted on their invoices Select the Specialty Code by Clicking on and selecting the appropriate specialty code for the practitioner Enter the Practitioner No and Payee for the practitioner Enter the User Id for the practitioner This is the name that will be displayed at the top of Scheduler and Patient Information screens Practitioner Status o Active practitioner currently working in the clinic o Inactive practitioner who is no longer working in the clinic o Locum practitioner who is a locum to another Active practitioner in the clinic Set the Type of Practitioner by clicking on the down arrow and select the proper discipline Locum to Practitioner is only used if the practitioner is a locum for another practitioner working in the clinic Click on the and select the practitioner that will be replaced by this practitioner The locum will assume the schedule of this practitioner Company Name This is the name that will be used on the receipts for patients Office Phone This is the number that will be used on the receipts for patients General Options 2 Clinic Essentials User Manual Adding Changing Hours for Practitioner Edit Practitioner ER kl a save Cancel FirstName Jocelyn Last Name Burrows Practitioner Status ACTIVE Professional Name Or Jocelyn Burrows DC Type of Practitioner Massage Thera gt specialty Code 45 B MASSAGE PRACTITIONER Locum To Practitioner B Fracttoner Mumb
70. isit Displays the Visit number that the reminder will to appear on if on Visit is used when entering the reminder Reason Displays the first line of the reason for the reminder Remove Button Click on reminder to be removed and then click the Remove button Use this only for records created in error because no history will be kept if the Remove Button is clicked Exit Click Exit to exit from the Reminder screen Scheduler 15 Clinic Essentials User Manual Recalls Recalls are used to cause a date sensitive note to appear on a report or on the Reminder Recall list accessed at the top of the Scheduler Screen Recalls are most commonly created for patients who have not yet booked their next appointment Recalls are set up on per patient per practitioner basis and a patient can have one or more recalls for each practitioner To set a Recall for a patient Select the patient s appointment from the scheduler or type the patient s name in the top area of the screen and press lt Enter gt Click on the Recalls Button on the scheduler screen The Patient Recall screen will appear amp Patient Recall 53 t Exit Cairn Jocelyn 12 0066 New I Edit Complete hen Reason Notes Recall Add Edit Record E lApr23 12 Recall for Orthotics Practitioner 00120 Dr Jack Frost ecu Sarees ay 31 in 6 Week jon 31 05 2012 _ Peason Notes Recall for X Rays 2 Appears Patient recal
71. l Pillow YES 101 PIL__ 25 00 3 Shef2 LEG 00002 Chiro Legal LawyerFee No of ooy o o OVA 00136 Chiro InitisIDVAvisit No of 1500 6 DvA 00137 Chiro SubsequentDVAVisit NO 0 5009 O Lum 00012 Chiroflow L S Suppot No TxP 00001 Chiropractic Visit Treat NO of 3809 9 O O cH E a C S S A T S ORTH 00005 Custom Orthopedic Shoes NO of 880 DEC 00001 DEC1 __ Decompression Visit NO of 100 00 6 LOT 00002 LOT00002 Deep Cold SES 56 2309 6 o TUB 00018 TUBI8 Exercise Tubing YES 3 ooy oO o PHY 09903 FirstAdditionalArea No PHY 09913 FirstAdditionalArea No of ooy o 6 oo Select desired fee code from the list Or Type in the Prefix and press lt enter gt Type in the Code and press lt enter gt This will automatically fill in the line and enter the fee amount Item No Billing Click on beside Item No The Fee List will be displayed Delete Filter Prefix Code ItemNo Description ____ Inventor B O H Supplier__ Price P _ Catego T eee Bal Pump NO of 800 She TUBIB Exercise Tubing VES 3 000 Ooo Shelf2 o Oooo B D v Add Edit amp K lt gt J Testing 3rd Pary and Patient HS NO 0 50 00 gt Massage Treatment 30 minute NO 0 45 00 o OrthoticAssessment NO O YENDERI 55 50 0 S 00045 Massage Treatment 45 minute NO 0 6500 6f S Mas ooo60 Massage Treatment 60 minute NO O soog 6f S TEST 00099 Testin
72. l report o d Appear on report regardless of future appt C ST Recall completed Sones Seye _ Patient Default settings Auto Recall After 0 Days S Recall Reason s E T i Recall Regardless _ Never Recall Remove The selected patient s name and chart number is displayed in the top area of the screen Recall Add Edit Record When the Recall screen opens it is ready for you to enter a new recall record The system will check for default settings in the patient file and in the practitioner file If defaults are available the date and reason will automatically be filled in To Set when a Recall should be displayed do one of the following In _ Days Type the number and select days or weeks This will populate the date field automatically On Date Type the date or click the down arrow and select the date of the reminder Scheduler 16 Clinic Essentials User Manual To Reason Notes Type in the reason or Click on the Lookup Icon to select a generic reason from the list Clock Button Click to insert the current date and time in the recall reason text Appears Click the down arrow and select where the popup should appear e Patient Recall Report The patient will show on the recall reminder report accessed from the scheduler via the alarm clock icon or if you have it set to print when you first log in to Clinic Essentials for the day Appear on report regardless of future appt If t
