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1. 149 Referred Patients Report 150 Bi Annual Checkup Report Recalls 151 OB GYN Delivery Admission Report 153 New Drug Cure Report Labels 156 Birthday Report Labels 158 100th Birthday Report 5 160 Section D Appendix System Requirements eese 162 System Configuration sssrini eerren 164 Microsoft Windows Installation 165 Baclong Up eee EE 168 Housecleaninp eee teretes 170 Making Reports Balance ite 172 Troubleshooting siitiaina 173 POCIDOG M E 176 Insurance Form Generator sssse 215 Standard Insurance Form esses 222 Medicare HCFA 1500 Form 227 Section E Index Section A Introduction Section A LICENSE AGREEMENT LICENSE AGREEMENT This legal document is an agreement between you the end user LICENSEE and Professional Systems Corporation PSC BY OPENING THE SEALED DISK PACKAGE YOU ARE AGREEING TO BECOME BOUND BY THE TERMS OF THIS AGREEMENT WHICH INCLUDES THE SOFTWARE LICENSE AND THE SOFTWARE WARRANTY collectively the AGREEMENT THIS AGREEMENT CONSTITUTES THE COMPLETE AGREEMENT BETWEEN YOU AND PSC PSC SOFTWARE LICENSE 1 GRANT OF LICENSE In consideration of payment of the License fee which is a part of the price
2. INTRODUCTION 2 eeretie t ront tet 19 21 Ke yStrOKeS aciei ee re EXER EEREEEGORHS 22 Lab Chat SOS a ooo p eai een onmes 112 Laser 162 Ledger notes 98 102 Ledger Notes Printing uec tere tens 102 LICENSE AGREEMENT ssscsssssessosastosseseeoes 5 6 Line item Lost tFaflSactiOTi i e cien ret Herr eere 173 INDEX 232 Section E M EIS T inarin 74 MAILING LABELS 6 ihe 14 85 Mailing Labels Insurance 1089 MAKING REPORTS BALANCE 172 Mamua aeoea as a 22 Maximum Transactions Per Entry 50 Medical Record Number sess 88 Medicare 50 57 89 90 112 Medicare HFCA Insurance Form 226 229 Medigap CroSSOVels ierit tiers 84 Medigap ID we 84 164 Message timing Mini Selection List 230 Modifiers Multiple nnt 51 Monthly Procedures ient rie 21 Multi terminal 32 165 167 Multi User Multi Tasking sess 32 Multiple D alte retener teintes 48 Multiple Groups 9 Multiple Modifiers 51 Multiple outstanding balances we 34 Multiple Proc dures cce reet 4T N Net Change to the Accounts Receivable EETA EATE E E oO 127 New Fiscal Ye t 5 acne eel etri dienen 38 New Patient List tein rente 92 NEW PATIENTS 12 86 91 Alternate Fee Schedule 89 De
3. SHALL I DELETE THESE CODES NOW Enter Y or N Enter NOTE It is advisable to answer N the first time through A list of ICD codes to be deleted will be generated on the printer A second run through the program and answering Y to the delete question for the second time will remove these codes from the permanent list Notes 194 Section D POCDOC DELPAT The DELPAT utility allows you to delete patients by doctor number list or patient number Before deleting a patient the Patient Ledger should be printed and saved This will be the only record of that patient once the patient is deleted Before running DELPAT on a family member use Patient Information to remove family status WHAT S ON THE SCREEN WHAT YOU DO DELETE PATIENTS TURN PRINTER ON PRESS ENTER WHEN READY DO YOU WISH TO DELETE PATIENTS BY DOCTOR ENTER DOCTOR NUMBER OR PATIENTS TO BE DELETED ARE YOU SURE DO YOU WISH TO DELETE PATIENTS BY LIST ENTER THE NAME OF YOUR LIST FILE ENTER NUMBER OF PATIENT TO BE DELETED The program will loop back to ENTER NUMBER OF PATIENT TO BE DELETED FUNCTION COMPLETE A list of all deleted patients will be generated NOTE DELPAT does not reconstruct family accounts if a family member is deleted Please review CLRFAM FIXFAM and TRACEFAM for more details From the System Command prompt type DELPAT Enter Press Enter when ready Enter Y or N
4. What do you wish to do SI Print SINGLE statements AL Print ALL statements RA Print RANGE of statements LS Print statements by LIST SP Set Parameters FC Add Finance Charges Please enter your choice UP_ Updating occurs as a normal function of printing Patient Statements There may be times however when you need to update manually without printing the forms Not shown on the Patient Statement screen is the special UP Update option This option allows you to update all or a range of Patient Statements as if you had actually printed them This update feature can be useful for a variety of reasons including Updating forms that DID get properly printed and you answered No to Did All Forms Print Correctly Also you can update first and then send Patient Statements with no detail only a balance forward BE CAREFUL WITH THIS OPTION Once you update you can t reprint the detail You can of course print the patient s ledger with full detail at any time Addressee Patient Statements are sent to the person designated as Insured 1 in Patient Information If there is no Insured 1 the statement will be sent to the patient Family members transactions are always sent to the Head of Family Insured 1 Statement Parameters Statement Parameters Over 30 days message 7 Last payment message Please pay amount shown Thank you for your payment Over 60 days message 8 Cut off date Payment will be apprec
5. NP New Patients DI Doctor Information AC Add Charges PI Patient Information BA Batch Add Charges AS Appointment Schedules PP Post Payments IC ICD Code List SB Super Bill IL Insurance Company List EN Encounter Forms PC Procedure Code List PV Provider List PL Patient Ledgers ZC Zip Code List RL Retired Ledgers DL Drug List TR Transaction Report CD Clinical Data MR Monthly Reports DS Data Search RN Recall Notices BI Bill Insurance ML Mailing Labels FR First Report of Work Injury AL Alphabetize Patients PS Patient Statements SP Setup Printer SC System Command EX Exit Choose one of the above _ NOTE In the latest version of POC all of the standard monthly reports are now located under the Main Selection List designation of MR Monthly Reports When the user selects MR the following Sub Menu Selection List will appear Access to these reports is usually limited to the System Administrator TERMINAL 1 SELECTION LIST Date 04 15 2005 What do you wish to do BR Billing Collections Report CP Cross Posting Report PR Production Report AR Accounts Receivable Report RP Referring Physician Report Please enter your choice _ A POWER USER BYPASS COMMAND All of the above monthly reports may also been accessed from the Main Selection List simply by entering the applicable mnemonic i e BR CP PR AR or RP 39 Section B ACCOUNTS RECEIVABLE ACCOUNTS RECEIVABLE A R Screen
6. 7 1 5 7 225 Section D MEDICARE HCFA 1500 INSURANCE FORM MEDICARE HCFA 1500 FORM The following table is for a typical HCFA 1500 form printout for a patient s primary insurance carrier with a secondary insurance where both insurances are private companies The last column list most Medicare requirements that will differ from the private carriers Each insurance company and or state may vary Item on HCFA 1500 Insurance Address at top of from Box 1 Insurance Classification Box 1a Insurance I D Number Box 2 Patient Name Box 3 Patient s date of birth Patient s sex Box 4 Insured Name Box 5 Patient s Address City State Zip Code Telephone Box 6 Relation to Insured Box 7 Insured s Address Insured s City ST Zip Box 8 Patient s Marital Status Employment Status Box 9 Other Insured s Name Box 9a Other Insured s Policy Or Group Number Option Screen in POC Insurance Company List Patient Insurance Information Patient Insurance Information Patient Information Patient Information Patient Insurance Information Patient Information Patient Insurance Information Patient Insurance Information Patient Insurance Information Patient Insurance Information Patient Insurance Information Field Question 8 9 1 5 9 1 2 4 6 5 2 4 13 10 15 23 Medicare Note Not required Left blank when Medicare
7. ML Enter We are going to use a birth date search We are setting our birth date range from May 1 to May 31 Yes this is correct We are finished setting the criteria Now we are going to search our patients Yes we want to print this report Go ahead and print it Yes we want to save the list We are going to call our list MAYBD for May Birth Days No we don t want a list of excluded patients Let s go back to the main Selection List We re ready to print our mailing labels 158 Section C BIRTHDAY REPORT LABELS Mailing Labels What do you wish to do SI Print SINGLE patient labels AL Print ALL patient labels RA Print RANGE of patient labels LS Print LIST of patient labels IN Print INSURANCE companies labels PV Print PROVIDER labels Please enter you choice LS LS Enter We want to print by list MAYBD Enter We need to tell it the name of our list Patient List sorted order USER SELECTED OPTIONS 1 Print patient s last name first 2 Include patient numbers 3 Include medical record numbers 4 Include patient telephone numbers 5 Useresponsible party s address 6 Number of copries 7 Print by doctor 8 Number of labels across Enter NUMBER you wish to change _ 1 Enter We don t want the last name first 8 Enter Our mailing labels aren t three across 1 Enter They re one across Enter We re finished changing the options Enter Let s put our labe
8. We are finished setting the criteria Now we are going to search our patients Yes we want to print this report Go ahead and print it No we don t want to save it No we don t want to save it 160 Section D Appendix 161 Section D SYSTEM REQUIREMENTS SYSTEM REQUIREMENTS APPROVED OPERATING SYSTEMS Single Terminal Network Workstation Windows 95 98 ME 2000 Professional XP Professional Server Novel 3 x or higher Windows Server NT4 2000 2003 MINIMUM MEMORY RAM Use at least the minimum recommended memory for your operating system NOTE The more memory you have in your workstations and server the more efficiently your system will run PRINTERS NOTE All printers laser and impact MUST be connected via parallel port As of this printing POC does not currently support USB connected printers Dot Matrix Impact printers Commercial grade printers These are highly recommended when printing the 6 part Speedi Mailer Patient Statements and 4 part Speedi Mailer Recall Notices Okidata Microline 421 491 Okidata Microline 521 591 Standard Duty printers Alternately any 80 column impact printer with Compressed Print capability may be used Okidata 300 400 500 series printers Epson LQ printers Panasonic printers NOTE Compressed Print or the ability to change the pitch to 17 cpi is required on all 80 column printers in order to print the Accounts Receivables and Production reports Las
9. You may search for patients who have one Procedure Code OR another Procedure Code s on their Patient Ledgers You may search for patients who have one Zip Code OR another Zip Code s To use the OR logic simply enter a Procedure Code number followed by a space and the word OR and the System will immediately ask you for another Procedure Code For example enter 90610 Space OR Enter and the System will ask for another code enter 90620 Space OR Enter and the System will again ask you for another code and so on enter 90630 Enter and the System will return to the Set Criteria menu Using this example patients will be selected if they have any one of the three Procedure Codes on their Patient Ledger You may enter up to 100 OR s You will also be asked for a range of dates for these codes 73 Section B DATA SEARCH Data Search s NOT Logic Data Search allows you to search for patients who do NOT have a Procedure Code or Insurance Company Enter NOT followed by a space and the code i e NOT Space 90060 Enter Not a Procedure Code 90060 or NOT Space M Enter Not an Insurance Company Medicare You cannot use wildcards when using NOT logic If you want to use wildcards for NOT logic you can search for codes with wildcards 900 and then use the EXCLUDE list See below Insurance Company Criteria Data Search will allow you to search for patients who have a certain Insurance Company by searching
10. 12 06 94 90060 INTERMED EXAM EST PT 12 07 94 90060 INTERMED EXAM EST PT 12 08 94 90060 INTERMED EXAM EST PT 04 15 95 71020 CHEST XRAY 2 VIEWS 04 15 95 81000 URINALYSIS Enter range of dates OR When posting a payment over multiple charges from a single E O B you may find it useful to refer to the left hand side of the reverse video bar mid screen as in the above example Located in this bar you will see tod 60 00 TBD stands for To Be Disbursed and is the amount remaining to be disbursed from the E O B This amount is decreased as each payment is posted until a zero balance is reached 107 Section B Payment POST PAYMENTS Entry Bypass A POWER USER BYPASS COMMAND Patient Posting Payments M R 564345876 Insured 1 Insured 2 SARA MITCHELL CARLTON MITCHELL CARLTON MITCHELL 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 Ins 1 PR PRUDENTIAL Ins 3 Ins 2 BS BLUE SHIELD Ins 4 CURRENT BALANCE EPA Enter the TOTAL amount of payment 50 041595 1 To help speed up the entry of payments when you are asked to enter the amount of payment you may enter the payment amount 50 041595 1 wo date of payment and the form of payment on one line separated by commas ie uld enter a 50 payment on 04 15 95 as a personal check If the date of the payment is the same as the System date you can
11. 81 Designing the Form 80 Multiple Forms 80 Printing FOrt s eerte 81 ENHANCEMENT cies seeisa ceste eoa 10 16 Brtor Detection recti tores 44 Erroi Messages een dim redes 174 Family Accounts cessere Finance Charges Find Patient by Policy SS Number 107 FIRST REPORT OF WORK INJURY 82 First Work Day of a New Month 37 Fold and stuff statement Freeing charges for printing sess 107 From TO D l s cete tliseete eem cto 48 C Group BillinB eere terrere retener ett teas 59 78 H HFCA Insurance Form Head Of accorto reote Hold Secondary Billing HOUSE CLEANING Last Step Preparation eerte enis Time required iis ee en oer I ICD CODES iccssssevistscctedssteesesce 13 27 45 46 83 84 ICD DeSeripttons ss ic cessecsassaccscsssaarseavedessdsseeceaes 27 83 Index numbers 27 Initialization Program seen INSTALL ATION esetsecctoo penes cio eee 8 9 PRE INSTALLATION 7 LANTASTIC WINDOW 95 98 amp NTQ sss Insurance Company Code sss INSURANCE COMPANY LIST INSURANCE FORM GENERATOR Insurance Forms Separate Print Option 50 Insurance Mailing Labels 2285 Insured s Name
12. INS INSURANCE BREAK 0 00 Use this Procedure Code to separate charges and print individual insurance forms whenever you need This code will not be printed on any of the insurance forms 50 Section B ADD CHARGES YB Modifier Medicare Considerations If you are preventing alpha codes form being printed on insurance forms through SP Set Parameters in Bill Insurance and you still want YB modifiers enter the modifier in lower case like this 81000 yb The yb will be converted to YB when the form is printed This conversion works for other letters also Multiple Modifiers If you wish to enter a Procedure Code with multiple modifiers enter the code with the first modifier in the usual position and the rest of the modifiers as part of the description Example CODE DESCRIPTION CHARGE 99999 66 77 88 99 Description 0 00 Enter the additional modifiers in the description field separated by minus signs hyphens WITHOUT a space between them A space signifies the beginning of the actual description U L D DX S Units Location Dr 2 amp Diagnosis Patient Adding Charges Patient Age 37 MR Insured 1 Insured 2 SARA MITCHELL CARLTON MITCHELL CARLTON MITCHELL 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 1 300 21 CHOLESTEATOME EXT EAR 2 381 1 CHRONIC SEROUS OTITIS MEDIA 3 383 0 ACUTE MASTOIDITIS CURRENT BA
13. INSURANCE 11 N A RANGE 13 First Patient 1 14 Last Patient END DOCTOR 12 All Doctors 15 List N A 1 Print detailed report listing balances only 2 Print detailed report listing open charges 3 Print doctor s aged account totals only What do you wish to do By selecting choice 2 of option 16 the Accounts Receivable report can be made to produce a detailed report showing all unpaid open charges In addition to the standard detailed report this report shows each charge s date of service the aging category may not match the date of service if you age by date of entry or by statement date procedure code description units extended amount base amount times number of units insurance one through four s payment and adjustment other payment and adjustment the remaining balance of the charge See the following sample report 42 Section B ACCOUNTS RECEIVABLE Sample report AGED ACCOUNTS RECEIVABLE AS OF 04 15 05 USER SELECTED CATEGORIES BALANCE CREDITS ZERO BALANCE BALANCE OWING AGING CURRENT AND OVER INSURANCE N A DOCTOR All doctors PAGE 1 1 1 STEVENS JODIE BAL DUE CURRENT 31 60 61 90 91 120 OVER 120 LASTPMT AMOUNT FORM PHONE 703 259 8704 241 80 241 80 12 08 04 200 00 Per CK 703 332 6378 BC 6534435423 AE 879234453 SVC DATE CODE DESCRIPTION UNITSjEXT AMT INS 1 PMT INS 2 PMT INS 3 PMT INS 4 PMTJOTHER AMT BALANCE F ADJ ADI ADJ ADJ ADJ F 136 80
14. Location of Service Default This number will appear as the default at the Location of Service question in Add Charges When POC asks you for the Location of Service while entering a procedure just hit Enter to choose the default location of service i e If the default location of service is Doctor s Office just hitting Enter is the same as entering 3 Enter at the Location of Service question By using defaults such as this POC eliminates a great many keystrokes throughout the day POC will automatically translate the System number to the appropriate insurance location of service number when printing your insurance forms The Location of Service numbers used by POC are as follows Inpatient Hospital Outpatient Hospital Doctor s Office Patient s Home Day Care Facility Night Care Facility Nursing Home Skilled Nursing Facility Ambulance Independent Kidney Treatment Center Independent Laboratory 12 Clinic COO Io OS Surgical Clinic Emergency Room 15 Extended Care Facility User definable Requires POC or dealer assistance Message for Signature Box The message entered here will be printed on insurance forms in the patient s signature box The standard message is SIGNATURE ON FILE Alpha Modifiers Masking Medicare Considerations This setting allows you to remove letter modifiers you may have placed in the 7th and 8th positions of a CPT code For example if you answer Yes h
15. 12 BAD DEBT Adj CHECK PAYMENT CATEGORIES 20 21 22 23 24 sr Def Pmt 6 sr Def Pmt 7 sr Def Pmt 8 sr Def Pmt 9 sr Def Pmt 10 OTHER PAYMENT CATEGORIES TRANS OF FUNDS Pmt 37 Usr Def Pmt 12 38 Usr Def Pmt 13 OTHER ADJUSTMENT CATEGORIES 41 Usr Def Adj 13 COLLECT AGENCY Adj 42 Usr Def Adj 14 Enter number to be changed _ Choose the CH Change option after entering the Billings Collections Report program from the main Selection List The System will present you with a screen allowing you to change Check Payment Category headings PLEASE NOTE When changing a Check Payment Category the System will automatically create a corresponding Adjustment Category for you Notes 69 Section B CLINICAL DATA CLINICAL DATA Clinical Data CD Enter from the Selection List includes Drug Treatments Allergies and Patient Notes Drug Treatments and Allergies are retrievable with Data Search The date a Drug Treatment is discontinued may be recorded Drug Codes The System will allow you to designate a unique code for each drug you wish to permanently store in the System Your office should carefully consider whether to record the GENERIC or BRAND name for a drug The System will not know for example the LANOXIN is the same as DIGOXIN or that DYAZIDE is a combination of TRIAMTERENE and HYDROCHLORITHIAZIDE This is a most important consideration when contemplating the use of Data Search to identif