73. leting an Appointment Delete Click on the desired appointment Notice the patient information is filled in to the right of the schedule Click on the DELETE button There will be a screen popup asking Appointment for Patients Name on Date at Time Will be deleted Click the Okay button The name will disappear from the schedule making the appointment slot available for a new appointment Confirming an Appointment Click on the desired appointment Notice the patient information is filled in to the right of the scheduler Click on the Confirm button The Edit Notes screen will be displayed E Edit Reschedule the appointment for Acres Karen 2e kl os save Cancel Doctor FROST First Karen Last Acres Initials P H N 9090 525 987 Chart 90 0095 ApptType Scheduled Reason TREATMENT PLAN B Slots 16E Referral Appt 10 04 2012 Time 12 00 H PM RoomNa 1 2 Confirmed Apr 10 2012 13 29 9 via Phone Phone 604 552 9775 Ext Notes Edited by unedited Created by Administrator on Jan 23 2072 at 6 22 am Scheduler 7 Clinic Essentials User Manual Type in the confirmed message under the Notes areas in the screen Click Save The colour of the appointment slot will change Reschedule an Appointment Hesched Click on the desired appointment Click the Reschedule button Tip If the desired appointment is not visible due to a number beside the name in the slot click
74. list General Options 9 Clinic Essentials User Manual To edit patient information Left click on the patient s name to highlight it or use the arrow keys on the keyboard Click the Edit button located at the top of the screen The Edit Patient Information Screen will be displayed E Patient Information Browse Eos Exe A amp i 5 P T D T K lt gt gt I Y a Save Edit New Copy Bill Pay Reports Find Appt Inv Claim Lookup Return Close LastName Costes Ceaser Pract Refer visits Insurance Notes Other Emergency FirstName Christopher Seevar AP CEIM Det Note WR NSF Ie View deer Salutation Alt Chant 90 0325 oF ee ae MASSA TET minute massaqe Health Ins 9013071067 Other 724226154 01 057485 __70 56 PAY 00000 PAYMENT Active Reg Date Birthday MDY 03 27 1959 Age 53 Marital Status Gender M Patient Group ACTIVE Address 205 345 Cedar St City Cloverdale Prov State BC Country Canada Post Zip Code 3S 1T8 Home Phone 604 525 3804 Primary Work 604 580 2545 Work Ext Cell Fax Email Default Bill To Patient Default Pract _ Billing Pract FROST LFU Total Wisead Visits 0 0 Last R Statement Feb 23 2001 Enter in the Last Name First Name and Initial of the patient and complete the following Salutation Is useful for letters sent to patients
75. logy 1 Back Up amp Terminology 1 End of Calendar Year Procedure 1 Table of Contents Clinic Essentials User Manual TO START CLINIC ESSENTIALS a Double left click on the Clinic Essentials Icon on the Windows desktop to start Clinic Essentials Clinic Essentials The logo screen will be displayed Version 6 0 TRI Information Systems gt For technical support or product information call or fax TRI TECH INFORMATION SYSTEMS CLINICAL SOFTWARE TEL 604 534 4790 FAX 604 534 4715 wow trriech com Copyright 2001 Tri Tech Information Systems Ltd All Rights Reserved No parts of this software may be reproduced in whole or in part electronically or otherwise without explicit permission of Tri Tech Information Systems Ltd Unit 4 5492 Production Blvd Surrey BC Canada 35 8P5 The login screen will be displayed E Clinic Essentials Login 23 Login Name Password Type in the Login Name and Password Click Okay or Press lt Enter gt If the login name is already filled in and a password has not been assigned Click Okay or Press lt Enter gt Starting Clinic Essentials Clinic Essentials User Manual PRACTITIONER INFORMATION The practitioner information screen can be reached by both the Patient Information and scheduler screens aD Left Click on the Practitioner Information Button in either screen This will display the List of Practitioners Inactive practitioners are
76. ments To view the list of appointments select view near the bottom and click Ok To print the list of appointments select print and click Ok Click Exit to close the screen Calendar Headers Header and Footer can be filled in and will print on the Calendar View for the patient Scheduler 9 Clinic Essentials User Manual Scheduler Options Edit Notes Button Click on the desired appointment Edit Note Click on Edit Notes button E Edit Reschedule the appointment for Clyde Alva BS amp a X Find nave Cancel WEH Tarr Doctor FROST 000007277 First Ala Last Clyde Initials F PHN Chart 12 0065 ApptType Scheduled Reason te slots 1 Reterral Appt 18 04 2012 Time 11 45 2 AM RoomNo 1 Confirmed aA via Phone Ext Motes Edited by Administrator on Apr 18 2012 at 11 35 am H Sba Created by Administrator on Apr 18 2012 at 11 33 am The selected appointment information will be displayed in the top area of the screen Some areas of this screen have the ability to be edited Appt Type Use the drop down menu to select an appointment type Reason Type the reason or click to select a new reason Slots Click the arrows or type the number of slots Referral Type in the referral information if different than what is displayed Date Type in the date or click the arrows or click to select a date Time Type in the time or click the arrows to select a t
77. n Patient Information 11 Clinic Essentials User Manual Un apply Payment When you click on a payment or credit note in the Reception screen Click AP to re apply the payment A list of billings that have been paid by the select payment will be displayed E Apply payment Burberry Brit Payment to Unapply Date Payment Apply Balance Payment source Payment Type Apply To FROST MMay 10 2012 149 45 39 05 110 40 F Patient l Fayment Fees Applied Claim s for FROST Invoice Description Fee Faid Applied Practitioner Balance lew Outstanding Sle Applied O57678 VITAL Vitamins 10 00 1000 10 00 FROST O Y By Practitioner 057678 BACK PILLOW Pillow for bac 50 40 0 00 0 00 Auto unAy pl Simply Click on the check box beside the balance column that you would like to un apply Click the Auto unApply to un apply or remove all the applications from this payment or credit note Click Done to complete and close the screen Apply Payments Screen Options Payment Source You may select a payment from the Insurance Patient or 3rd Party column if applicable This is automatically selected when the screen options Payment Type You may select a Payment Negative Payment or Negative Fee if applicable This is automatically selected when the screen opens Apply To If you are applying a negative payment you have the option to apply to a Payment or a Negative fee View Outstanding The defaul
78. not displayed when the Practitioner List is accessed through the Scheduler screen E Select Practitioner Stations lt none gt Fractitioner Mame Fracttioner No Description FROST 00120 Chiropractic BURROWS 38574 SMITH 01117 Ee r F Bottom Fn EA AE Deet Mex To edit a practitioner s information Click on the Practitioner and Click on the Edit button at the top of the screen To add a practitioner click on the Add button at the top of the screen The Edit Practitioner Screen will appear General Options 1 Clinic Essentials User Manual Edit Practitioner x k if Save Cancel First Name Last Name Burrows Practitioner Status ACTIVE Professional Name Dr Jocelyn Burrows DC Type of Practitioner Massage Thera gt Specialty Code 43 MASSAGE PRACTITIONER Locum To Practitioner B Practitioner Number 98574 s Payee 86425 Userld BURROWS Company Name Frost Health Clinic Office Phone 604 24 Template Monday Tuesday Wednesday Thursday Friday Saturday Sunday Copy Special LDet G7 Configuration Motes E Starting Date 01 05 2012 e 01 May 2012 31 December 2012 Use Date Range Rang Ending Date 31 12 2012 Add Change Mote Delete Each of the entered Date Ranges and ther corresponding Daily Templates have to be sawed separately Enter the First and Last Name of the practitioner Enter the Professional Name of the practitioner This name will be pr
79. o view the receiving report Post Click to post the entries Exit Click to exit the Inventory RX screen Inventory 2 Clinic Essentials User Manual REPORTS Below is a list of all current reports in the program Each report is designed to pull information from each clinic s database Each report has a short description explaining what information the report can generate for your clinic Note If the report is not displayed on the screen the report has not been added to that tab To add the reports on to the screen complete the following instructions Click Add and Select the Report Name Click on Add Click Done If the report is a default for that tab Select all the reports for defaults and click set default E Reports 2s Scheduler Endot vear AJR Patient Labels Statements General Defaults Run Repotname v Daily Charges amp Receipts Date range From 14 05 2012 Daily Charges amp Receipts Detailed Clinic Daily Charges amp Receipts ve Beier Appointment List Clinic Sales and Taxes Cashout by Practitioner Detailed Practitioner Production Report Appointment Statistic Totals Production by Patient Report Daily Charges amp Receipts No Order Clinic Production Report Product Sales by Patient 4 m t Clinic Product Sales by Patient Select All Clear All Select All Clear All Inactive Appointment Statistics Detailed specialty select Practitioner select Use Code Description Use
80. oice Prt Oty ltem Description Label These are Prescription Pills They fulfill a Prescription Ax 7 test E Wear this all day every day Ej Bottle of Fills These are a Bottle of Pills test label E a Clear all Select All Skip O labels Print Please refer to Inventory Labels Section for instructions on this screen Save Click to save current entry Cancel Click to cancel the current entry Patient Information 9 Clinic Essentials User Manual Payments E Invoice Zz En 3 oO gr Prey Bext Print Orders Labels F 12 0066 April 19 2012 Cairn Jocelyn E ea Template Selection Show inactive practitioners Practitioner FROST F01 Initial A Date of Service 19 04 2012 F02 Adjustment Delete _ Save Template Options Bill Tal F Patient Pos sub MSP Pee Deia eae FO4 Initial Visit Discount 0 00 ICBC New Tx ity Prefix Code tern No Description i Jen foor3a fp imitict Chiropractic vist 75 00 soo ooofe Joss sx E H9 ASK palel LLS pay i Payrnent Amount ad 00 Invoice Comments Print Invoice View Invoice 12 Patient Cash Visa Insurance Cheque O Mastercard O Third Party O Debit O Other grdt Frets Code Copies In the Reception Screen click the Pay button The Billing Screen will be displayed 1 Select the Practitioner by clicking the down arrow and clicking on the practitioner 2 Enter the Date of Service by typing