16. After printing the sorted list answer Yes to the Save this list question There are 35 fields categories per record You may select one or any com bination of the for each list you wish to create The fields for each record in their respective order are 1 Patient s Number 2 Patient s Last Name 3 Patient s First Name 4 Patient s Middle Initial 5 Patient s Street Address 6 Patient s City St and Zip 7 Patient s Phone Number 74 Section B DATA SEARCH 8 Patient s Medical Record Number 9 Patient s Sex 10 Patient s Other ID 11 Account Balance Due 12 Amount Current 13 Amount Over 30 Days 14 Amount Over 60 Days 15 Amount Over 90 Days 16 Amount Over 120 Days 17 Responsible Party 1 s Last Name 18 Responsible Party 1 s First Name 19 Responsible Party 1 s Middle Initial 20 Insurance Company 1 s Name 21 Insurance Company 1 s Address 22 Insurance Company 1 s Address Line 2 23 Insurance Company 1 s City St and Zip 24 Insured 1 s Policy Number 25 Insured 1 s Group Number 26 Referring Physician s First Name 27 Referring Physician s Middle Initial 28 Referring Physician s Last Name 29 Refeffing Physician s Address 1 30 Referring Physician s City State and Zip Code 31 Patient s Birth Date 32 Patient s Social Security Number 33 Patient s Relationship to Insured 34 Patient s Address Line 2 35 Referring Physician s Address L
17. At your option the System can ask if you would like to enter a patient Recall Notice or a Drug Treatment when you finish adding charges to each patient To change your setup see Section D System Configuration Notes 52 Section B ALPHABETIZE PATIENTS ALPHABETIZE PATIENTS Alphabetize Patients AL Enter from the Selection List allows you to view and print a variety of patient lists Its primary function however is to create the alphabetical patient files used throughout POC Printing or viewing the alphabetical patient list without first alphabetizing will cause the list to appear as it was when last alphabetized t will NOT contain any newly entered patients If you have changed a patient s name you must re alphabetize the patient list in order to find the patient by their new name CAUTION If patients are not alphabetized periodically it will cause the System to run slower Therefore it is recommended that alphabetizing be run at least weekly Notes 53 Section B APPOINTMENT SCHEDULES APPOINTMENT SCHEDULES The Appointment Schedule AS Enter from the Selection List functions independently from the rest of POC This enables one operator to use the Appointment Schedule without interfering with another operator on a different terminal who is entering other appointments or transactions At any time except at the main Selection List by simply hitting F7 the System will allow you to make an appointment
18. COMPREHENSIVE EXAM NEW PT CALORIC VESTIBULAR TESTING Blue Cross Payment Ck 1001 100 00 Una Cr Dis 10 09 97 12 08 04 90215 Una Cr Dis 10 09 97 Phone 703 259 8704 Insured 2 DWIGHT STEVENS 554 12TH STREET FALLS CHURCH VA 22042 111 Section B PROCEDURE CODE LIST PROCEDURE CODE LIST The Procedure Code List PC Enter from the Selection List will maintain 32 000 permanent Procedure Codes descriptions and their associated charges In addition an unlimited number of One Time Only Procedure Codes may be entered Four Digit Codes POC will accept the four digit Procedure Codes used in some states Simply enter a blank space for the fifth digit Zero Dollar Charges If you wish to indicate a procedure notation or surgical sub procedure for which there is no separate charge you may use any Procedure Code of you choice with a charge of 0 00 If you previously answered NO in Bill Insurance to the Set Parameters question concerning printing zero charges these procedures will not print on insurance forms but will appear on the Patient Ledger the Patient Statement the Transaction Report and the Production Report You may also use Data Search to retrieve patient information on these procedures We recommend you design your own Procedure Codes for these special circumstances One example follows using alphanumeric coding If you use a letter at the beginning of these special procedures be sure NOT to use the
19. Data Search What do you wish to do VU View search list criteria SC Set criteria for search Search amp print patients Set range for search Load previous search Re initialize Sort list Please enter your choice SC SC Enter We need to set the criteria for the search Data Search SEARCH CRITERA Age Open charges Allergy Other ID Brith date Procedure code Doctor Provider Drug treatment Sex ICD diagnosis code Traeating physician Insurance company Type of service Medical record ZC Zip code Please enter you choice IN_ IN Enter We are going to use an insurance company search MC Enter This identifies all patients who have Medicaid Y Enter Yes this is correct OC Enter We want to search for open charges 010195 Enter Today is 09 01 05 We want charges nine months and older N Enter No we want to find charges Medicaid says they haven t received yet Y Enter Yes this is correct Enter We are finished setting the criteria 144 Section C CLAIM DEADLINE REBILLING REPORT SP Enter Now we are going to search our patients N Enter No we don t need to print this report Y Enter Yes we do want to save the list OPENMC Enter We are going to call our list OPENMC N Enter No we don t want a list of excluded patients Enter This returns us to the main Selection List AR Enter Now we go into the Accounts Receivable Program USER SELECTED CATEGORIES BALANCE DUE
20. ECS files to send to your insurance carriers It also controls a variety of claim options in the Set Parameters section Formats Bill Insurance What do you wish to do ST Standard Insurance M Medicare Insurance MC Medicaid Insurance ED Edit Claim Information SP Set Parameters Please enter your choice _ The insurance form program allows you to print up to five different insurance forms Not all five insurance form types need to be present on every System Most Systems depending upon State requirements come pre configured for two or three insurance forms Standard commercial carriers Medicare and Medicaid The type of form to be printed for each patient is determined by the insurance code entered in New Patients or Patient Information The universal HCFA 1500 insurance form will be printed for all insurance codes that are not designated specifically for another type of form Set Parameters Billing Parameters Bill Insurance Billing Parameters Location of service Signature box Alpha mask Zero charges Zero primary paid Hold secondary forms Blank secondary balance Spooler file name Procedure code mask Bill as a group Enter NUMBER to be changed _ The current settings are displayed on the screen Set Parameters SP Enter within the Bill Insurance program allows users to define the following parameters when running insurance forms 57 Section B BILL INSURANCE
21. Enter COPY Space RVS Space RVSMC Enter This returns you to POC This will create a parallel Medicaid file You need to create only those files which correspond to the insurance companies that require a different set of Procedure Codes The CPT lists will all be identical at this point To change the codes go to the Procedure Code list program in POC choose the appropriate insurance type and use the CH option to change the necessary information ALL the codes in the new list must be changed in this manner REMEMBER THE PRICE IN EACH LIST WILL MUST BE THE SAME AS THE PRICE IN THE STANDARD LIST THIS OPTION IS ONLY TO BE USED FOR DIFFERENT CODING SYSTEMS AND NOT FOR DIFFERENT FEE SCHEDULES Patient Ledgers Patient Statements and any other program that reference Procedure Codes will take the code description and charge from the standard CPT list file RVS Parallel codes will be used on the specified insurance forms only In Add Charges the Procedure Code that is entered must be from the standard CPT list When entering new Procedure Codes in Add Charges you will be asked to enter the information for all parallel lists at the same time Changing A Code When changing existing codes or adding Parallel Procedure Codes entering an S Enter for Same in any field will leave that field unchanged or if adding a new parallel code duplicate the field from the standard CPT list 113 Section B Changing Prices PROCEDURE COD
22. Enter Today s Patients Using NP You are now ready to begin using POC for daily work First pull the files for all patients who will be seen by the doctor today and enter those patients into the System via the New Patient program If you are not concerned with maintaining detailed records of all previous open charges you may add the total outstanding balance for each patient at this time POC will allow you to enter one balance forward figure for each new patient at the time you first enter the patient into the System under New Patients However only one date will be requested for this previous balance which will be assigned to the patient s primary physician Therefore if you wish to enter multiple outstanding balances in different aging categories and or for more than one doctor you should NOT enter the previous balance through the New Patient program These balances should be entered under the Add Charges or Super Bill Programs using the 00000 procedure code which indicates a balance forward amount Procedure code 00000 is used for balance forward amounts and can be either a positive or a negative credit balance figure i e 100 for a credit balance of 100 00 NOTE If you wish to maintain a record of each individual transaction rather than convert to POC with only a balance forward amount you may do so We don t recommend it since your old system already contains this information The individual transaction method takes a great deal of ti
23. If your printer doesn t print make sure the printer is on on line has paper and is not displaying any error messages Also check cable connections If the problem persists contact your hardware dealer If your modem doesn t respond check the connections and if it s turned on If this doesn t work call your hardware dealer lf your modem responds but you don t hear a dial tone check the phone cord between the modem and the wall outlet If that fails contact your phone company If the System locks up after entering POC reboot your System If you are running a network don t reboot the file server unless you first contact your hardware dealer Only reboot your workstation Terminal Number Is In Use Message C APOCSSETFILE What do you wish to do D Reset a single user 2 Reset all users Enter your choice If you are running multi terminal POC and the message TERMINAL NUMBER IS ALREADY IN USE appears after entering the terminal number check to see if another screen is using that terminal number If not make sure all terminals have exited POC Ex Enter from the Main Selection List then type SETFILE Enter The screen above will appear Enter the total number of terminals that are attached to your system DO NOT RUN SETFILE UNTIL YOU HAVE DETERMINED ALL POC USERS HAVE EXITED OUT OF POC Make certain you are consistent with the number of terminals If you inadvertently reduce the number of terminals before the Transaction
24. Physician Box 17a ID number of Referring Physician Box 18 Hospitalization Dates Box 20 Outside Lab Box 21 Diagnosis Box 23 Prior Authorization Number Box 24a k Date of Service Place of Service Procedure Diagnosis code Units Treating Doctor Number Option Screen in POC Add Charges 21 Questions Section Add Charges 21 Questions Section Add Charges 21 Questions Section Add Charges 21 Questions Section amp Patient Information Add Charges 21 Questions Section amp Patient Information Add Charges 21 Questions Section Add Charges 21 Questions Section Add Charges Diagnosis Section Add Charges 21 Questions Section Add Charges Procedure Code Section Field Question 1 10 5 24 5 24 8 9 14 224 Section D STANDARD INSURANCE FORM STANDARD INSURANCE FORM Cont d Item on HCFA 1500 Box 25 Federal Tax ID Box 26 Patient Account Number Box 27 Accept Assignment Box 28 Total Charges Box 29 Amount Paid Box 30 Balance Due Box 32 Facility where Services were Rendered Box 33 Physician s name And Address PIN Option Screen in POC Doctor Information Patient Information Patient Insurance Information Calculated by software Calculated by software Calculated by software Adding Charges 21 Questions Section Doctor Information Doctor Information Field Question 10 Assigned by software 10
25. Scenario Sue the Office Manager for Dr Gold s ophthalmology practice likes to keep close track of their patients to make sure they receive their required periodic checkups This time she wants a report of all patients who have not had an eye exam for two years To print this report from the main Selection List type DS Enter SC Enter PC Enter This takes us to Data Search We need to set the criteria for the search We are going to do a procedure code search Data earch Enter PROCEDURE CODE or INDEX NOT 92012 NOT 192012 Enter Dr Steven s eye exams are done under two codes 041593 Enter 041595 Enter Y Enter PC Enter 92012 and 92014 We are going to use NOT logic Make sure you put a space between the NOT and the code Today is 04 15 95 This starts our search two years ago And searches up through today Yes this is correct We are going to do another procedure code search this time for our second code NOT 192014 Enter This is the second code we use 041593 Enter 041595 Enter Y Enter SP Enter N Enter Y Enter NOEXAM Enter N Enter Enter RN Enter We re going to use the same range of dates for this code too Ditto Yes this is correct Now we are going to search our patients No we don t want to print this report Yes we want to save it so we can send recall notices We ll call our list NOEXAM No we don t want an exclude list This
26. Section D MAKING REPORTS BALANCE MAKING REPORTS BALANCE When your reports don t balance and you have exhausted all the reasons why it is human nature to suspect something is wrong with the software We can tell you from experience accounting bugs are extremely rare Chances are we would know about any bugs long before you So what do you do when you don t know what went wrong The first step is to begin running all of your reports on a daily basis Yes all of them The idea is to provide a set of data with no more than one 24 hour period to reconcile Trying to go back over a month s worth of transactions is at best an exercise in frustration When you have recreated the error in a 24 hour period you have something manageable to work with We have found that once the error is limited to a 24 hour period most people find on their own what is causing the error usually operator input or procedure Neither POC nor your dealer will be able to help you until you have the error limited to a 24 hour period Here are some helpful hints when gathering accounting totals e The Transaction Report should ALWAYS be printed FIRST e The Accounts Receivable Report AR CANNOT have any user selected criteria set except for Zero Balance Patients Credit balances are part of your accounts receivable and need to be included e To get a grand total of all Billings Collections Reports type TOTAL Enter when asked for Doctor number e When reconc
27. This file name is a combination of the insurance code of the carrier you will be transmitting to and the system date You will need this information when you connect to the carrier s bulletin board at the time of the transmission of your claims file Each carrier s bulletin board or method of receipt of electronic claims can differ widely and are constantly changing You will have to contact that carrier for assistance in transmitting the claim file you have just generated If there were any secondary carriers for the patients in this file and depending on the options you selected in Patient Information and Add Charges you will next be prompted to print paper claim forms for those charges Medicare Claims Place paper in printer Turn printer on Press ENTER when ready X to Exit 66 Section B BILLINGS COLLECTIONS REPORT BILLINGS COLLECTIONS REPORT The Billings Collections Report BR Enter from the Selection List is a summary of each physician s total billings collections adjustments and refunds for the current day the current month to date and the current fiscal year to date The Billings Collections Report print by treating physician One full year of Billings Collections Reports are stored by Version 5 0 or greater for viewing or printing PLEASE NOTE You cannot convert from an earlier POC version and immediately have access to the previous year s reports They don t exist until Version 5 0 or greater creates them
28. are still unable to access patient files have all terminals exit POC and run Setfile See the chapter on Making Reports Balance for accounting errors Hardware and Operating System Error Messages If none of the previous POC error messages match your message it is likely coming from your hardware or operating system Just because the message appears while you are using POC doesn t mean it is a POC error If the message does not look like a POC error message you should call your hardware dealer first The following are just a few of the more common error messages generated by your operating system and may or may not be serious In either case you should contact your hardware dealer DISK I O ERROR Contact your hardware dealer NO PAPER ERROR WRITING DEVICE PRN ABORT RETRY IGNORE Make sure the printer is on on line and has paper Also check for any error lights and make sure the printer cables are tightly connected at both ends Then press R for retry If the System still won t print call your hardware dealer 174 Section D NOT READY ERROR READING DRIVE ABORT RETRY FAIL GENERAL FAILURE READING DRIVE ABORT RETRY FAIL Notes If you are trying to access a floppy disk remove and reinsert the disk Close the drive door If this doesn t work or you were trying to access the hard disk call your hardware dealer If you were trying to access a floppy disk the disk is likely unformatted or the wrong densit
29. the provider number printed will be the Medicaid provider number NOTE Even if there is no box to be checked it is still necessary to set the box code so that the correct provider number will be printed On the HCFA 1500 form the OT variable will be checked for any insurance code that does not have a box code set or has N A entered as the box code 219 Section D INSURANCE FORM GENERATOR Two insurance codes but only one form required In the ST parameter section the prompts are Enter FIRST insurance company code for crossover claims M E E E E Enter SECOND insurance company code for crossover claims MC m m m The codes entered here will ensure that only one form is printed for any patient with that combination of insurance codes The codes in parentheses are the settings from the last entry If you want to leave them unchanged just press Enter In the other forms the crossover code refers to a patient s second insurance that would normally be printed on a form lower in the printing sequence Charges will be updated at the first insurance level for that patient In the subsequent form the first insurance code would be set up as the skip code meaning that if a patient that would normally be printed on this level has the code designated as the skip code then it won t print For example a patient has an M and a BS and only a Medicare form is required In the parameter section for the Medicare form Enter insurance company