81. on Send File When the send is finished the log should display the message Exiting with success If this is not displayed read the error message and contact support Retrieving Remittances The MSP TelePlan Web Access Screen will appear 1 Click Retrieve Remittances The Retrieve Remittances Refusals Message screen will appear Leave the Dot In All i Medical Services Plan Teleplan Web Access Microsoft Internet Explorer File Edit View Favorites Tools Help Back amp t QSeach f Favorites BS BR N gt Links SeanixOne20ne Bugzilla Main Page Address je https tlpt2 moh hnet bc ca T eleplanBroker E xternalAction JretrieveR emit Ministry of Health Ministry of I MSP s Teleplan Web Access Retrieve Remittances Refusals Messages Home Select information to retrieve Send Claims i fusal died TEE ER Exclude remittance refusals and messages only Logs Check Eligibility Retrieve Change Password View Current Log Help Sign off Top Copyright Disclaimer Privacy Contact us Click on Retrieve ALWAYS CLICK SAVE At the top of the screen Click the down arrow at the end of Save in and select C Double left click on Clinesse and returns C represent the drive letter could also be a mapped drive letter E a Submission and Remittances 4 Clinic Essentials User Manual Save As Ei Save jn E Returns e t re Ee remit 06
82. on the Change View button to see all appointments for the day Note Statistics for Reschedules are ONLY TRACKED if an appointment is MOVED FROM THE CURRENT DAY TO ANOTHER DAY Changes to the appointment can be done many ways To change the date manually type the date use the calendar or use the M or W Buttons To change the time manually type the time or click on the time slot on the schedule To change the room number manually type the room number or click the up and down arrows to select a higher or lower room number To change the amount of slots manually type the number or click the up and down arrows to select a higher or lower slot number Click a different appointment slot Finding a Patient s Appointments To find all of a patient s appointments Type the patient s name at the top of the scheduler or right click on the name in an appointment slot Click the Find Appt Button The find appointments screen will be displayed Scheduler 8 Clinic Essentials User Manual E Find Appointments kt a E as Calendar Headers oet L lew Print Exit Output Options Report Patient Mame Burberry London Calendar Chart 09 0016 FAN 9145174845 Gender Female Home f604 555 1111 Address 82431 Jamestown Ct Birth Now 20 1983 Work 604 555 2222 Jamestown Other 604 607 7702 Code WIG 2AF Prow Other Frint Options 0 Future Appointments Date Range x Toj ji or starting Month A
83. on the Scheduler Screen by clicking on the Remind button on the scheduler in the menu bar Remind The patient s name and chart number is displayed across the top of the screen Reminders ES 1 t Exit Burberry London 09 0016 New Edit pomplcre amen Reason Notes Reminder Add Edit Record May 26 09 Wants appointment tor Thursday Fractitioner 00120 ea Er T Mevs s Lesngreminoens 7 ar in 0 Days por 16 03 2010 Pr Every 12 2th visit reminder Qonvisitthumber a SO onevery 0 thvisit O aways pa Reason Notes Testing recall a Appears ist of reminders oo ooo o Reminder completed Cancel Sau _ _ l 4 TE 3 Remove Reminder Add Edit Record When the Reminder screen opens it is ready for you to enter a new reminder record Practitioner Displays the practitioner number that will be stored with the reminder Click on to select another practitioner To Set when the Reminders should be displayed do one of the following Scheduler 14 Clinic Essentials User Manual In _ Days Type the number and select days or weeks This will populate the date field automatically On Date Type the date or click on the down arrow and select the date of the reminder On Visit Number Type in the specific visit number that the reminder should be displayed on Example A reminder is desired on the 10 Visit stating that a re exam should be booked Type 10 beside the on Visit
84. ostal code Missing or incorrect ICD9 code Simply correct or add the information to the patient file or ledger item Then resubmit the claims Click on each of the Refused Billing items Click on the RES button Click on the correct submission code usually the default and okay The billing will be resubmitted during your next submissions If a billing was refused due to one of the following Incorrect Fee Code Incorrect Amount billed Click on the Refused amount and Reverse the item out Rebill the correct fee code and or amount Resubmission Code O Normal Submission I ICBC over 90 days old or Rebilling to MSP over 90 days old X Disagree on what is paid Requires Remark Rebill within 30 days with remark A Approval needed from MSP must be mailed in E Debit Direct Payment to account users only Must also have Remark with explanation C Refused on original submission due to no coverage Patient has now reinstated coverage Must have remark attached W WCB over 90 days old or Rebilling to MSP over 90 days old For further explanation on these codes please call MSP The billing will be resubmitted during your next submission Claim Resubmission se Select Appropriate Code For Resubmission E 0 Code Normal Submission I Code X Code 1 A Code D Code E Code 1C Code W Code CANCEL ACCEPT Submission and Remittances 6 Clinic Essentials User Manual INVENTORY Adjusting o
85. pr el z012 amp All Appointments Madify Appointment 270 appointments found Eai Delete Confirm Recall Clear Clear Cancel No Show ae Reason aes Status Beta Confirmation anma m 21 Mar 2012 T30PM wed OS B 5Marz0iz 245PM Mon fo 29 Feb 2012 415PM wed OS E 24 Feb 2012 Z30PM Fa fT ereen SEM wed o es I A different patient name can be typed or searched for with the Starting Month Click to view only appointments booked from that month on Future Appointments Click to view only future appointments for selected patient All Appointments Click to view all appointments for selected patient Date Range Print Option Click the dates you want to display appointments for selected patient Select an Appointment to Modify Edit Click Edit to edit the selected appointment Delete Click Delete to delete the selected appointment Confirm Click Confirm to mark the selected appointment as confirmed This is also use to add notes to the selected appointment Recall Click Recall to set a recall for the desired patient Clear Click Clear to clear the status of the selected appointment Cancel Click Cancel to cancel the selected appointment No Show Click No Show to mark the selected appointment as No Show Report Select to view or print a list of appointments Calendar Select to view or print a Calendar for the selected patient s appoint
86. r Adding Inventory Items In the Inventory Rx screen you can adjust or add items to the Inventory Click on Tables Click on Inventory RX This Inventory RX screen will be displayed E Receive or Adjust Inventory 52 t Cancel vendor THOR THORNE RESEARCH Invoice L98574 Trans Type Recerve Invoice Date 14 05 2012 ____ tte No Description nit Cost City Extended ka VITCOOO1 Vitamin C 8 62 0 62 Markup 0 00 poate Sell 5 00 Add Save Cear Vendor Invoice ltem No Description Unt Cost Quantity Extendegd 138574 ICEGEL IceGelPack_ s ef 5370 138574 BALLO0I2 Balance Ball 35 00 4f 140 00 Total 1994 70 Print Recernving Report gl Post Preview View Recerving Report Vendor Enter the Vendor Code or Click and select the Vendor Invoice Enter the Invoice number Trans x Type Click on the down arrow and select Receive Click Receive if the clinic is receiving the inventory item s Adjust Click Adjust if the entry is to adjust the inventory already in stock Invoice Date Enter the date of the invoice or click and select the date Item No Enter the Item No if known or click and select the inventory item Description The description should automatically complete once the Item No has been selected Unit Cost Unit cost will be displayed if already in the Item No code If the cost is different than amount displayed enter in the new amount Qty
87. r the Column number for the current column For example if you want the 1st column displaying Consult Room and 274 Room displaying Treatment Room Enter a 1 in the Column Number for Consult Room and a 2 in the Column Number for Treatment Room Column Description Enter the Description that will be displayed on the selected column in the Scheduler Screen Appears Enter the order the selected description should appear in the Column Header on the Scheduler Screen This Description Valid From Enter the dates the description is valid for dd mm yyyy format Practitioner Colour Set a colour for the practitioner This colour will appear throughout the program to distinguish this practitioner Group S E This feature has the ability of grouping multiple practitioners together on the group daysheet report IE Group A practitioner will print on the same page Use S for the start column and F for the end column to use within printing the report A practitioner that is set as A 1 3 will print on Group A on column 1 2 and 3 A 4 5 would print on the same page in columns 4 and 5 General Options 7 Clinic Essentials User Manual Notes Tab E Edit Practitioner 52 i x Save Cancel Firsthlame Jocelyn LastName Burrows Fractitioner Status ACTIVE Professional Name Dr Jocelyn Burrows OC Type of Practitioner Massage Thera Specialty Code 43 MASSAGE PRACTITIONER Locum To Practitioner lt Practitioner Number
88. ractitioner most commonly used for patient recalls Recall Reason Type in the default reason for this practitioner s recalls This field will store the reason most commonly used for saving with patient recalls Recall Flags Auto recall patients when billing Set to automatically create a recall record when a patient is billed for a visit by this practitioner Display recall on Cancel No show Set to display the recall screen when patients appointment is cancelled or no show for this practitioner Track Recalls on End of Day Report Set to track recalls or lack of thereof on the end of day report for this practitioner Delete future recall on arrival Set to delete the patient s future recalls when the patient is arrived General Options 5 Clinic Essentials User Manual Misc Flags Update patient warning notes on no show This feature stamps a no show date in the patient warning message when they no show on an appointment Warn when patient normally seen by another practitioner Set when a popup is desired to display the default practitioner normally seen by the patient Misc Options Warn when last visit more than 0 days ago Set to see a popup message when arriving a patient if they have not been in for a predetermined number of days 0 will never warn 30 will warn on the patients that have not been in for more than 30 days ICBC Provider Number Enter the ICBC provider number for