30. treating physician that is different from the patient s primary physician Remember that under options A and C of Post Payments the payment is posted against the first open charge on the Patient Ledger and in the case of option D against the first open charge for the selected range of dates If you are entering a payment or adjustment for a cross posted charge that is not the first open charge on the Patient Ledger you must use option B in order for the payment or adjustment to be correctly posted 106 Section B POST PAYMENTS Find Patient by Policy SS Number Occasionally you will receive and insurance payment where either the name is incorrect or not on the EOB Explanation of Benefits In this case you may locate the patient by his her policy social security number Just hit the F4 key at the Enter Patient Name or Number prompt Deposit Slip The Deposit Slip is a transmittal slip for depositing checks and cash into the bank It is not related in any way to cross posting between doctors or any other part of the System If a discrepancy exists between payments posted on the Transaction Report and the Deposit Slip the error s will be printed on an out of balance report You cannot edit change an incorrect Deposit Slip refer to the Transaction Report section YNS Option The YNS option Yes No Statement at the end of Post Payments immediately before your entries are permanently recorded to the System requires that the curr
31. 1 Credits AGING Current and over 2 Zero Balance over 30 days 3 Balance Owing over 60 days 4 Unapplied Credit over 90 days 10 over 120 days AMOUNT OF BALANCE OVER 5 N A INSURANCE 11 N A 13 First Patient 1 14 Last Patient END DOCTOR 12 All Doctors 15 List OPENMC TOTALS 16 Patient s Totals OUTPUT LISTS 18 Incl 17 Primary Physician 19 Excl PRINT TO 20 Printer Enter NUMBER to be changed or press ENTER to print report X to Exit 15 Enter We want to change the type of detail that is printed 2 Enter We want an Open Charges detailed report OPENMC Enter We want to use our Data Search created list Enter We are finished changing the categories and are ready to print Enter If you have a dot matrix printer now is when we put wide paper in the printer or change our printer to print at seventeen characters per inch condensed As soon as we press Enter our report will print We now have our report to review open charges and find those that need to be rebilled We can take this report and use it in Bill Insurance to reprint select Medicaid claims under the SINGLE option Notes 145 Section C THERAPIST ANALYSIS REPORT THERAPIST ANALYSIS REPORT Scenario Margie the Office Manager for Bay Area Medical Clinic needs to submit a monthly and year to date report for each of their three therapist s procedures collections and adjustments The therapists have b
32. 13 Primary insurance only 14 All insurance payments 15 All payments Enter the NUMBER you wish to change X to Exit _ 1 Enter We need to change Period 1 100194 Enter We need to set the first period for the first of the year 123194 Enter This is the last day of the quarter 2 Enter We need to change Period 2 101095 Enter We need to set the second period for the first of the year 033195 Enter This is the last day of the quarter 6 Enter We want to limit our report to ultrasound procedures so we are going to use the range category 76500 Enter Ultrasound procedures start at 76500 76999 Enter And end at 76999 15 Enter We want a complete report that shows our income too Enter We re finished changing our categories Enter If you have a dot matrix printer now is when we put wide paper in the printer or change our printer to print at seventeen characters per inch condensed As soon as we press Enter our report will print Notes 148 Section C INSURANCE REIMBURSEMENT REPORT INSURANCE REIMBURSEMENT REPORT Scenario Sandy the Office Manager for Dr Punjabee s practice wants to see if there is a trend in how well they are being reimbursed from Medicaid She has decided to compare the first quarter of last year and the first quarter of this year To print this report from the main Selection List type PR Enter This enters Production Report from the main Selecti
33. 95 98 Single Terminal If you are transferring an existing POC installation from an old system to a new system just copy the existing POC folder or directory to your new computer s CAPOC folder Then go to Create POC Icon If you are installing POC for the first time then do the following Access the MS DOS prompt At the MS DOS Prompt type CD press Enter You should now have a C prompt Type MD POC press Enter Type CD POC press Enter You should now have a CAPOC prompt Copy each disk For each disk type XCOPY A Type EXIT D gre OO Noct Create POC Icon On your Windows Desktop point to where you want the POC icon to be then right click once Point to NEW then click on Shortcut Location of item Type C POC POC EXE click next Name for shortcut Type POC click next Choose an icon Choose the desired icon then click FINISH Click on the new POC Icon DO NOT LOG INTO POC Right click on the new POC icon Click on Properties Click on the Programs tab 10 Click on the Close On Exit check box 11 Click the OK button CONOR WN Peer to Peer Network Follow installation instructions from Single Terminal installation above through Create POC Icon Create Setfile Icon 1 On your Windows Desktop point to where you want the Setfile Icon to be then right click once Point to NEW the click on Shortcut Location of item Type C POC SETFILE EXE click next Name for shortcut Type SETFILE c
34. AGREEMENT Upon termination you shall destroy the written materials and all copies of the SOFTWARE including modified copies if any without expectation of any refund 7 UPDATE POLICY PSC may create from time to time updated versions of the SOFTWARE At its option PSC will make such updates available to the LICENSEE and transferees who have a PSC software lease or maintenance agreement or paid the update fee 8 Miscellaneous This AGREEMENT is governed by the laws of the State of California Section A LICENSE AGREEMENT LIMITED WARRANTY PSC WARRANTS THAT NEW SOFTWARE PURCHASES SHALL BE FREE OF PROGRAM PROBLEMS AND OR ERRORS FOR A PERIOD OF NINETY 90 DAYS AFTER DATE OF DELIVERY PSC WARRANTS THAT UPDATE SOFTWARE PURCHASES SHALL BE FREE OF PROGRAM PROBLEMS AND OR ERRORS FOR A PERIOD OF THIRTY 30 DAYS AFTER DATE OF DELIVERY At LICENSEE S request PSC shall investigate suspected problems and will if necessary design code test document and deliver promptly any amendments or alterations to the delivered items that may be required to correct errors which were present at the time of delivery and which resulted in failure to perform in accordance with SOFTWARE specifications This warranty shall be contingent upon LICENSEE s full payment for SOFTWARE In order for this warranty to remain active throughout the warranty period the SOFTWARE must not include any changes made by anyone other than an authorized representative of PSC since change
35. ARE THE ONLY WARRANTIES OF ANY KIND EITHER EXPRESSED OR IMPLIED INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE THAT ARE MADE BY PSC ON THIS PSC PRODUCT NO ORAL OR WRITTEN INFORMATION OR ADVICE GIVEN BY PSC ITS DEALER DISTRIBUTORS AGENTS OR EMPLOYEES SHALL CREATE A WARRANTY OR IN ANY WAY INCREASE THE SCOPE OF THIS WARRANTY AND YOU MAY NOT RELY ON ANY SUCH INFORMATION OR ADVICE THIS WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS YOU MAY HAVE OTHER RIGHTS WHICH VARY FROM STATE TO STATE NEITHER PSC NOR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION PRODUCTION OR DELIVERY OF THIS PRODUCT SHALL BE LIABLE FOR ANY DIRECT INDIRECT CONSEQUENTIAL OR INCIDENTAL DAMAGES INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFITS BUSINESS INTERRUPTION LOSS OF BUSINESS INFORMATION AND THE LIKE ARISING OUT OF THE USE OF OR INABILITY TO USE SUCH PRODUCT EVEN IF PSC HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES BECAUSE SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES THE ABOVE LIMITATION MAY NOT APPLY TO YOU This Disclaimer of Warranty and Limited Warranty is governed by the laws of the State of California U S GOVERNMENT RESTRICTED RIGHTS The SOFTWARE and documentation is provided with RESTRICTED RIGHTS Use duplication or disclosure is subject to restrictions as set forth in subdivision b 3 ii of The Rights in Technical Data and C
36. Box 9 See Note for Box 9 If Medicare is Primary then NONE will be entered in box 11 and boxes 11a d will be left blank See note in Box 11 See note in Box 11 See note in Box 11 Must be left blank if there are no Medigap assigned 227 Section D MEDICARE HCFA 1500 FORM Cont d Item on HCFA 1500 Box 14 First Symptom Box 15 Same Similar Illness Box 16 Dates patient unable To Work Box 17 Name of Referring Physician Box 17a ID number of Referring Physician Box 18 Hospitalization Dates Box 20 Outside Lab Box 21 Diagnosis Box 23 Prior Authorization Number Box 24a k Date of Service Place of Service Procedure Diagnosis code Units Treating Doctor Number Box 25 Federal Tax ID Box 26 Patient Account Number Option Screen in POC Add Charges 21 Question Section Add Charges 21 Questions Section Add Charges 21 Questions Section Add Charges 21 Questions Section amp Patient Information Add Charges 21 Questions Section amp Patient Information Add Charges 21 Questions Section Add Charges 21 Questions Section Add Charges Diagnosis Section Add Charges 21 Questions Section Add Charges Procedure Code Section Doctor Information Patient Information Field Question 1 10 4 5 24 5 24 8 9 14 10 Assigned by software MEDICARE HCFA 1500 INSURANCE FORM Medicare Note Left blank Not r
37. DESCRIPTION CHARGE SURO1 INCIDENTAL APPENDECTOMY 0 00 Procedure Code Procedure Code 00000 is usually used for balance forward amounts and can be either a positive or a negative credit balance figure i e 100 for a credit balance of 100 00 In addition the 00000 code can be used as a One Time Only procedure code to override a patient s partial statement setting If your System has patients set to receive partial statements YP in Patient Information the 00000 code will print on the next statement regardless of the YP setting The 5 zero code 00000 prints on the Transaction Report the Patient Ledger and Patient Statement The 5 zero procedure will not print on the Production Report nor on insurance forms 49 Section B ADD CHARGES Remarks Patient real Adding Charges Patient Age 37 MR Insured 1 Insured 2 SARA MITCHELL CARLTON MITCHELL CARLTON MITCHELL 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 300 21 CHOLESTEATOME EXT EAR 381 1 CHRONIC SEROUS OTITIS MEDIA 383 0 ACUTE MASTOIDITIS CURRENT BALANCE 125 00 FEE SCHEDULE I Enter Procedure Code s 90040 REM REM REM REM can be used as a Procedure Code to add remarks to a patient s ledger Multiple REM codes may be used if needed Such remarks must immediately follow entry of the Procedure Code for which the remark applies REM can be used
38. Def Adj 12 42 UsrDef Adj 14 Enter number to be changed _ You can change the Payment Category headings in the Billings Collections Report program Choose the CH Change option after entering the Billings Collections Report program from the main Selection List PLEASE NOTE When changing a Check Payment Category in lines 15 through 24 the System will automatically create a corresponding adjustment category lines 25 through 34 these adjustment categories will be displayed in Posting Payments Type of Payment screen On the other hand the User Defined Payments in lines 35 36 37 amp 38 are independent of the User Defined Adjustments in lines 39 40 41 amp 42 Capitation Payments With a little set up the System can easily handle capitated payments Just follow these steps 1 2 Create a new doctor in DI Doctor Information for each carrier who sends capitated payments Create a separate billing account for each carrier through NP New Patients Use the corresponding doctor number from step one as this account s primary doctor number question 23 screen one of PI Patient Information Use the carrier s billing account from step two to enter a monthly One Time Only Create an Alternate Fee Schedule in Procedure Codes The Alternate Fee Schedule should be created with all fees being zero dollars Schedule Z for Zero makes sense and is easy to remember Identify each member patient to use the new fee schedule question
39. Enter If you answered N skip the next 2 questions Enter the doctor number and press Enter Enter Y or N Enter The system will not ask any further questions Enter Y or N Enter If you answered N skip the next question Enter the file name and press Enter The System will not ask any further questions Enter the patient number and press Enter To exit press Enter Section D POCDOC DELRVS The DELRVS utility deletes all RVS codes not used by patients on the system WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type DELRVS Enter UNUSED PROCEDURE CODES TURN PRINTER ON PRESS ENTER WHEN READY Press Enter when ready SHALL DELETE THESE CODES FROM THE PERMANENT LIST Enter Y or N Enter NOTE It is advisable to answer N the first time through READING RVS CODE LIST READING TRANSREC FILE PRINTING PROCEDURE CODES DONE A list of procedure codes to be deleted will be generated on the printer A second run through the program and answering Y to the delete question for a second time will remove these codes from the permanent list Notes 196 Section D DTRFX POCDOC The DTRFX utility will fix errors in the daily transaction files that are used for appending files and printing the transaction report WHAT S ON THE SCREEN WHAT YOU DO FIX DAILY TRANSACTION FILES ENTER TERMINAL TO BE F
40. From the System Command prompt type CLRINS Enter CLEAR INSURANCE INFORMATION ENTER FIRST PATIENT NUMBER Enter the number of the patient where this utility is to begin or press Enter to exit ENTER LAST PATIENT NUMBER Enter the number of the patient where this utility is to end and press Enter CLEARING INSURANCE INFO When finished the program will loop back to ENTER FIRST PATIENT NUMBER To exit press Enter The screen will display the names and numbers of patients in the range specified All insurance information for the patients listed must be re entered through Patient Information Notes 190 Section D POCDOC CLRLGR The CLRLGR utility will clear all transactions from a single Patient Ledger or a range of Patient Ledgers The ACCOUNTS file however will still reflect the balance for any patient on which the CLRLGR utility had been run To correct this discrepancy you must also run the CKBALDUE utility WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type CLRLGR Enter CLEAR LEDGER TRANSACTIONS ENTER FIRST PATIENT NUMBER Enter the number of the patient where this utility is to begin or press Enter to exit ENTER LAST PATIENT NUMBER Enter the number of the patient where this utility is to end and press Enter CLEARING TRANSACTIONS When finished the program will loop back to ENTER FIRST PATIENT NUMBER To exit press Enter The screen will di
41. MS DOS Editor lt F1 Help gt Press ALT to activate menus 3 The form that appears may be used as a template to design your own custom form Bear in mind as you work the encounter form you design must be no more than 35 lines long and no more than 80 characters wide The name of the finished file must be EFM If you are designing multiple encounter forms for each doctor see below Multiple Encounter Forms You can have a different Encounter Form EFM filename for each doctor number and or each insurance company Use the doctor number for the DOS filename extension for each doctor in the System i e EFM 1 for doctor 1 EFM 2 for doctor 42 etc Add the insurance company code to the filename for a unique insurance company encounter form i e EFMM for Medicare EFMBS for Blue Shield etc You may combine doctor numbers and insurance company codes i e EFMM 1 for Medicare Doctor 1 EFMBS 2 for Blue Shield Doctor 2 etc 80 Section B ENCOUNTER FORMS Custom Design It is possible to design the custom section of an Encounter Form up to 50 lines long 8 lines per inch if you embed your printers escape sequence that turns on 8 lines per inch at the beginning of the custom section of the Encounter Form You must also embed another escape sequence to set your printer back to 6 lines per inch at the end of the form Using similar printer logic you may alter your Encounter Form to condense 136 characters into the form s w
42. Medicare Medicaid Blue Shield and Champus 5 maximum You can designate the insurance code for the form any crossover insurance code and the variables for the form and layout This program was designed as a programmer s tool and is not meant for the inexperienced POC can offer format file design services Please call Customer Support for further information You will need a ruler with 1 10 and 1 6 markings forms and plenty of perserverance Each form is divided into five logical segments Parameters Alignment Form Top of Form Charge Line and Bottom of Form Parameters essentially generates the logic the alignment form configures the form alignment and the last three generate the format The format for each form is developed by entering the variable names together with a tab position in the order they are encountered on the form starting at the upper left corner working from left to right top to bottom At the end of each line a PRINT is entered to bring you to the next line More PRINTS one for each line measured in sixths of an inch are sometimes needed to bring you to the next line of actual printing As variables are entered with their corresponding tab positions the form begins to take shape on the screen A P from the mini menu will give you a hard copy of the layout showing the starting position of each variable and its maximum length There is also an option of having a hard copy for your editing session which makes subsequent
43. Patient Lists Production Reports Mailing Labels and an unlimited number of Data Searches of patient records by user defined criteria Clinical Data In addition to billing POC provides you with many clinical information functions Some Clinical Data is entered for billing purposes such as diagnosis procedures referring physicians hospitals outside laboratories and patient demographic information Additional features allow you to maintain patient medications allergies and free form Patient Notes The Data Search feature of POC allows you to print a report of all patients who meet any specific criteria you select For example if you wish to have a list of all male patients between 30 and 35 years of age who are hypertensive and for whom you have prescribed Vasotec you need only press a few keys and a customized report will be printed by POC Using POC in Your Office The first step in getting started involves converting your current billing system or outside billing service to Physicians Office Computer The details of this process are covered in a separate chapter in this manual Be certain to read and carefully follow the instructions in the chapter on Converting To POC Once you have converted the daily work to maintain the computer database is relatively minimal 19 Section A INTRODUCTION TO POC New Patient Entry The information from your new patient information form is entered into the System during or immediately afte