89. rror stating last committed number was 2850 Open Clinic Essentials Quit out of the Scheduler and Patient Screens Click on Reports and select MSP Billing Click Accept leaving the default selected Locate the last committed number received under the Last Claim No column After locating the number make note of the MSPCLAIM xxx that is on the same line under File Name This is the File that has been successfully sent This means that each MSPCLAIM xxx following that last one will need to be sent again in the same order as they appear If this does not solve the problem you will need Clinic Essentials support to reset your sequence numbers so that your MSPCLAIM file can be re created Note This first record in every MSPCLAIM file contains program information that is not printed on the report This is why it seems to skip one sequence number at the beginning of each MSPCLAIM file Submissions and Remittances 1 Clinic Essentials User Manual E Reindex Relndex To create the Submission file for Teleplan to send to MSP the Scheduler screen and the Patient screen must both be close No other users should be using Clinic Essentials at this time It is advised that a Reindex is performed to ensure that no billings are missed in the Submission file Click on the Utilities menu Reindex menu and then click on the Reindex button When submission file is completed then click Exit ADMIN is logged to this workstation Last index
90. s Login Ids Bill on a previous date Delete a billing for previous date Edit the Balance on Hand on Inventory items Delete an Item Add reports in the reports screen Set permissions on report General Options 24 Clinic Essentials User Manual APPOINTMENTS Selecting a Practitioner In a multiple practitioner office each practitioner has their own schedule There are two ways to change to another practitioner s schedule Click on the Practitioner List Select the practitioner by pressing lt enter gt or Right clicking on the desired practitioner Click on the Next Practitioner or Previous Practitioner Icon to change to the next practitioner on the list The practitioner s Id will be displayed in the blue title bar at the top of the Scheduler Screen The column headers will change to the practitioner s colour i may sh tip Sentas Ma File MSP Tables Reports Utilities Windows Help Appointment Scheduler BURROWS Tuesday April 10 2012 ojs amp Mjw Total PZJ Am Pm Edit Note Find Appt Find Time Remind Recalls Treatplan Block April 20121 Penne Taj Week Su Mo Tu We Th Fr Sa Ete i 1 2 3 4 5 el 7 15 8 9 10 11 12 13 14 16 15 16 17 18 19 20 21 17 22 23 24 25 26 27 28 PiE 18 29 30 Aedes 19 10 56 25 AM Name 90 0201 Address 2299 Flanders Ave S W New Westminster BC 3L Ins No 9074 690 838 Phone 604 431 0376 rts Joanne Reason 1st Office Visits Slots 04 V
91. s button the Set Report Access Screen will appear Report Displays the reports on the selected tab Access Displays the security level that is needed to access specific report To change click in the box and type in the new access level Okay Click okay to save and exit the screen E Set Report Access Report Access a AppointmentList Clinic Sales and Taxes o OoOo o Cashout by Practitioner Detaled f Clinic Production Repot OS Product Sales by Patient OoOo o Clinic Product Sales by Patient f Appointment Statistics Detaled Z lt o Uo Clear All Click to clear ALL check marked reports on the tab Set Default After selecting all the report s that is needed to be ran every time that tab is opened Click the Set Default button Report Description Displays the currently selected report s description Printer Set up Click to set up a printer for the report s if printer is different than the default printer in Windows Developer Not used by Clinics Date Range From Type in or Click the down arrow to select the start date To Type in or Click the down arrow to select the end date Specialty Select Displays the Specialty codes for the practitioner s within the clinic Use Click on the Specialty code to select that specific code Reports 2 Clinic Essentials User Manual Code Displays the Specialty codes for the practitioner s Description Displays the name of the Specialty code Select All Click to
92. se this information entered Payment Note enter the payment note you wish to appear on invoice screen ex Credit Card Show payment note on invoice screen Select to display information entered in payment note on invoicing screen Default Billing Template Click on the down arrow and select the default billing template for the patient This is only used if the patient gets charged the same fee every time ICD s Use the ICD field for the default ICD9 treatment code This number will be used on every billing line for this patient Click on the look up icon to display the ICD Code list More ICD codes may be added by clicking on the Add button near top of screen The second third and fourth ICD Codes are Physiotherapist multiple area treatments Print Year End Receipt Click to place a check mark only if patient wants one receipt at the end of the year If this is selected the patient will not get receipts printed after every visit Assigned Click to place a check mark only the msp payment is assigned to the clinic Note ICBC and WCB patients are always assigned Free Patient Fee Click to place a check mark only if the patient does not pay a Patient Visit Fee Member of This field is used if the patient is a member of a family Click on the look up icon and select the main family member of the patient This feature will allow for the clinic to enter a General Options 16 Clinic Essentials User Manual payment under the par