44. Phone Yes 3 Include Medical Record Yes 4 Include Birthdate No Enter NUMBER you wish to change _ 1 Enter 2 Enter 3 Enter Enter Enter N Enter Include the address on our report Include the phone number Include the date which is in the Medical Record Number We re done changing the criteria Let s print it No we don t want to save this list However if we did we would generate a COMMA DELIMITED ASCII FILE that contains much more information about the patient including the insurance information This file can be merged into most word processors Please see the 154 Section C OB GYN DELIVERY ADMISSION REPORT chapter on Data Search for more information about this file and your word processing manual for information on merging Enter We don t want to print anymore lists Enter Let s go back to the main Selection List The Report PATIENT LIST Date 04 15 95 File JUL95 Page 1 STEVENS JODIE 1 1 BOWERS MARYANNE 1 5 554 12TH STREET 790 CREST 202 FALLS CHURCH VA 22042 ARMONK NY 10504 703 259 8704 914 767 2338 04JUL95 12JUL95 Notes 155 Section C NEW DRUG CURE REPORT LABELS NEW DRUG CURE REPORT LABELS Scenario Dr Chopra s office has recently received many inquiries about a new drug that treats male baldness He s written a newsletter regarding this topic and wants it sent to all male patients 20 and older To print this report from the main Sele
45. Remember that this report is accessed through the Main Selection List option of MR Monthly Reports Accounts Receivable USER SELECTED CATEGORIE BALANCE DUE 1 Credits AGING Current and over 2 Zero Balance over 30 days 3 Balance Owing over 60 days 4 Unapplied Credit over 90 days over 120 days AMOUNT OF BALANCE OVER 5 N A INSURANCE 11 N A 13 First Patient 1 14 Last Patient END DOCTOR 12 All Doctors 15 List N A TOTALS 16 Patient s Totals OUTPUT LISTS 18 Incl 17 Primary Physician 19 Excl PRINT TO 20 Printer Enter NUMBER to be changes or press ENTER to print report X to Exit The Accounts Receivable report AR Enter from the Selection List is a versatile user defined report to assist the practice in improving cash flow and reducing bad debts PLEASE NOTE You MUST use option B type payments adjustments when posting payments to generate accurate open charge type of A R reports Accounts Receivable Report Data The Accounts Receivable report shows each patient s name number telephone insurance carriers policy and group numbers as well as the date charge optional amount source of payment optional and form of last payment on each account Amounts due for each patient are aged into five specific categories current over 30 over 60 over 90 and over 120 days POC s aging routine calculates aging by date rather than days and the aging date is con
46. Report has been printed transactions will not be printed on the Transaction Report resulting in lost transactions If this does happen accidentally simply run SETFILE again with the correct number of terminals and reprint the Transaction Report 173 Section D TROUBLESHOOTING POC Error Messages INSURANCE TYPE ST Procedure odes CU ERROR INLINE 754 PC CAUTION YOU HAVE ENCOUNTERED A SYSTEM ERROR DO NOT CONTINUE WITHOUT FIRST CONSULTING YOUR DEALER Enter Patient and or comment _ The example above is the type of error message the System generates The format is almost always the same XX ERROR IN LINE XXX XX these messages indicate a possibly serious error that needs attention There is space for you to type a short description of what you were doing Do so and then answer Y to the Is This Correct question Call POC Customer Support or your dealer and then continue with your work if possible There are additional messages the System generates The following are not considered to be errors in the System INVALID TERMINAL NUMBER Restart POC and re enter the terminal number If this doesn t clear the problem have all other terminals exit POC and the run SETFILE TERMINAL NUMBER IS ALREADY IN USECheck to see if another terminal is using that number If not have all other terminals exit POC and run SETFILE WAITING TO ACCESS PATIENT FILES Have all other terminals return to the main Selection List If you
47. Up to four ICD codes may be recorded for each patient Procedure Codes You may enter up to 25 procedures at a time for each patient When entering a procedure you may enter the actual Procedure Code or the System index number Alternately you may choose the Procedure Code from a pop up list window by pressing F5 The list of index numbers for procedures may be obtained by printing out the Procedure Codes If your System is set up for Parallel Procedure Codes the code or index number entered will be from the standard Procedure Code list Automatic translation from the standard code to any parallel code will be handled by the System when insurance forms are printed Refer to the Procedure Codes chapter for assistance If a Procedure Code does not exist on the System the program will allow you to enter it while adding charges If your System is set up for parallel codes you will be asked to enter the parallel codes as well as the standard code Refer to the chapter on Procedure Codes for assistance 46 Section B ADD CHARGES YO Yes Override Changing Fees and Modifiers Patient Addin harges Patient Age 37 MR Insured 1 Insured 2 SARA MITCHELL CARLTON MITCHELL CARLTON MITCHELL 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 300 21 CHOLESTEATOME EXT EAR 381 1 CHRONIC SEROUS OTITIS MEDIA 383 0 ACUTE MASTOIDITIS CURREN
48. View search list criteria Set criteria for search Search amp print patients Set range for search Load previous search Re initialize Sort list Please enter your choice SC SC Enter We need to set the criteria for the search Data Search SEARCH CRITERA Age OC Open charges Allergy OD Other ID Brith date PC Procedure code Doctor PV Provider Drug treatment SX Sex ICD diagnosis code TR Traeating physician Insurance company TS Type of service Medical record ZC Zip code Please enter you choice OC_ OC Enter 041593 Enter Y Enter Y Enter Enter SP Enter N Enter Y Enter 2YEARS Enter N Enter Enter AR Enter We want to search for open charges Today is 04 15 05 We want charges two years and older Yes we want to find all old balances Yes this is correct We are finished setting the criteria Now we are going to search our patients No we don t need to print this report Yes we do want to save the list We are going to call our list 2YEARS No we don t want a list of excluded patients This returns us to the main Selection List Now we go into the Accounts Receivable Program 142 Section C OVER 2 YEARS AGING REPORT Accounts Receivable USER SELECTED CATEGORIE BALANCE DUE 1 Credits AGING Current and over 2 Zero Balance over 30 days 3 Balance Owing over 60 days 4 Unapplied Credit over 90 days over 120 days AMOUNT OF B
49. a report of Open Charges and then any other criteria of your choosing Once the report is run you must save it so that you can use the data in Accounts Receivable Run the A R report By List using your newly generated Data Search report with TOTALS set to Print detailed report listing open charges See Accounts Receivable for further details Wildcards Wildcards are special characters that can perform matches much like a wildcard in a card game Jokers are wild Wildcard characters can be used when searching by Procedure Code by Medical Record Number by Other ID Allergy Drug Treatment Insurance Company and Zip Code These wildcard characters are as follows matches any digit 0 9 matches any upper or lower case letter matches any character A immediately preceding the wildcard character will allow a literal search for that character For example Let s say you have coded your patients in the Medical Record Number with S for Smoker in the FIRST position and CASH for the cash only patients If you wanted to find the Smokers you would need to use wildcards so that you wouldn t find the S in CASH as follows S 2 2222 2 This field is 20 characters long so you need to pad the extra spaces with the question mark wildcard to limit the search to finding an S in the FIRST position If you do NOT pad the spaces you will find an S in ANY position including the third position in CASH Data Search s OR Logic
50. about POC The manual is global in nature while the help screens are specific to the current question on the screen If you have a question on how to do something print Accounts Receivable alphabetically or generate a mail merge list look in the manual If you want to know what your options are at any question prompt on the screen hit the F1 help key By utilizing the help screens and this manual you will be able to get almost all your POC questions answered The manual has been divided into four sections the Introduction POC s Selection List whose chapters are in alphabetical order the Appendix and the Index Page numbers are at the bottom of each page The top of each page identifies the section and chapter If you discover we have missed something PLEASE let us know We will be very grateful Call us at 1 310 233 7370 Shortcuts A POWER USER BYPASS COMMAND When you see the above phrase A POWER USER BYPASS COMMAND this means you are reading about one of many shortcuts built into the System POC s great versatility allows the beginner to be guided through data entry step by step and the experienced user to enter data in the fastest manner possible Take the time to learn these shortcuts you will be well rewarded in the time you ll save using POC Keystroke Examples Throughout this manual commands are in UPPER CASE BOLD with any special keys in a key cap box Example REVERSE Enter means you would type the letters RE
51. and go on to the Insured s first name If the patient is the Insured the system defaults to the patient s social security number as the policy number Patient Patient Information Dobbs Fred C Insured 1 Insured 2 1 SAME 15 SAME 16 17 HOMELIFE 3433 ARLINGTON BLVD TORRANCE CA 90503 987654321 PRUDENTIAL 3654 WILLOW RUTHERFORD NJ 07070 3256823568253 Yes 11 4321 25 2463 Enter NUMBER to be changed The insurance company s address is displayed providing you the opportunity to verify and change it if needed Patient Dobbs Fred C Insured 3 Insured 4 SAME 16 17 HOMELIFE PRUDENTIAL 3433 ARLINGTON BLVD TORRANCE CA 90503 987654321 Yes Enter NUMBER to be changed 3654 WILLOW RUTHERFORD NJ 07070 3256823568253 You can enter up to four different Insured Names and insurance companies Section B NEW PATIENTS Copying Duplicating A Patient There are times when it is more convenient to copy the demographics of an existing patient rather than entering all new information This is easily done by entering the existing patient s account number and hitting Enter All of the information including the insurance information of this existing patient is displayed on the New Patient screen At this point you can edit the information as needed and assign a new patient number for this account This feature will greatly expedite the setting up of a family account re
52. and provides an easy method of reconciling the entries made since the last time a Transaction Report was printed It is also possible to edit the Check Register by selecting the ED option to make any necessary corrections Refer to the sample screens on the following page 125 Section B TRANSACTION REPORT Append Master Files What do you wish to do PR Print transaction report TR Trial transaction report ED Edit deposit slip Please enter your choice __ Daily Transaction Report CHECK ABA AMOUNT DR NAME 1 10054 90 1775 75 00 1 PRUDENTIAL 2 005978 1 23 75 00 1 HOME LIFE Enter number to be changed ADD PgUp PgDn or Home X to Exit Daily Transaction Report 1 10054 4 1 MATHEW JOHNSON M D 2 90 1775 5 PRUDENTIAL 3 75 00 Is this the one you wish to change Type DEL to Delete Transactions by Primary Physician All transactions are reported under the primary physician Procedures performed by a treating physician are indicated by the presence of the treating physician s number at the far right side of each listed transaction Cross Posting Report When the Transaction Report is run the System automatically prints a Cross Posting Report This report indicates charges payments adjustments and refunds for each treating physician A periodic cross posting summary report is available using CP Cross Posting from the Selection List The Transaction Report version
53. are changing the second period to the same range of dates 123194 Enter This is the last day of the year again 5 Enter We need to tell the System to use the satellite s doctor numbers 10 11 12 Enter The doctor numbers are 10 11 and 12 15 Enter We want to show all payments received from the satellite office Enter We re finished changing our categories Enter If you have a dot matrix printer now is when we put wide paper in the printer or change our printer to print at seventeen characters per inch condensed As soon as we press Enter our reports will print Notes 147 Section C NEW EQUIPMENT REPORT NEW EQUIPMENT REPORT Scenario Wanda the Office Manager for Dr Goldhamer s practice wants to see if the new ultrasound machine is being used as much as they anticipated She wants a completely detailed analysis from the last two quarters of all ultrasound procedures To print this report from the main Selection List type PR Enter This enters Production Report from the main Selection List Production Report USER SELECTED CATEGORIES DATES OF SERVICE PROCEDURE CODES 1 Period 1 10 01 04 12 31 04 6 Range 76500 76999 2 Period 2 01 01 05 03 31 05 7 Filter N A TOTALS PATIENTS 3 Grand Totals Only NO 8 MR Filter N A 4 By Type of Service NO 9 ByList N A 5 Doctor ALL DOCTORS 10 Ins Co N A 11 Ins Co Totals Only NO PAYMENTS 12 Don t include payments
54. be printed on the secondary insurance form the next time you Bill Insurance If you answer No both the primary and the secondary insurance forms will be printed at the same time n order for payment adjustment amounts to be correctly posted against the appropriate charges to release the secondary billing we suggest you ONLY use option B type payments in Post Payments if you answer Yes Amount Paid amp Balance on Secondary Forms be Left Blank If you answer Yes the boxes showing the amount paid and the balance due on secondary insurance billing will be left empty If you answer No the appropriate amounts will be filled in This only affects the SECONDARY carriers insurance companies Insured two through four Spooler File Name This feature is used for some types of Electronic Claims Submission The System allows you to redirect ALL claims output to a computer disk file rather than print to paper When the file is viewed with a text editor it will appear just as if it were printed The System writes the claims to a temporary file and then coverts the temporary file to the spooler file when you answer Yes to prepare these claims for transmission Procedure Code Mask You may have certain procedures that are never billed to an insurance company You can set up the Procedure Code Mask to exclude these codes from ALL claim forms You should create these excluded codes with a common characteristic i e They could all start with X
55. before the end of a section has been reached you will lose all of the information from the CURRENT SETTING through the end At the end of a section the CURRENT SETTING for Next Field will appear as NONE After another Enter NO FIELD will appear Press Enter once more to return to the NONE setting and enter Q The screen will appear as shown below LAST FIELD and Column entered 3 PRINTS CURRENT SETTING for NEXT Field NONE ENTER NEXT Field B F Il DEL or Q OK to RECORD Enter N Enter if you do not want to save your editing session The file will be left exactly as it was before the editing session began Enter Y Enter to record the file with the changes The system will respond with ENTER ID 218 Section D INSURANCE FORM GENERATOR What you enter is for your own reference An Enter will leave the ID as shown at the top of the screen To change the ID just enter in your own remarks It is customary to use the date NOTE If you end your ID code with a Space P the form feed is suppressed This is useful if you have non standard form lengths In this case PRINTs will have to be added to the end of the Bottom of Form section to bring you to the beginning of the next form PRINTING THE FORMS Be sure to Set Parameters in Bill Insurance before running insurance forms for the first time This allows further control of the insurance form printing See the Bill Insurance chapter in the POC manual for assistance Dif
56. corrections easier For each insurance form an associated format file must be created IFFMT MFMT MCFMT BSFMT CHFMT If two forms have an identical layout but need to be kept separate for any reason different color or require separation by insurance code make a copy of the FMT file change the name and edit the logic section GETTING STARTED MAKE A COPY OF THE FORMAT FILE YOU PLAN TO MODIFY From a prompt copy the appropriate POC format file IFFMT MFMT MCFMT BSFMT CHFMT to a SAV or BAK file If you are not sure how to do this Step you are not experienced enough with computers to continue At the System prompt type VxIFORM Enter Would you like to print a list of all variable names Y Enter A list of all variables and their meanings will be printed on your printer What do you wish to do ST Standard Form M Medicare Form MC Medicaid Form BS Blue Shield Form CH Champus Form Please enter your choice ST Enter 216 Section D INSURANCE FORM GENERATOR What do you wish to do S Set Parameters A Format Alignment Form T Format Top of Form C Format Charge Line B Format Bottom of Form P Print Format Please enter your choice P Enter Would you like to print a listing of this format Y Enter A listing of the format provided with the System will be generated followed by an alignment form and a sample printout Using this as a cross reference will be the quickest way to fa
57. do so will likely result in crossed financial data Please remember your software license authorizes you to use and display one 1 copy of this software on a single COMPUTER at a single location You may install as many data directories as you need at additional expense for software support to defray the additional support required Windows 95 98 NT 2000 2003 amp XP Installation Please read the appropriate chapters in Section D the Appendix Notes Section A RECENT ENHANCEMENTS RECENT ENHANCEMENTS Security Version Security software to enable administrative control over user access The System Administrator can now assign user numbers and passwords to each operator along with controlling their level of access to the operating of the POC software This feature is fully HIPAA compliant Additional security features that will allows a user to place their terminal in a locked mode with a simple key stroke when it is necessary to step away for a few moments The screen is blanked out until the user enters their personal password to proceed thus preventing any confidential information from being seen by a casual viewer System Wide Full field editing capabilities throughout POC Correct a single character or an entire word without having to retype an entire line Search for a patient by their first name social security number phone number Medical Record Number Other ID responsible party ies or policy numb
58. enter only part two of the patient s number i e 999 not 1 999 Adding Charges 1 4 MITCHELL JR CARL 10 05 79 342554876 1 2 MITCHELL CARLTON 01 01 54 8764432987 1 3 MITCHELL SARA 09 22 57 564345876 Enter Patient Name or Number If you do not know the patient s number you may enter all or part of the patient s name beginning with the patient s last name first The System will search for all patients matching the letter or letters you enter and if more that one match exists all will be displayed with full name birth date patient number and Medical Record Number so you may choose the patient you wish You may also hit the F4 Patient Search key See POC s Function Keys in this chapter 29 Section A SYSTEM CONVENTIONS Mini Selection List PP Post Payments PD Patient Information PL Patient Ledger Please enter your choice Since 80 of what you do in POC is done in New Patients Patient Information Add Charges and Post Payments we give you a Mini Selection List for these four options to help you work more quickly If you have just finished working with a specific patient in New Patients Patient Information Add Charges or Post Payments that patient s account and medical record number will be carried forward and will appear in the upper left corner of the screen when you select any of the remaining three options in the Mini Selection List Patient MITCHELL SARA M R 564345876 PP Pos
59. field will leave that field unchanged Notes 118 Section B RECALL NOTICES RECALL NOTICES Recall Notices RN Enter from the Selection List The System will permanently store an unlimited number of different recall messages each identified by its own unique identification number Printing Recall Notices Patients may be recalled in any of three ways 1 By the date of their last visit for example you may wish to recall all patients not seen for one year to remind them to make an appointment for their annual examination By setting a recall date for an individual patient the System will automatically print a recall for a patient on the designated recall date or the next time recalls are printed For example if the patient s next appointment date is June 20 you may wish to set a recall date of June 5 for this patient This way the recall notice would be sent out about two weeks before the appointment date You also may indicate the date and time of the next appointment on the recall notice By a previously saved list this can be a list saved through the Data Search program or Accounts Receivable In the case of a list created in Accounts Receivable the Recall Notice would be used as a Dunning Notice with a Recall Notice message appropriate to the particular patient list created by Accounts Receivable Recall Notices should be run at least once every week in order to ensure all patients are recalled on
60. for sending data to our technical support department 5 ZIP DRIVE Easy to use reliable Additional hardware expense Disks can only be ready by machines with the same type zip drive 6 MEMORY CARDS JUMP DRIVES Additional hardware required Expensive media Easy to use 168 Section D BACKING UP Proper Backup Procedure STEP 1 DAILY Clearly label five tapes or sets of floppies one for each day of your work week i e Monday Tuesday etc The reason for this many sets is that you will have a full week to catch any errors if any of your backups are defective The more sets you have the more secure your backup method BACKUP EVERYDAY Use the current day s tape or floppy without exception that is on Monday always use the backup labeled Monday Carry your latest backup home so it is off premises in case of fire or theft A second and less secure option is to store the backup in a fire resistant safe at your office Your daily backup should consist of POC data files only POC data files do not have extensions in their filenames i e use the filename wildcard Backup ALL POC data files not just the modified ones If you do not clearly understand these instructions please contact POC Customer Support or your dealer to discuss the step by step details for your practice STEP 2 MONTHLY At the end of the month make a special End of Month backup for storage label it with the month and keep it in a safe place at
61. for the code You can use wildcards to search for patients who match a group of companies i e AE to find all Aetnas If you want to find patients who don t have any insurance you can enter the code NONE in upper case letters Exclude List Data Search will ask if you want to save a list of excluded patients once it completes its search This list contains all patients who did NOT match any of your search criteria For example if you searched for patients with Medicaid the excluded list will contain all other patients The exclude feature is useful because it provides NOT logic abilities to ALL Data Search criteria The exclude list is saved in a format compatible with all programs in POC that have a By List option Sort List Data Search will allow you to sort lists that have been generated in Data Search and Accounts Receivable by the following sort categories patient name patient zip responsible party zip medical record number and doctor You have the option of printing the list and including the patient s address phone number medical record number and birth date Once printed you can save the patients and their respective information to a comma delimited ASCII file for merging See the ASCII information that follows Generate an ASCII Mail Merge File With the Sort List option of Data Search you may generate a comma delimited ASCII file for use with your favorite word processing or database software
62. is Primary Left blank when Medicare is Primary Left blank when Medicare is Primary Boxes 9 9d will only be filled out if Medigap benefits are assigned See Note for Box 9 226 Section D MEDICARE HCFA 1500 INSURANCE FORM MEDICARE HCFA 1500 FORM Cont d Item on HCFA 1500 Box 9b Option Screen in POC Field Question 20 Medicare Note Patient Insurance Information Other Insured s Date of Birth amp Sex Box 9c Other Insured s Employer Name or school name Box 9d Other Insured s Plane Or Program Name Box 10a Is condition related To Employment Box 10b Is condition related To auto accident Box 10c Is condition related To other accident Box 11 Insured s Policy Group Or FECA Number Box 11a Date of Birth amp Sex Box 11b Employer s name Or Group Name Box 11c Insurance Plan name Or Program Name Box 12 Patients Authorized Signature Box 13 Insured s Authorized Signature Patient Insurance Information Patient Insurance Information Adding Charges 21 Questions Section Adding Charges 21 Qestions Section Adding Charges 21 Question Section Patient Insurance Information Patient Insurance Information Patient Insurance Information Patient Insurance Information Bill Insurance Set Parameters Bill Insurance Set Parameters 26 22 3 11 11 11 20 12 8 2 2 See Note for Box 9 See Note for
63. or if one has already been made to confirm change or delete an appointment Daily appointments can be viewed or printed After printing for the final time the appointment data must be cleared Initializing the Appointment Schedule In the Appointment Schedule program the Initialize Schedule choice allows you to tailor the Appointment Schedule to the needs of your office Appointments may be scheduled for any number of hours in the 24 hour day In the rare event of schedules that cross into the next day the office may set up two schedules one for the late evening and the other for the early morning Time slots may be allocated for any desired length of time Days off and regular break times are always user defined When entering midnight as a starting or ending time use 12 00AM Enter noon as 12 00PM Please note The doctor or therapist etc must have already been entered into the System DI Doctor Information before you can initialize their schedule Scheduling A New Patient Enter Patient Name or Number NP You may enter an appointment for a patient who is not part of the regular POC System by typing NP Enter at the name or number prompt This patient will be designated as NP where their account number would normally appear 54 Section B APPOINTMENT SCHEDULES Viewing Or Scheduling An Appointment Patient DOCTOR 1 Tuesday August 15 2005 PT TELEPHONE LENGTH BOOKED MITCHELL JR CARL 213
64. or CREATE a list of patient numbers which matched your search criteria this list can then be used in other reports that have the option of printing by list such as the Aged Accounts Receivables Report Data Search What do you wish to do P Print list to PRINTER S Print list to SCREEN F Print list to FILE C Create list of patient numbers Please enter your choice __ Notes 76 Section B DOCTOR INFORMATION DOCTOR INFORMATION Doctor Information DI Enter from the Selection List allows you to manage up to 999 doctors in the System per data directory You can change all of the information entered for all doctors except DOCTOR 1 s NAME which is permanently entered on your System for your protection and ours as well The data entry fields have been divided between two screens Doctor Information Screens Doctor Information DOCTOR NUMBER 1 Doctor s name WILLIAM HUDSON M D Group name ALBANY HEALTH CLINIC Address 1246 ASH AVENUE City state amp zip ARMONK NY 10504 Telephone number 212 333 4444 Social security 000 11 2222 Standard provider A12345 Medicare provider A12345 Medi Cal Provider st 00A123450 10 Employer tax ID 95 000000 11 Blue Shield provider 9999999 12 Champus provider 8888888 13 Doctor s specialty code Enter NUMBER to be changed You can customize the labels of the fields for the additional provider numbers which appear on the second screen of D
65. or end with X for eXclude XCODE or CODEX or CODE 9X Bill as a Group If you answer Yes you will be asked for your group numbers in each carrier category When billing as a group the insurance forms will be printed under the group s billing number with each charge line identifying the treating physician s PIN number where appropriate Payments received will be paid to the group The PIN is the Provider ID you entered in Doctor Information DI Enter from the Selection List The UPIN is the Unique Provider Identification number and is used EXCLUSIVELY in POC s Provider List i e Referring Physicians etc Do NOT confuse the PIN and the UPIN They are NOT the same If you answer No here the insurance forms will be billed under each physician s own identifying number in Doctor Information Be sure you put the correct numbers in the appropriate locations including leading and trailing zeros If you bill as a group and have multiple group numbers for Medicare because you have multiple office locations answer No to this question Refer to the section on Doctor Information for setting up multiple groups 59 Section B BILL INSURANCE Print Insurance by Treating Physician Insurance Forms Do you wish to print by TREATING physicians N If you wish you can print insurance forms by treating physicians If a patient has been seen by three physicians and you have indicated you wish to print by treating physician the Syste
66. patients in the Alphabetize Patients program from the main Selection List Alphabetizing creates a fresh ALPHA file that contains ALL patients in alphabetical order Failure to alphabetize will cause new patients entered since the last time you alphabetized to be printed at the end of the statement run In Zip Code Order Patient Statements may be printed in zip code order rather than in patient number sequence From the main Selection List type DS Enter Go to Data Search SL Enter Go into the Sort List program ALL Enter z Choose the ALL file RZ Enter Sort Responsible Party in zip order ZIPORDER Enter Name the file created ZIP ORDER Enter No next list we re finished Enter gt Return to Data Search Enter Return to the main Selection List PS Enter Go to Patient Statements LS Enter Choose the Print by List option ZIPORDER Enter Enter the file name we just created Continue printing statements as usual Family Accounts Patient Statements are prepared only for those patients designated to receive them For family account members the Head of Family determines whether a statement will be printed for the entire family The family statement indicates the previous balance and balance due for the entire family account as well as the previous balance and new charges for the Head of Family and for each family member 100 Section B PATIENT STATEMENTS Updating Patient Statements
67. posting other types of payments Compute and display unapplied credit total in Posting Payments In Posting Payments date of payment will default to that of the last date of payment entered for the current patient Four more payment and adjustment categories will be available to the user This will provide even more control and information for payment analysis New options for the handling of Unapplied Credit which allows the user to post payment credit with a user defined description of credit to a patient s account without disbursing it until a later date by the user With the all new unapplied credit feature the payment s or adjustment s will appear on the patient s ledger and credit will be correctly reflected in the running balance however it will not close any charge s or get applied directly to any charge s until the end user designates the charge s to which it gets applied 11 Section A RECENT ENHANCEMENTS At such time as when the user wishes to disburse the unapplied credit charge s is are selected by line number as in a B Option type of payment This feature provides many additional advantages and new variations of controlling the application of credit to an account e Ability to enter Remarks directly in Post Payments e Patient Ledger notes are now displayed in Posting Payments e Payment reversals can now be entered from ALL terminals The Out of Balance report doesn t print if there isn t a Deposit Sli
68. print at seventeen characters per inch condensed As soon as we press Enter our reports will print 146 Section C 2ND OFFICE PRODUCTION REPORT 2nd OFFICE PRODUCTION REPORT Scenario John the Office Manager for Great Plans Medical Clinic a three physician practice needs to submit a year end report for 1994 showing the total annual procedures performed and collections for a small satellite office they have in another nearby community This satellite office has been set up in the System with the group s doctor numbers starting at doctor 10 To print this report from the main Selection List type PR Enter This enters Production Report from the main Selection List Production Report USER SELECTED CATEGORIES DATES OF SERVICE PROCEDURE CODES 1 Period 1 01 01 05 12 31 05 6 Range N A 2 Period 22 01 01 05 12 31 05 7 Filter N A TOTALS PATIENTS 3 Grand Totals Only NO 8 MR Filter N A 4 By Type of Service NO 9 ByLis N A 5 Doctor 10 11 12 10 Ins Co N A 11 Ins Co Totals Only NO PAYMENTS 12 Don t include payments 13 Primary insurance only 14 Allinsurance payments 15 All payments Enter the NUMBER you wish to change X to Exit _ 1 Enter We need to change Period 1 010194 Enter We need to set the first of the year 123194 Enter This is the last day of the year 2 Enter We need to change Period 2 010194 Enter We only want last year s totals so we
69. procedure codes You can use wildcards to selectively filter procedure codes If a code matches your filter it will be included in the report See Using Wildcards below Medical Record Number Filter 8 You can use wildcards to selectively filter Medical Record Numbers If a MR matches your filter it will be included in the report See Using Wildcards below By List 9 You can use lists generated by Data Search and Accounts Receivable Insurance Company 10 The System defaults to all insurance companies and includes patients with no insurance You can limit the report to one insurance carrier or produce a report of multiple carriers by using wildcards For example an insurance company filter of AE will produce a Production Report of AETNA AE1 AE2 etc insurance codes See Using Wildcards below If you select an insurance company ies this user option will change the payments reported to Primary Insurance Only 13 Insurance Company Totals Only 11 This User Selected Category works in conjunction with the above Insurance Company category 10 and defaults to NO If you designate an insurance company ies in 10 and leave 11 as NO the selected insurance carrier s will print with full procedure code detail grouped by insurance company If you designate an insurance company ies in 10 and change 11 to YES the selected insurance carrier s will be printed as a one line subtotal without th
70. prompt This feature is also a handy way to find patients who have changed their last name or for finding family members by searching all patients under the same policy number Pop Up List Windows F5 Patient Adding Charges Patient Age 37 MR Insured 1 Insured 2 SARA MITCHELL CARLTON MITCHELL CARLTON MITCHELL 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD MANHATT DIAGNOSIS CODES 300 21 865 04 TRAUMATIC SPLENIC RUPTURE i 131 01 TRICHOMONAL VAGINITIS 2 381 1 MPANQ RO 3 383 0 633 1 TUBAL PREGNANCY PgUp PgDn Home End Search Next Eu Enter Esc Pop up list windows can be used wherever you are asked for input from one of the System s list files These pop up list windows include Doctors Zip Codes Providers Insurance Companies Diagnosis Codes Procedure Codes Drugs and Allergies Just hit F5 at any question that asks for input from one of these lists Use the arrow keys to highlight your choice and then press Enter It you are not sure a pop up list window is available press the F1 Help Key 24 Section A SYSTEM CONVENTIONS When you enter a pop up list window you will see instructions listed at the bottom of the screen The letters S in search N in next X in exit the arrows and cursor control key labels are highlighted If these letters do not appear brighter on your screen you should adjust the brightness and contrast controls on your monitor The f and keys sc
71. running this utility to show the changes made WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type FIXFAM Enter FIX FAMILY ACCOUNTS The names of heads of accounts will be listed first followed by the patient account numbers of family members DONE WARNING THIS PROGRAM EXECUTES WITH NO OPTION TO ABORT Notes 202 Section D POCDOC FIXINS The FIXINS utility checks patient s insurance company information During the rewrite process if errors are detected the insurance information for that patient is cleared WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type FIXINS Enter FIX INSURANCE INFORMATION ENTER FIRST PATIENT NUMBER Enter the number of the patient where this utility is to begin or press Enter to exit ENTER LAST PATIENT NUMBER Enter the number of the patient where this utility is to end and press Enter REWRITE FILES Enter Y or N Enter HARD COPY Enter Y or N Enter CHECKING INSURANCE INFO or CLEARING INSURANCE INFO The patient s name and number will be printed if an error is detected BAD INSURANCE INFORMATION DETECTED FOR PATIENTS OR BAD INSURANCE INFORMATION CLEARED FOR PATIENTS When finished the program will loop back to ENTER FIRST PATIENT NUMBER To exit press Enter Notes 203 Section D POCDOC FXDATES The FXDATES utility ensures that all patients have a good record in the D
72. software directly from the designers Professional Systems Corporation PSC it is important you read the information contained in this chapter Doing so will help to ensure your satisfaction eliminate any misunderstandings and make the installation and continuing support of your System everything you wish If you purchased your POC software from a POC dealer you should review the support policy of you dealer Support Policy Support is available from 7 00AM to 5 00PM PST Monday Wednesday Friday and 10 30AM to 5 00PM PST on Tuesdays and Thursdays Please have your serial number ready You can find it on the upper right corner of any POC disk label If your call is not taken immediately our policy is to return your call within 60 minutes and our average response time is 20 25 minutes This policy is modified to 3 hours during new update periods Calls received after 4 45PM will likely be returned the following day Our Customer Support numbers are Voice 310 603 0555 Fax 310 603 0581 Modem by prior arrangement We encourage you to call Customer Support for any POC related question We strongly encourage you to explore POC s on line help screen tutorial and of course this manual Clients who purchased their software through a POC dealer must call their dealer for support It is also possible to schedule an appointment call by making arrangements with our support department 24 to 48 hours in advance This type of arrangem