93. select ALL types of Specialty codes Clear All Click to clear ALL selected Specialty codes Practitioner Select Displays all practitioner s Use Click on to select specific practitioner s Pract No Displays the practitioner s number User Displays the practitioner s UserID Name Displays the practitioner s name Select All Click to select ALL practitioner s Clear All Click to clear ALL selected practitioner s Inactive Click to display all Inactive Status practitioner s Patient Data Name Displays the current selected patient To select another patient click on and select the patient from the patient list Chart No Displays the current selected patient s chart number To select a different chart number type in the number or click on the binoculars and select the chart number from the patient list Skip of Labels Type or click the arrows to skip a number of labels This only available when the Patient or Label tabs are selected Number of Copies Type or click the arrows to select the number of copies This is only available when the Patient or Label tabs are selected Export This feature is not available yet Email This feature is not available yet Print Click to print all selected reports Preview Click to preview all selected reports Exit click exit to Exit the reports screen Reports 3 Clinic Essentials User Manual BACK UP STRATEGIES ONE OF THE MOST CRUCIAL THINGS ABOUT A
94. t then the patient list will be displayed with the first match highlighted Highlight and press lt enter gt on the desired patient Type in all or part of the reasons for the visit if desired Click Save Note Any of the options above can be changed If necessary before you click the Save button Making an Appointment options All of the options available when creating an appointment are as follows Select a Practitioner Options k Click on the Next Practitioner button or Press Alt P to change to the next practitioner er Cllick on the Previous Practitioner button to change to the previous practitioner 2 Click on the Practitioner Information button to display the list of practitioners amp Click on the Summary of Appointments for each practitioner icon Change the group at the top right corner of the screen If necessary to display the desired practitioner Select the date and time to complete the process M Click the M icon or W Ww icon to display the monthly or weekly screen Change the practitioner at the top left corner of the screen Select the date and time to complete the process Selecting a Patient Options 1 Type the patient Lastname followed by a comma followed by a space followed by the Firstname and press lt enter gt This will always fill in the patient information unless there is a typo in the name or more than one patient has the same name in the database
95. t view when applying a new payment You may switch to this view if you have un applied a payment and want to re apply the payment Patient Information 12 Apply payment Burberry Brit Payment to Apply Date Payment Apply Balance Payment Source Clinic Essentials User Manual Payment Type Apply To FROST May 10 2012 149 45 05 00 b4 45 F Patient jel Fayment l Fees Outstanding Claim s for FROST Faid Apply Practitoner Balance a view E 50 00 Outstanding if ioo Applied we 20 1000 FROST F100 I By Practitioner 7 000 057676 BACK PILLOW Pilewerbeel oao 0 00 000 FROST 1 doer ras BRACE NO Bace of cnon oon oo j 1 05 5040 ap 28 00 vI 25 00 2010 056372 ICBCX1 CBCXrays 25 00 0 00 25 004 Ei 50 00 Note The button below then changes to read Auto Apply Selecting this button now would auto apply until the amount is fully applied This also changes the appearance of the screen on the left Outstanding Claim s Date Display the date of service Fee Displays the fee amount for that date of service Paid Displays the amount paid for that date of service Balance Display the balance owing on that date of service Click in the box to select or click in the box to unselect Apply Displays all the amounts outstanding on each date of service Practitioner Displays the practitioner for each date of service Patient Information 13 Clinic Essentials User Manual View 2 Applie
96. ton at the bottom of the screen This will display the Reception Screen with the patient s information displayed on the left Billing a Patient from the Patient Information Screen To bill from the Patient Information screen find the desired patient to be billed This may be done by using one of the following methods 1 Type the lastname firstname or a portion thereof into the Name field and press lt enter gt Tip A quick way to place the cursor in the name field is to press lt Page Up gt or lt Page Down gt key on the keyboard The previous or next patient will be displayed and the cursor will highlight the name ready for data entry Patient Information 1 Clinic Essentials User Manual o If the data typed only matches one name in the database then the patient information will be displayed on the screen o If the data typed matches more than one name or cannot be matched in the database then the patient list will be displayed with the closest match highlighted Select the desired patient with the mouse Tip Use the mouse to point to the desired patient and right click This is the same as highlighting and pressing lt enter gt 2 Click on the binoculars button at the end of the Name field to display the patient list o Search for the patient and either highlight and press on lt enter gt or point to and right click on the patient Note See Patient Information for different ways of searching for patients 3 Type the