73. takes us back to the main Selection List This takes us to Recall Notices from the main Selection List 151 Section C BI ANNUAL CHECKUP REPORT RECALLS Recall Notices What do you wish to do SR Set recall date for patient RD Recall designated patients LV Recall patients by date of LAST VISIT LS Recall patients by LIST RE Review patient recalls AC Access recall messages AS Appointment reminder recalls Please enter your choice LS_ LS Enter We want to print our exam reminder from our newly created list NOEXAM Enter Remember we named our list NOEXAM Recall Patients Message 3 of 3 Our records indicate it has been two years since your last eye exam Regular examinations are required to ensure healthy eyesight Please call our office at your earliest convenience so we may schedule your apporintment 8 00 to 5 00 at 310 603 0555 Enter NUMBER or press ENTER to view next A to Accept X to Exit 3 Enter Here you need to pick the exam notice The message number will vary from system to system A Enter We want to accept the current message Enter We re ready to print our notices N Enter When we ve aligned our forms we re ready to do the whole NOEXAM list Y Enter Yes all our forms printed Notes 152 Section C OB GYN DELIVERY ADMISSION REPORT OB GYN DELIVERY ADMISSION REPORT Scenario Barbara the Office Manager for Dr Lee s OB GYN practice needs to submit the
74. the Is This correct question the 21 Questions the diagnosis questions and put you at the Enter procedure code question NOTE Using either of these two commands will not bypass the first time you add charges to the account if the patient s ledger has insurance registered 45 Section B ADD CHARGES ICD Codes When entering a diagnosis you may enter the ICD code number or a special index number Alternately you may choose the ICD Code from a pop up list window by pressing F5 If an index number is used it must be preceded by an I The list of index numbers may be obtained by printing the ICD codes If the ICD code does not exist on the System the program will allow you to enter it while adding charges Refer to the chapter on ICD codes for assistance You may enter a One Time Only diagnosis by typing IO at the enter diagnosis prompt A One Time Only diagnosis does not become part of your permanent ICD list Patient Adding Charges Patient Age 37 M R Insured 1 Insured 2 SARA MITCHELL CARLTON MITCHELL CARLTON MITCHELL 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 1 413 9 ANGINA PECTORIS 3 427 31 ATRIAL FIBRILLATION 2 395 0 AORTIC STENOSIS 4 428 0 CONGESTIVE HEART FAILURE FEE SCHEDULE CURRENT BALANCE 244 95 Eum M M M er Enter Procedure Code s
75. the procedure code description field allows up to 27 characters not all insurance forms allow enough space for a description this long The red HCFA 1500 form doesn t allow for any description Depending upon the insurance form your office is using you may choose to shorten the description or simply allow the computer to truncate cut off the description when it prints the forms We recommend the description be entered with the most general word first i e X RAY FOREARM rather than FOREARM X RAY This allows similar procedures to be listed alphabetically in the pop up list window F5 112 Section B PROCEDURE CODE LIST Parallel Procedure Codes What follows may be confusing if you are new to medical billing or unfamiliar with computers Should you have difficulty we encourage you to contact our Customer Support department or your dealer Fortunately most carriers use the standard CPT coding method at this time which means this feature is seldom used anymore Some insurance companies require Procedure Codes which are different from the standard CPT codes This can be implemented with up to four separate Parallel Procedure Code files on the System The names of these files are RVSM Medicare RVSMC Medicaid RVSBS Blue Shield RVSCH Champus The Standard Procedure Code file is named RVS To create a Parallel Procedure Code file COPY the file RVS to the appropriate parallel file name From the main Selection List type SC
76. the report to see the reimbursement percentage procedure by procedure and take note of any trends Notes 149 Section C REFERRED PATIENTS REPORT REFERRED PATIENTS REPORT Scenario Ben the Office Manager for Dr Cohen s practice wants to see how many patients have been referred to their practice for the first quarter of this year who referred them and how much they ve collected year to date To print this report from the main Selection List type RP Enter This enters Referring Physician Report from the main Selection List Referring Physician Report What do you wish to do SI Print SINGLE referring physician AL Print ALL referring physicians Please enter your choice AL AL Enter We want to search all referring physicians 010195 Enter We need to set the second period for the first of the year 033195 Enter This is the last day of the quarter Y Enter Yes it s correct N Enter No we want all the detail Enter As soon as we press Enter our report will print The Report REFERRING PHYSICIAN REPORT FOR 01 01 95 03 31 05 04 15 05 PAGE 1 REFERRING PHYSICIAN PATIENT NAME BILLED COLLECTED NORMAN JOHNSON MD JODIE STEVENS 505 00 505 00 CARLTON MITCHELL 152 16 101 28 MARY ANNE BOWERS 325 19 325 19 CANDICE CLEAVER 319 94 0 00 DENNIS BRICKLIN 142 50 59 34 1445 59 991 61 150 Section C BI ANNUAL CHECKUP REPORT RECALLS BI ANNUAL CHECKUP REPORT RECALLS
77. titer eren 67 Security POG iia dado od dee edel 10 SELF on insurance forms 4 91 Separate Insurance Forms EU Set Parameters SETEME Lino dvs rope ttes ShortCuts nner edere Set Up Printer Six part Speedi mailer Skip alignment LOM 1s roit aet ee 31 Slow Performance 42 Sort List s 74 Standard Insurance Form 222 225 START OF DAY orreri E RA 67 Setfile 173 First Work Day of a New Month 37 N w Fiscal Y6 t iet ecatieteretiereree 38 Terminal Number S Yesterday s Transactions ind Statement type 102 State melts oon e eee Ob P 89 Statements third party sess 91 Stop Printing Super Bill oec tie aieo Billing Information Sheet 123 SUPPORT POLICY SYSTEM COMMAND cese 124 SYSTEM CONFIGURATION ee 164 SYSTEM CONVENTIONS eene 22 CPT and ICD Descriptions Date Format 55 OID Index Numbers 55 eene Keystroke Examples m Mini Selection List oett re Multi Terminal cose reete One Time Only axis Parallel Procedure Codes seal Patient Name pi Patient Number neret mentita P p Up Led gers oec ees Pop Up List Windows Printing Forms Program Version Information 23 Stop Printing Syst
78. to change an insurance code simultaneously for all patients in the data base The change will be reflected in Patient Information as well as in the Insurance List WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type CHGINS Enter CHANGE INSURANCE CODES ENTER OLD INSURANCE CODE Enter the code or just press Enter to exit ENTER NEW INSURANCE CODE Enter the new code and press Enter CHANGING INSURANCE CODES Hit Ht Hit Xx IS NOW ZZ DONE The numbers displayed on the screen are patients who are being changes as well as deleted patients who used to have the old code Notes 183 Section D POCDOC CHGSCRTY CHGSCRTY allows you to change the security code used to access the Billings Collections Report If you change the security code please notify Physicians Office Computer or your dealer of the change WHAT S ON THE SCREEN WHAT YOU DO Call POC Customer Support or your dealer for help running this utility Notes 184 Section D POCDOC CKBALDUE The CKBALDUE utility will show any discrepancy between the Patient s Ledger the accounts file and aging If a discrepancy does exist this utility may be used to either adjust the Patient Ledger by adding a modifying amount or to rewrite the accounts file to match the ledger In the adjustment or rewrite process the NET BAL will always be rewritten to match WHAT S ON THE SCREEN WHAT YOU DO From the System Comma
79. using the up and down arrow keys then by pressing the F9 key the System will display a window containing date of charge procedure code description and amount of charge ICD code s pertaining to the charge detailed breakdown of payment s and adjustment s by carrier or other type of payment and remaining open balance if any of the selected charge treating physician location where procedure was administered claim number statement status aging date of the selected charge and if the charge was added as a YNIF Yes No Insurance Form charge Can return to Patient s Ledger by simply pressing Enter The system will now retain statement and insurance print lines and remarks on the Patient s Ledger after Housecleaning if they fall within the user designated retention criteria The PgUp PgDn Home and End keys have been activated in Patient Ledgers A new Patient Ledger option screen for viewing and printing has been added Posting Payments You can now choose whether you want to set the default in Posting Payments to automatically adjust remaining balance or not The Check Register now has full editing capabilities You can view the Register on screen scroll up and down select the appropriate line and edit any of the previously entered information prior to printing and clearing the Transaction Report You can now post a co payment while in Add Charges Ability to past a G option Unapplied Credit type payment after
80. 19 05 ADJ Ins 1 Adj 12 08 01 90215 Enter page number f F9 PgUp PgDn Home or End X to Exit Sample of Patient Ledger with F9 key pop up window Patient 1 3 Insured 2 DWIGHT STEVENS 554 12TH STREET FALLS CHURCH VA 22042 Assign Assign Assign Assign 236 00 336 00 50 00 386 00 55 00 441 00 200 00 241 00 3 63 3 63 24 00 245 43 40 00 205 43 10 00 195 43 Phone 703 259 8704 12 08 04 90215 ICD 1 ICD 2 ICD 3 V22 2 NORMAL PREGNANCY Paid Adjusted Ist Insurance 40 00 10 00 2nd Insurance 0 00 0 00 3rd Insurance 0 00 0 00 4th Insurance 0 00 0 00 Other 0 00 0 00 Remaining Balance 0 00 I I I I 1 1 1 1 0 0 0 0 E INT HOSP EXAM INTERMED Treating Dr 1 Location 1 Claim 1 Aging Date 12 08 04 Statement Released Press ENTER to return 99 Section B PATIENT STATEMENTS PATIENT STATEMENTS Patient Statements PS Enter from the Selection List allows you to print statements control print options customize dunning messages and add finance charges Printing Statements You may print a single statement a range of statements or all statements for any one doctor or for all doctors In Alphabetical Order Statements may be printed in alphabetical order using the Print by List option in Patient Statements When asked for the name of the list file type ALPHA Enter Before using the ALPHA option be certain to first alphabetize your
81. 21 screen one of PI Patient Information Assign the carrier s doctor number from step one to each member patient question 22 screen one of PI Patient Information This method makes it easy to generate a variety of management reports including a quick list of the member patients 109 Section B POST PAYMENTS Unapplied Credit The Unapplied Credit feature allows you to post a payment or credit to a patient s account without disbursing it until a later time This feature provides many additional advantages and new variations of controlling the application of credit to an account Payments and adjustments appear on the patient s ledger but is not calculated in the Running Balance nor is it applied to any specific charge When you wish to apply the credit to specific charges you will select option H Disburse Unapplied Credit in Posting Payments A list of all available unapplied credits or a remaining balance of a partially posted Unapplied Credit will appear on the subsequent screen You indicate which credit is to be applied by selecting the applicable line number Then you proceed as you normally would when posting a payment by selecting the appropriate charge s to which you wish to apply the credit You can post all or any part of the Unapplied Credit If there is a balance remaining this will be displayed in parentheses on the patient s ledger Posting Payments Patient 1 1 M R 3488765402 Insured 1 Insured 2
82. 456 3341 see above see above see above STEVENS JODIE 703 259 8704 Enter appointment time date press V W CTRL V CTRL W ALTV ALTW or press ENTER to continue X to Exit The above screen appears when either viewing appointments or entering an appointment and hitting Enter at the time question POC allows you to easily navigate through the schedule a day a week or a month at a time POC will skip days usually weekends that were initialized as days off PATIENT 1 1 Appointments STEVENS JODIE Tuesday August 2 2005 703 259 8704 9 30 am 15 min 12 10 1946 BLUE CROSS INITIAL OFC VISIT Is this the correct appointment N You can enter and view additional information such as Insurance Company Date of Birth reason for appointment and time and date of appointment in the Appointment Scheduler Notes 55 Section B BATCH ADD CHARGES BATCH ADD CHARGES Under the Batch method of Add Charges BA Enter from the Selection List you may enter charges for more than one patient at a time The same procedures and charges will automatically be applied to all patients selected In general the same data entry methods apply to Batch Add Charges as in Add Charges Press F1 while in Batch Add Charges for more specific instructions at each question All procedures entered under Batch Add Charges will post to each patient s account with the same location of service and the same doctor n all cases the Batch Ad
83. ALANCE OVER 5 N A INSURANCE 11 N A 13 First Patient 1 14 Last Patient END DOCTOR 12 All Doctors 15 List 2 Years TOTALS 16 Patient s Totals OUTPUT LISTS 18 Incl 17 Primary Physician 19 Excl PRINT TO 20 Printer Enter NAME of list file 2YEARS 15 Enter We want to change the type of detail that is printed so that we know what is past due 2 Enter We want a detailed Open Charges report 14 Enter We want to use our Data Search created list 2YEARS Enter This is the filename we created in Data Search Enter We are finished changing the categories and are ready to rint Enter if you have a dot matrix printer now is when we put wide paper in the printer or change our printer to print at seventeen characters per inch condensed As soon as we press Enter our report will print We now have our report to review old charges so we can take the appropriate action Notes 143 Section C CLAIM DEADLINE REBILLING REPORT CLAIM DEADLINE REBILLING REPORT Scenario Stephanie the Office Manager for Dr Holzer s practice knows she has one year to submit a claim for Medicaid She needs to find all Medicaid patients with long overdue charges and generate a report showing each patient account the unpaid charges and aging so she can rebill the appropriate claims To print this report from the main Selection List type DS Enter This enters Data Search from the main Selection List
84. ANCE DOCTOR TOTALS PRINT TO 5 N A 11 N A 13 First Patient 1 14 Last Patient END 12 All Doctors 15 List NOPC 16 Patient s Totals OUTPUT LISTS 18 Incl 17 Primary Physician 19 Excl 20 Printer Enter NUMBER to be changed or press ENTER to print report X to Exit 1 Enter 3 Enter 14 Enter NOPC Enter Enter Enter We don t want credit balances We don t want to find patients who owe us money this leaves only Zero Balance 2 We want to use our Data Search created list This is the filename we created in Data Search We are finished changing the categories and are ready to print If you have a dot matrix printer now is when we put wide paper in the printer or change our printer to print at seventeen characters per inch condensed As soon as we press Enter our report will print We now have our report to review our old patients so we can take the appropriate action Notes 141 Section C OVER 2 YEARS AGING REPORT OVER 2 YEARS AGING REPORT Scenario Lydia the Office Manager for Dr Henry s practice wants to adjust some very old charges off the books and possibly turn the accounts over for collections She needs a report that will only show unpaid charges over two years To print this report from the main Selection List type DS Enter This enters Data Search from the main Selection List Data earch What do you wish to do
85. ATES file The dates are those entered in Adding Charges date of first symptom date first consulted etc Three fields in the DATES record are the index numbers of the providers entered in adding charges If any of these numbers point to a bad section of the provider list they will be set to zero WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type FXDATES Enter FIX BAD RECORDS IN DATES FILE COUNTING PROVIDERS HARD COPY Enter Y or N Enter CHECKING DATES FILE DONE Each record modified will be printed in its corrected form preceded by the patient number Notes 204 Section D POCDOC ICDFX The ICDFX utility ensures the integrity of the permanent diagnosis file WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type ICDFX Enter FIX ICD FILE TURN PRINTER ON PRESS ENTER WHEN READY Press Enter when ready The index numbers will scroll on the screen Any errors detected will be printed as follows DIAGNOSIS CODE ALTERED XX ERROR CORRECTED The program finishes with OLD ICD FILE DELETED NEW ICD FILE RENAMED Notes 205 Section D POCDOC OTOFX The OTOFX utility ensures the integrity of the one time only diagnosis file WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type OTOFX Enter FIX OTODX FILE TURN PRINTER ON PRESS ENTER WHEN READY Press Enter when ready The index
86. CHELL CARLTON MITCHELL 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 1 300 21 CHOLESTEATOME EXT EAR 2 381 1 CHRONIC SEROUS OTITIS MEDIA CURRENT BALANCE 125 00 FEE SCHEDULE 90040 Office Visit Brief 45 00 Is this Procedure Code A A ONE TIME ONLY Charge B Tobe PERMANENTLY added to system C Incorrect Please DELETE New Procedure Codes Diagnosis Codes and Zip Codes may be recorded as One Time Only s OTO s if you feel you will never use that code again and you do not wish to have it appear as part of your permanent list The code will be recorded as part of the one current patient s ledger PERMANENTLY the recommended method makes the code part of the permanent list with an index number assigned to it by the System After recording the new code it will appear in the list boxes for CPT s Dx s and Zips throughout POC Index Numbers For Procedure amp Dx s Patient 1 3 Adding Charges Patient Age 37 MR Insured 1 Insured 2 SARA MITCHELL CARLTON MITCHELL CARLTON MITCHELL 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 1 30021 CHOLESTEATOME EXT EAR 2 3811 CHRONIC SEROUS OTITIS MEDIA CURRENT BALANCE 125 00 FEE SCHEDULE THE INDEX NUMBER FOR THIS CODE IS 89 Please enter you choice _ When entering a procedure o
87. Contact POC Customer Support or your dealer for more information Notes 70 Section B CROSS POSTING REPORT CROSS POSTING REPORT The Cross Posting Report CP Enter from the Selection List is a total of all charges payments and adjustments between a patient s primary and treating physician s Cross posting happens when a patient has doctor 1 as his her primary physician and is then seen charged by doctor 2 A similar but not the same report is printed by the System as part of the Transaction Report at the end of every day Printing the Cross Posting Report The Cross Posting Report prints by primary physician and may be run at any time This report should be printed at the end of every month and safely filed for reference Clearing Report Totals The Cross Posting Report does not clear automatically It is designed to be cleared only by the operator Although this report can be printed any number of times the report totals should not be cleared until you have run the month end report and are ready to begin a new month PLEASE NOTE f this report is not cleared periodically it will slow down System performance Notes 71 Section B DATA SEARCH DATA SEARCH Data Search DS Enter from the Selection List allows you to search through all or a range of patient files by any combination of criteria Data Search What do you wish to do View search list criteria SC Set criteria for search Search
88. DER 1 OVER 90 DAYS REPORT Accounts Receivable USER SELECTED CATEGORIES BALANCE DUE 1 Credits AGING Current and over 2 Zero Balance over 30 days 3 Balance Owing over 60 days 4 Unapplied Credit over 90 days 10 over 120 days AMOUNT OF BALANCE OVER 5 N A INSURANCE 11 N A 13 First Patient 1 14 Last Patient END DOCTOR 12 All Doctors 15 List UNDERI TOTALS 16 Patient s Totals OUTPUT LISTS 18 Incl 17 Primary Physician 19 Excl PRINT TO 20 Printer Enter NUMBER to be changed or press ENTER to print report X to Exit 8 Enter We want accounts over 90 days 14 Enter We are going to use our UNDER list to print our report UNDER Enter This is the name our list Enter We are finished changing the categories and are ready to print Enter If you have a dot matrix printer now is when we put wide paper in the printer or change our printer to print at seventeen characters per inch condensed As soon as we press Enter our report will print Notes 139 Section C 0 BALANCE NO VISITS FOR 4 YEARS 0 BALANCE NO VISITS FOR 4 YEARS Scenario Van the Office Manager for Dr Leno s practice wants to see how many patients they have lost He wants a report that will only show patients who have a zero balance and have not had any procedures for over four years To print this report from the main Selection List type DS Enter This enters Data Search from the ma
89. E LIST You can easily change procedure code prices simply by entering the amount of the desire increase as a percentage You can do what if scenarios and printout a report to review your changes before making the changes permanent INSURANCE TYPE ST Procedure Codes What do you wish to do View Procedure Codes Print out Procedure Codes Add Procedure Code Change Procedure Code Delete Procedure Code Increase Prices Please enter your choice INSURANCE TYPE ST Procedure Codes Enter the percentage to increase prices by __ INSURANCE TYPE ST Procedure Codes What do you wish to do Round to the nearest penny Round to the nearest quarter Round to the nearest fifty cents Round to the nearest dollar Please enter your choice 114 Section B PRODUCTION REPORT The Production Report PR Enter from the Selection List shows the number of times each procedure has been performed and the corresponding amount billed collected adjusted and percentage of adjustment The report compares any two periods of time The time periods you choose may be in days weeks months or years User selectable options including wildcard filters allow the user to generate a wide variety of valuable management reports PLEASE NOTE You MUST use option B type payments to generate accurate reimbursement reports You cannot generate reports with data entered prior to version 5 0 to include payment and adjustment amounts PRODUCTI
90. E STEVENS SAME DWIGHT STEVENS 554 12TH STREET 554 12TH STREET FALLS CHURCH VA 22042 FALLS CHURCH VA 22042 Ins 1 BC BLUECROSS Ins 2 AE AETNA 12 08 94 00000BALANCE FORWARD 236 00 336 00 04 15 98 90620 CONSULTATION COMPREHENSIVE 65 00 65 00 o Patient Ledger 04 15 98 90620 CONSULTATION COMPREHENSIVE ICD 1 300 21 CHOLESTEATOME EXT EAR ICD 2 ICD 3 Paid Adjusted Treating Dr 2 Ist Insurance 0 00 0 00 Location 3 2nd Insurance 0 00 0 00 Claim 2 3rd Insurance 0 00 0 00 Aging Date 04 15 98 4th Insurance 0 00 0 00 Statement Updated Other 0 00 0 00 Remaining Balance 65 00 Press ENTER to return The above screen is a page from Jodie Stevens Enhanced Ledger The above example demonstrates how POC assigns a unique claim number to each claim it produces Enter claim number to edit 2_ You may access the Claim Editor in Bill Insurance or by hitting the F8 key To edit a claim enter the claim number and hit Enter Patient z Edit Claims CLAIM Insured 1 Insured 2 JODIE STEVENS 554 12TH STREET FALLS CHURCH VA 22042 1 First Sympton 2 01 94 Illness 2 First Consult 2 01 94 Certif Doctor 3 Return to Work Emergency No 4 Disability Prior Disability Type Document No 5 Ref Physician NORMAN JOHNSON MD Opinion 1st Ist 6 Ref Phy Exam 2 05 94 Surgery No Other Facility Payro Admit Disch Program Outside Lab MEDICAL LAB INC Same Similar 2 05 94 Medi Sta
91. ENT NUMBER Enter the number of the patient where this utility is to end and press Enter REWRITE PMAS FILE Enter Y or N Enter NOTE It is advisable to use N for the first run HARD COPY Enter Y or N Enter When finished the program will loop back to ENTER FIRST PATIENT NUMBER To exit press Enter The screen or printer will display the names and numbers of the patients who are were family members in the range specified The head of the family will have an H beside his her name Notes 188 Section D POCDOC CLRICD The CLRICD utility will clear the ICD codes from a patient or range of patients NOTE A designates the floppy drive WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type CLRICD Enter CLEAR ICD CODES FROM PATIENT LEDGERS ENTER FIRST PATIENT NUMBER Enter the number of the patient where this utility is to begin or press Enter to exit ENTER LAST PATIENT NUMBER Enter the number of the patient where this utility is to end and press Enter When finished the program will loop back to ENTER FIRST PATIENT NUMBER To exit press Enter The patient numbers being processed will be listed on the screen after each range is specified Diagnosis must be re entered through Add Charges for all patients listed Notes 189 Section D POCDOC The CLRINS utility clears all insurance from a patient or range of patients WHAT S ON THE SCREEN WHAT YOU DO
92. ER to be changed or press ENTER to print report X to Exit 135 Section C AGING REPORT PAST DUE NOTICES 7 Enter We want to first search all accounts over 60 days 15 Enter We want to change the type of detail that is printed 2 Enter We want an Open Charges detailed report so we can review the account before sending the notice 14 Enter We are going to use a previously generated list for input 0to60 Enter We are going to use the exclude list we created in the previous run 17 Enter We are going to create an output list that includes all patient accounts with charges over 60 days 60 Enter We are going to call our list 60 18 Enter We are going to create an output list that excludes all 0t030 Enter Enter patient accounts with charges over 60 days These patients have balances ranging from current to over 30 days We are going to call our list Oto30 We are done changing the categories and are ready to print Enter As soon as we press Enter our report will print and our list will be generated AR Enter This re enters Accounts Heceivable from the main BALANCE DUE 1 Credits AGING Selection List Accounts Receivable USER SELECTED CATEGORIE Current and over 2 Zero Balance over 30 days 3 Balance Owing over 60 days 4 Unapplied Credit over 90 days 10 over 120 days AMOUNT OF BALANCE OVER 5 N A INSURANCE 11 N A 13 First Patient 1 14 Last Patie
93. ES 21 25 03 01 02 90620 CONSULTATION COMPREHENSIVE 16 25 Enter range of dates OR Partially paid Enter NUMBER s of the charge s you wish to post against __ Payment and Adjustment Types Regular Open Item Manual Annotation Dates of Service Payment Reversal This is the simplest style of posting payments Payments entered are applied to the oldest outstanding unpaid charges This type is most useful for cash payments uninsured patients This option also called line item allows you to select on an individual basis or by range of dates the exact charges you wish to post against It is most frequently used when posting from an EOB Explanation of Benefits Open item allows you to enter the amount of adjustment for each charge When viewing a charge to post against that has an the asterisk means the charge showing is the remaining balance not the full charge PLEASE NOTE You MUST use this option when posting payment in order to generate accurate reimbursement Production Reports and open charge reports This works exactly like REGULAR with the ability to type a short note about the payment This option is the quickest way to Post Payments to a group of charges determined by the charges date s of service This method is used typically for posting from an insurance E O B f the payment is not sufficient to cover the total of the charges the payment and then any adjustment s will be applied from olde
94. IXED ENTER PATIENT TO CHANGE IF ANY REWRITE HARD COPY CHECKING DTR FILE CHECKING TRANSACTION FILES DONE Notes From the System Command prompt type DTRFX Enter Enter the desired terminal number or press Enter to exit Enter the patient number that you wish to change or press Enter Enter Y or N Enter Enter Y or N Enter 197 Section D POCDOC DXFIX The DXFIX utility will fix errors in a patient s list of diagnoses WHAT S ON THE SCREEN WHAT YOU DO From the DOS System prompt type DXFIX Enter TRACE Diagnosis amp FIX ERRORS TURN PRINTER ON PRESS ENTER WHEN READY Press Enter when ready ENTER FIRST PATIENT NUMBER Enter the number of the patient where this utility is to begin or press Enter to exit ENTER LAST PATIENT NUMBER Enter the number of the patient where this utility is to end and press Enter REWRITE FILES Enter Y or N Enter TRACING DIAGNOSIS When finished the program will loop back to ENTER FIRST PATIENT NUMBER To exit press Enter All names and numbers of patients in the range specified will be listed on the screen Any diagnoses that are deleted will have to be re entered through Adding Charges Notes 198 Section D POCDOC FILLEF The FILLEF utility writes a dummy record over a partial record This utility should only be run before running FIXERR or FIXINS WHAT S ON THE SCREEN WHAT YOU DO From the Syst
95. JODIE STEVENS SAME DWIGHT STEVENS 554 12TH STREET 554 12TH STREET Ins 1 BC BLUE CROSS Pol 6534435423 Ins 2 AE AETNA Pol 879234453 Ins 3 Pol Ins 4 Pol CURRENT BALANCE 241 80 UNAPPLIED CREDIT 0 00 Posting A Regular B Open Item C Manual Annotation D Dates of Service E Refund F Payment Reversal G Post Unapplied Credit H Disburse Unapplied Credit Enter the LETTER of your choice Patient Ledger Patient 1 1 Phone 703 259 8704 M R 3488765402 Insured 1 Insured 2 JODIE STEVENS SAME DWIGHT STEVENS 554 12TH STREET 554 12TH STREET FALLS CHURCH VA 22042 FALLS CHURCH VA 22042 Ins 1 BC BLUE CROSS Pol 6534435423 Assign Ins 2 AE AETNA Pol 879234453 Assign Ins 3 Pol Assign Ins 4 Pol Assign Page 1 01 09 04 00000 BALANCE FORWARD 336 80 336 80 01 09 04 90215 INIT HOSP EXAM INTERMED 50 00 386 80 0 01 09 04 76850 DIAGNOSTIC ULTRASOUND 55 00 441 800 01 09 04 PMT Personal CK 200 00 241 80 08 01 05 PMT Per Ck 10055 50 00 50 00 241 80 Running Balance 241 80 Enter page number 1 F9 PgUp PgDn Home or End X to Exit 110 Section B Patent 1 3 M R 3488765482 JODIE STEVENS 554 12TH STREET Patient Ledgers Insured 1 SAME FALLS CHURCH VA 22042 Ins 1 BC Ins 2 AE 12 08 94 12 08 94 12 08 94 12 08 94 04 15 95 04 15 95 10 09 97 At such time as when the user wishes to disburse the unapplie
96. LANCE 125 00 FEE SCHEDULE DATE CODE DESCRIPTION CHARGE UL OD 1 04 15 95 90250 HOSPITAL VISIT LIMITED 22 50 1 1 2 1 23 Enter NUMBER of charge to be changed _ In the above example to the right of CHARGE is U L D DX S U is for the number of units L is for the location of service D is for the treating doctor DX S is for the corresponding diagnosis of that charge line Recording Charges Options YBL Enter for Yes Bill Later allows you to record charges to the patient s ledger and delay printing an insurance form for the charges under the Current option of the Bill Insurance program The charges will not be printed on an insurance form until a future date when you have recorded additional charges with the Y Enter Yes option However with the Single All or Range insurance billing options in Bill Insurance YBL is overridden and these charges will be printed YNIF Enter for Yes No Insurance Form allows you to bill the patient for charges Patient Statements and NEVER have them print on an insurance form This is commonly used for charges the insurance company does not cover or where a patient may not wish the insurance company to know about specific procedures well patient physical HIV testing etc YNIF will override the YP Patient Statement flag and allow the charge to be printed on the next statement 51 Section B ADD CHARGES Recall and Drug Question
97. Le aes eae 136 80 12 08 05 90215 INTHOSPEXAMINT 1 5000 ies EN ES 2s PE ad Pis asi 50 00 12 08 95 76850 DIAG ULTRASOUND 1 5500 beg us eus ae Ts 55 00 HHHHHHHEHHHHHHH HHHHHHHEHHHHHHHHHHHHHHHHHEHHHHHHHHHHHHEHHEHHHHHHHHHHHHEHHHHH HHH HHH RE F4tttttttt ttt ttt bette ttt 12 08 95 00000 BALANCE FWD 1 336 80 1 2 MITCHEL CARLTON BALDUE CURRENT 31 60 61 90 91 120 OVER120 LASTPMT AMOUNT FORM PHONE 213 456 3341 0 12 08 95 88 16 Per CK 213 316 5578 PR 984367123 BS 76531290 MITCHELL FAMILY MEMBERS 1 3 MITCHELL SARA BALDUE CURRENT 31 60 61 90 91 120 OVER 120 LASTPMT AMOUNT FORM 125 00 125 00 SVC DAT oD DESCRIPTION i EXT AMT Bi 1 PMT INS 2 PMT INS 3 PMTJINS 4 PMT jJOTHER AMT em ADJ ADJ ADJ ADJ ADJ Output Lists The Accounts Receivable Output List option allows you to name and create a special computer file This special file contains the patients your AR criteria included category 17 or excluded category 18 by running your Accounts Receivable report This AR report can be customized by any allowable group of choice s within Accounts Receivable At a later time the list can be used and reused in Patient Ledgers Encounter Forms Accounts Receivable Recall Notices Mailing Labels Production Report and Patient Statements These Accounts Receivable Output Lists can be used throughout POC wherever the System allows you to print By List T
98. N THE SCREEN WHAT YOU DO From the System Command prompt type RANDREAD Enter RANDOM READ ANY OL FILE ENTER FILE Enter the drive assignment plus the name of the file i e A TRANSREC or press Enter to exit ENTER RECL Enter the record length and press Enter ENTER RCD Enter the number of the record you wish to read or press Enter to exit After displaying the record on the screen the program will loop to ENTER RCD Enter the number of the next record you wish to read or press Enter to exit If you just pressed ENTER the program will loop back to ENTER FILE Press Enter to exit Notes 208 Section D RANDRITE POCDOC RANDRITE allows you to write to any specified record in a file This is a powerful and dangerous utility which will cause permanent damage to data files if not used correctly Call POC Customer Support or your dealer before using this utility WHAT S ON THE SCREEN WHAT YOU DO RANDOM WRITE ANY OL FILE WARNING THIS PROGRAM IS POTENTIALLY DANGEROUS PLEASE CONSULT PRODUCT SUPPORT ENTER FILE ENTER RECL ENTER RCD From the System Command prompt type RANDRITE Enter Enter the drive assignment plus the name of the file i e ASTRANSREC or press Enter to exit Enter the record length and press Enter Enter the number of the record you wish to change or press Enter to exit The screen will display the reco
99. NDEX NUMBER THERE IS NO WAY TO RE INDEX THE CODES YOU CAN CHANGE THE INDEX NUMBER ON YOUR SUPER BILL BUT NOT IN THE SYSTEM DATA Tutorial Mode ELECTI LIST Tutorial z TERMINAL 1 Date 04 15 95 The Physician s Office Computer Tutorial System is now active The system will now proceed prompts with a help screen such as this until the Tutorial is deactivated from the main selection list by typing TUTOR again Active keys Enter Page Down Page Up and Esc Small arrows on the right side of the tutorial Billing Collection Report Bill Insurance DL Drug List First Report of Work Injury The System may be placed in TUTORIAL MODE by typing TUTOR Enter at the main Selection List Once in the tutorial mode POC will precede all questions with a help screen We recommend the new user take advantage of the tutorial mode until familiar with the use of POC You may turn the tutorial mode off by returning to the main Selection List and type TUTOR Enter again After turning off the tutor you may pull up the same help screens by hitting F1 28 Section A SYSTEM CONVENTIONS Patient Name and Patient Number Adding Charges Enter Patient Name or Number 999 POC assigns a two part patient number to each patient The first part is the patient s primary physician from New Patients Patient Information and the second part is the patient s account number i e 1 999 When entering a patient s account number you
100. OMPUTER SOFTWARE clause at 252 227 7013 Contractor manufacturer is PSC 1250 E 223rd Street 116 Carson CA 90745 Should you have any questions concerning this Agreement or if you desire to contact PSC for any reason please contact in writing PSC Customer Sales and Service 1250 E 223rd Street Suite 116 Carson Ca 90745 Section A PRE INSTALLATION PRE INSTALLATION STOP BEFORE PROCEDING ANY FURTHER PLEASE READ ALL INSTALLATION INSTURCTIONS THAT CAME WITH YOUR SOFTWARE The installation instructions and security procedures have been sent to the registered Licensee of the software Doctor 1 as recorded for your office or in the case of a billing service the owner of the billing service Because of the new security features and to assure complete compliance with the new HIPAA regulations the software should be installed by your authorized system administrator Your authorized system administrator will have been designated in writing to Professional Systems Corporation by the registered Licensee of the software If this information is not on file with our office we may not be able to assist your office in loading the software until such a time as this information is properly provided Professional Systems Corporation has made every effort to put unto place the procedures necessary to maintain the confidentiality of the system administrator information We also have established procedures for the proper handlin
101. ON REPORT Production Report USER SELECTED CATEGORIES DATES OF SERVICE PROCEDURE CODES 1 Period 41 04 01 95 04 15 95 6 Range N A 2 Period 42 01 01 95 04 15 95 7 Filter N A TOTALS PATIENTS 3 Grand Totals Only NO 8 MR Filter N A 4 By Type of Service NO 9 ByList N A 5 Doctor ALL DOCTORS 10 Ins Co N A 11 Ins Co Totals Only NO PAYMENTS 12 Don t include payments 13 Primary insurance only 14 All insurance payments 15 All payments Enter the NUMBER you wish to change X to Exit _ Categories Dates of Service 1 2 The System defaults to the current month to date and year to date If you only wish to report one period set both periods to the same range of dates Grand Totals Only 3 The System defaults to NO The default prints all detail on individual reports for each doctor number plus a detailed grand totals report of all selected doctors If you change it to Yes you will only receive the detailed grand totals report By Type of Service 4 The System defaults to NO The default allows all procedures to print in numeric alphabetical order If you change it to Yes the report will sort and print the procedures by type of service Doctors 5 The System defaults to all doctors You may choose one or multiple doctors as follows 1 3 5 7 Enter 115 Section B PRODUCTION REPORT Range 6 Filter 7 You can limit the report to only show a range of