97. ultaneously Fill in the MSP price in the Ins Amount column and the patient surcharge amount in the Pat Amount column T This price is to be billed to ICBC or ICBC and Patient simultaneously Fill in the ICBC price in the Ins Amount column and the patient surcharge amount in the Pat Amount column W This price is to be billed to WCB or WCB and Patient simultaneously Fill in the WCB price in the Ins Amount column and the patient surcharge amount in the Pat Amount column 3 A price row needs to be setup for 3 if the code will ever be billed to a 34 Party company Fill in the Ins Amount column with the price if this fee code will be directly billed without using 3 Party coverage Inventory Items Naturopathic Clinics Only Fee Add Edit i k i cave Cancel Fee codes Inventory Sa tem No VITADINA Substitute tem Wis inventory Ml Active ils di table On hold Description Vitamin D Injection JIS GIscountanle Lln no Balance on hand 22 Minimum 2 Maximum 20 LastCost 60 00 Avg Cost 32 73 Markup 10 00 Change Inventory ltem No Unit of Measure Location Shelf 2 Supplier THOR THORNE RESEARCH Category 0 Motes label Bill to Wodate Sell Price Average Last Item No Type in the code to be used for this item Substitute Item Use if there is an item that can be substituted if the selected item is out of stock Is Inventory Displays
98. used for appointments reminders and email mailing list OOP Number Out of Province number Enter only if the patient is from another province other than British Columbia and electronic billing information will be sent to the province Out Province Click on the look up icon and select the province Practitioner Click on the look up icon and select the default practitioner for the patient Family Doctor Click on the look up icon and select the practitioner If the family practitioner is not listed Click add fill in the practitioner information click save and select the practitioner General Referral General referral is used for patients that were not referred by another patient or another practitioner Click on the look up icon and select the referral source Add another one if needed Example Yellow Pages Website Sign Health Seminar Patient Referral Click look up icon and select the patient from the patient list See the beginning of this section for search capabilities Practitioner Referral Click on the look up icon and select the referring practitioner from the list If the practitioner is not listed then use the Add Icon Refer Type Used to electronically submit the referring practitioner to MSP ICBC and WCB Referral Date Enter the referring date if desired Patient Images Clinic Essentials does not take the actual pictures In order to use the Patient Image feature Clinics must have the ability to take p
99. y Wher Starting Date 177087201 Ending Date 28 11 2012 08 30 AM a 0830 AM Select Days Monday Tuesday Wednesday Thursday Friday Saturday Sunday Warn when booking appointment within this block time kal Save x Exit Click on the Add button Reason Type in the reason for blocking time This will be displayed on the list view of the scheduler or reference in the popup warning Scheduler 11 Clinic Essentials User Manual Notes Click to add notes to the reason Colour Select a colour to be displayed on the Scheduler Occurs Time Selections Once Set the date and time range Daily Set the start date end date and time range Weekly amp Biweekly Set start date end date time range for the blocked time to occur on Monthly Set the week you would like this to occur in Set the start date end date time range and days for the blocked time to occur on Warn when booking appointment within this blocked time Select if the warning message should appear each time an appointment is booked within the blocked time Click Save Editing a blocked time Click on the blocked time and click on Edit Edit the blocked time as needed and save Calendar Notes Memos can be set on a day in the calendar Click on the Calendar View button The Calendar View will be displayed NE Calendar View kee BURROWS e April e 2012 2 Today Reset Print Betum Close
100. y item when a receiving has been done Average Cost This will display the average cost of the balance on hand used for accounting purposes General Options 20 Clinic Essentials User Manual BILLING TEMPLATES AND F KEYS On the Patient Information screen click on the Bill button The Billing Screen appears Billing dy d a E i Pree Next Print Order s Labels 90 0925 April 09 2012 Smith Amrit yeaa Template Selection Preview patient ledger on billing Practitioner FP F01 Initial U Show inactive practitioners Date of Service 09 04 2012 Foz Adjustment Save Template Options Bill To P Patient h Sue Mer Set as Default tor Patient Discount 0 00 FOS ICBC Mew Tx City Prefix Code tem No Description Fee 40 0 1 fem 00138 E Sub Chiropractic visit 4 80 1e T E gt B gt a Invoice comments W Payment C Print Invoice Amount 44 a0 View Invoice Patient Cash O Yisa D Insurance Cheque C Mastercard O Third Party O Debit O Other ondGtyPretiqlode Copies 1 Billing templates can be used to store and access invoice templates for fast and reliable billing There is no limit to the number of invoice lines stored in a template If a template is stored with the name of the function key F01 F10 there is the additional advantage of being able to bill the template by pressing a function key on the keyboard while on the Patient Information screen St

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