102. ONCE WAIT for the current patient form to finish printing POC will then ask if you wish to stop printing This feature works when printing alphabetical lists ledgers insurance forms mailing labels encounter forms accounts receivable data search production report referring physician report and statements Multi User Multi Tasking Multi Terminal POC is able to Multi Task in single terminal mode through the use of the special POC function keys F2 F4 F6 F7 F8 F9 and F10 With an operating system that is capable of concurrent processing it is possible for POC with the Multi User option to be printing under one processor and the user to be performing daily activities under a second processor With the Multi User option POC can serve up to 99 workstations terminals or users HOWEVER it is not possible to be printing Insurance Forms or Statements on one terminal and at the same time to be entering charges or payments adjustments on a different terminal Nor is it possible to use terminals 2 99 while POC is printing the Transaction Report from terminal number 1 POC will automatically take the appropriate action when necessary to lock out specific functions to maintain the integrity of reports account data statements and insurance billing 32 Section A SYSTEM CONVENTIONS Don ts The Important Ones Don t skip the daily and monthly backup routine Don t skip the restoration procedure that tests your
103. Physicians Office Computer is the registered trademark of Professional Systems Corporation Phlhumicianms OFFICE COMPUTER Professional Systems Corporation All Rights Reserved Printed in U S A Professional Systems Corporation 1250 233rd Street Suite 116 Carson CA 90745 Sales 800 782 5214 Support amp Business 310 233 7370 Fax 310 233 7373 www pocusa com TABLE OF CONTENTS Section A Introduction Lacense Agreement ueteri 5 Pre Installation en iiit iet tette ttt 7 InstallattOn eite ttt etit ettet ss 8 Recent Enhancements eese 10 Support PONCY ettet rene 17 Introduction to POC eee bene 19 System Conventions eterne toe 22 POG Function Keys ioi eee 23 Data Entry Conventions eese 26 Don ts The Important Ones 33 Converting to POC 5er dedecus 34 Section B Using POC Starting POG saar eene 36 POC Selection List Alphabetical Order Accounts Receivable items 40 Add Charges ctn tette hts 45 Alphabetize Patients eerie 53 Appointment Schedules sess 54 Batch Add Charges 2 rmt 56 Bill Insur nc o tior etr rettet crt 57 Billings Collections Report 67 Clam Cal Data duerme ee 70 Cross Posting Report cre ee 71 Data Search esee iier 72 Doctor Information 2 einer TI Drag i Sener ne ee
104. Security Code TERMINAL 1 NP AC BA PP SB EF PL RL TR BR BI FR CP PR AR RP PS New Patients Add Charges Batch Add Charges Post Payments Super Bill Encounter Form Patient Ledgers Retired Ledgers Transaction Report Billings Collections Report Bill Insurance First Report of Work Injury Cross Posting Report Production Report Accounts Receivable Referring Physician Report Patient Statement Date 04 15 98 Doctor Information Patient Information Appointment Schedules ICD Code List Insurance Company List Procedure Code List Provider List Zip Code List Drug List Clinical Data Data Search Recall Notices Mailing Labels Alphabetize Patients Setup Printer System Command Exit Security Code For the sake of privacy the Billings Collections Report requires a security code When typing the security code which is case sensitive do NOT hit the Enter key This security code can be changed with a POCDCC utility you need to know the current code first and should be done under the supervision of POC Customer Support or your dealer Write the code down and store it in a safe place People do forget As a matter of policy POC will not give the security code to staff members Only the doctor or business principal may call to get the code We do not make exceptions to this policy System Date vs Transaction Date The Billings Collections Report accumulates dollar amounts ba
105. T BALANCE 189 00 FEE SCHEDULE gt 90620 CONSULTATION COMPREHENSIVE Is this correct Y N YB YO YO The YO Yes Override option allows you to use your standard procedure codes as the basis for modified One Time Only procedure codes When using the YO option an arrow will appear next to the field to change In the example above the arrow points to the procedure code 90620 to which you may add a modifier To change the price press Enter and the arrow will next move to the fee and allow you to change the amount To leave a field unchanged just hit Enter This option s most common use is to change a modifier or a fee on an occasional basis If you modify a procedure code with the same changes often you should make a permanent procedure code Multiple Procedures A POWER USER BYPASS COMMAND Patient Adding Charges Patient Age 37 MR Insured 1 Insured 2 SARA MITCHELL CARLTON MITCHELL CARLTON MITCHELL 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 1 300 21 CHOLESTEATOME EXT EAR 2 381 1 CHRONIC SEROUS OTITIS MEDIA 3 383 0 ACUTE MASTOIDITIS CURRENT BALANCE 125 00 FEE SCHEDULE eee eee Enter Procedure Code s 90040 85022 91030 84132 85650_ If you wish to add several Procedure Codes up to five on one line at the same time AND the procedures were performed on the same date for the same number of u
106. T INFORMATION 3256823568253 23 2463 987654321 2 Yes 10 4321 22 Yes Enter NUMBER to be changed Insured 1 or 3 Insured 2 or 4 1 Name 14 Name 2 Address 15 Address 3 City State Zip Code 16 City State Zip Code 4 Relationship 5 Sex amp Bdate 17 Relationship 18 Sex amp Bdate 6 Employment Status 19 Employment Status Ins Co 1 or 3 7 Insurance Code Name Address Phone Number and Contact Ins Co 2 or 4 20 Insurance Code Name Address Phone Number and Contact 8 Policy 21 Policy 9 Assign 10 Group 22 Assign 23 Group 11 Employer Name 24 Employer Name 12 Address 25 Address 13 City State Zip Code 26 City State Zip Code Insurance Screen Bypass A POWER USER BYPASS COMMAND When entering a patient s account number you may append an T for Insurance i e 99991 to bypass directly to the second screen the insurance screen Jump Back to Patient Screen A POWER USER BYPASS COMMAND When in the second or third screen of Patient Information the insured s screens you can jump back a screen by pressing Esc at the Enter Number To Be Changed question Please remember any changes made on screen two or three will NOT be saved when performing this function 94 Section B PATIENT INFORMATION F4 Patient Search You can search for a patient by their first name social security number phone number Medical Record Number Other ID
107. VERSE followed immediately by pressing the Enter key However you may use lower case for the actual data entry i e reverse Enter Spaces in data entry are shown as Space or when space is limited as a dark n space FORMATZA A key sequence containing a such as Shift Tab means you hold the shift key down while pressing the tab key The Help Windows and Tutorial Mode keystroke examples show the command in UPPER case and use the left and right bracket and T to enclose special keys Example REVERSE Enter 22 Section A SYSTEM CONVENTIONS POC s FUNCTION KEYS Help Windows F1 PT 1 MITCHELL 2 6281 HAW 3 MANHATT 11 SSA or ID 12 Other ID 13 Send Stam 14 Finance Ch 18 Rel of Info Yes 19 Fee Schedule Patient Information POC HELP SCREEN k m Here you enter a zip code or press the F5 key If you enter a zip code that is not in the permanent list the system will prompt you for the city and state You will then be given the option of adding to the permanent list or simply recording it as a One Time Only zip code Press Esc to exit 20 Dr 1 PHYSICIANS OFFICE COMPUTER 21 Ref Phy PATIENT S Zip Code At all POC questions prompts you may hit F1 to pull up a help window that contains question specific information In other words the help screen that comes up when you press F1 was written for the particular question curr
108. a for the tab setting In this example L NAMES is started at 2 followed by a space followed by F NAME For each NEXT FIELD prompt enter the following sequence L NAME at 2 at F NAMES at Literally Whenever you enter a variable name that is not in the list literally will appear On many occasions you will have mistyped a variable If you do answer N and then re enter the variable Sometimes however you may want a specific character a space string or number to be printed If so answer Y No matching variable If there is no variable for what you want to print the chances are that POC does not logically store that information When this is the case decide on the most appropriate place to store the information i e Pl DI or Provider List and print that variable When using the other telephone number field PH2 for this purpose you have to enter 8 characters in patient information If for example you want AM or PM for a time of an accident it would be necessary to enter AM or PM followed by six spaces The advantage of using variables in this way is increased by the facility to split up fields This can be implemented by typing the variable name followed by a 96 sign The System will first prompt for the print position at the FROM followed by TO These last two prompts are for the character positions in that field This means that a field such as ID2 can be used to hold totally unrelated information whi
109. alternate code for the same procedure required by some insurance carriers HMO s Parallel Procedure Codes are available for all procedures in POC if you need them most office don t If your System is set up for parallel procedure codes the code or index number entered will be from the standard CPT procedure code list Automatic translation from the standard code to any alternate code will be handled by the System when insurance forms are printed If the procedure code does not exist on the System the System will allow you to enter it during Add Charges If your System is set up with parallel codes you will be asked to enter the parallel codes as well as the standard code each time you enter a new procedure code permanently into the System Refer to the chapter on Procedure Codes for assistance Printing Forms Printing Statements Adjust printhead to LIGHT place paper in printer Turn printer on Press ENTER when ready X to Exi N At all questions where POC asks you to place forms in the printer and press enter when ready you may answer N Enter for No to skip the alignment form a POWER USER BYPASS COMMAND When choosing this option the System will immediately begin printing all forms as soon as Enter is pressed This option is for experienced users who know where to place each of the forms in the printer for correct alignment When printing ANY type of form you should 1 Have the printer paper tractors set to PULL the f
110. amily members YP Statements Option In New Patients when you select the YP option for the patient s statement the System will only print charges on a Patient Statement if the charge has been partially paid typically by insurance and or is beyond a cutoff date or number of days The cutoff date is set through the Dunning Message option of the Patient Statement program If a payment or adjustment was posted in Post Payments with the YNS option Yes No Statement then the charge will not appear on a statement until another payment is applied using the Y option to record See Post Payments and Patient Statements for further information Alternate Fee Schedule idi N Pati Dobbs Fred C 04 11 1895 Male 123 Gold Duct Lane 310 603 0555 Unknown Gold Fever NV 89999 800 782 5214 Not a student SSA or ID 123 45 6789 Other ID Send Statements Yes Finance Charges Yes Release of Info Yes Dr 2 John Stevens M D Bal Fwd Ref Phy Alternate Fee Schedule M_ The alternate fee schedule is designed to be used when you need to bill patients an amount that is different from your standard fee schedule on a regular basis use the YO option in Add Charges for occasional fee changes The alternate fee schedule designates a patient to use procedure codes other than the standard codes codes with no character in the sixth position By identifying a patient to use an alternate fee schedule the System will automatically look for a p
111. amp print patients Set range for search Load previous search Re initialize Sort List Please enter your choice Search Criteria Includes age or range of ages allergy birth date s by range doctor primary physician drug treatment ICD code s permanent and one time only insurance medical record number open charges other ID procedure code s by range of dates permanent and one time only provider number referring physicians hospitals labs etc sex treating physician by range of dates type of service by range of dates and zip code You may enter any number of search criteria to produce your report Data Search generates and or prints a list of all patients who match all the selected search criteria That is the search categories are inclusive You may also save the search list in the form of a computer file containing all patients included and or excluded in the search Up to 20 Data Search lists may be saved on the System at one time Once saved you can use the By List option in Patient Ledgers Encounter Forms Accounts Receivable Recall Notices Mailing Labels Production Report and Patient Statements Deleting a Saved List You may delete a previously saved list through the load previous search option in Data Search Enter the name of the list you wish to delete When asked Is this correct DEL to delete type DEL Enter Set Criteria D rch SEARCH CRITERIA Age OP Open charges Allergy OD Othe
112. and Enter From the F10 DOS prompt CAPOC Enter Notes 124 Section B TRANSACTION REPORT TRANSACTION REPORT The Transaction Report TR Enter from the Selection List is the computer version of the day sheet This report is a printed copy of every charge payment adjustment reversal remark and refund entered into the System since the last time the report was printed The Transaction Report lists all patient transactions entered regardless of the date of service Printing the Transaction Report The Transaction Report should always be printed at the end of every day or following morning Prior to clearing the report you may reprint as many reports as you like without affecting any totals Storing the Transaction Reports The Transaction Report provides hard copy backup of all transactions which along with the daily backup will be required whenever it becomes necessary to recover lost data They are the second safety net should your backups be defective For this reason the Transaction Reports should be filed safely away in chronological order A gentle nudge If your hard drive failed today would you have good backups Trial Transaction Report The Trial Transaction Report allows the user to print a Transaction Report of ONLY their day s activity their terminal You can print a Trial Transaction Report for your workstation only by selecting the TR option This provides direct access to your data entries
113. aning We will also send you the latest version of the utilities if there have been changes Running these utilities will ensure the data on the hard disk is error free which will prevent House Cleaning from crashing After running these utilities MAKE ANOTHER BACKUP AND STORE FOR A THIRTY DAY PERIOD To start the Housecleaning program at a command prompt in the POC directory type VxCLEAN Enter Before running Housecleaning be certain you have a supply of new formatted disks ready If you are not sure how many disks you will need start the Housecleaning program and enter the formatted retired disk capacity when asked at the beginning of housecleaning If backing up to 5 4 DD 360K disks enter 320 514 HD 1 2Mb disks enter 1040 3 DD 740K disks enter 620 3 HD 1 44Mb disks enter 1240 After verifying the capacity the System will tell you how many diskettes you will need Before beginning you should number these disks sequentially then label them with RETIRED LEDGERS and the date If you have any questions call POC Customer Support or your dealer Once the Housecleaning procedure is complete these disks will allow you to review an original Patient Ledger for all patients Time Required Adequate time must be allowed for Housecleaning The actual time is a function of the speed of your computer A Pentium machine will houseclean several times faster then an older 486 computer Likewise a Pentium IV machine wil
114. atements If you don t re alphabetize on a weekly basis the temporary file area that holds new patients becomes so large that patient searches by name become painfully slow Also patients who have had their names changed will not be found by name until re alphabetized You should print and update insurance forms or generate the Electronic Claims Submission ECS file on a regular basis By not updating claims Add Charges will become very slow Monthly Procedures Once per month and in the following order you should perform a full system backup see Backing Up in the Appendix print the Transaction Report optionally add finance charges and print another finance charge Transaction Report print the Accounts Receivable Report you may change User Selected Category number 2 to exclude zero balance patients otherwise do not change any categories print the Cross Posting Report print Patient Statements and then print the Billings Collections Report You should print an Accounts Receivable Report it can be a totals only report at least once per month The A R program has built in data integrity and error checking This will alert you to accounts that may have suffered a data problem 21 Section A SYSTEM CONVENTIONS SYSTEM CONVENTIONS Using This Manual POC s on line Help Window the F1 key is the primary reference source This manual is an additional reference source and contains important information
115. ay to make their payment A new feature in Patient Statements allows for the easy selection of three different statement programs Super Bills Encounter Forms If the user chooses to implement the new Superbill Mode it gives the Superbill program all the expanded functionality of New Patients Add Charges and Post Payments The Encounter Form has a new option that allows the user to not print the patient s account balance Mailing Labels Added DOB Date of Birth and Primary Doctor name to mailing labels New format program removes an unused address line thus avoiding any blank lines on mailing labels Printers Ability to select between multiple local printers from within POC at the Main Selection List Integrated support for HP LaserJet Series 3 4 and 5 printers and HP DeskJet printers Now it is much easier to make adjustments to the margin settings for these printers Aged Accounts Receivable Print an Aged Accounts Receivable report by insurance company within the AR User Options Note that this can also be accomplished in older versions of POC but must be set up within Data Search using the Set Criteria option Added Medical Record Number to AR Accounts Receivable printout When selecting the slow pay option of the Aged Accounts Receivable report the date of service is used to calculate the aging when the user has selected date of statement for normal aging Insurance company s phone number now prints out on the Accou
116. backups See the chapter on Backing Up in Section D the Appendix x Don t see if more data will fit on backup tape disk number 1 and leave it in the drive when the backup program says to insert tape disk number 2 The backup program will simply erase tape disk number 1 to make room for the additional data x Don t hit the reset button on your computer to stop a bad entry This interrupts the recording of information and can cause complete loss of all of your data Don t turn off the computer before entering EXefrom the Main Selection List If you do you will receive the TERMINAL IN USE message the next time you start POC x Don t try to outsmart POC with the SETFILE program You cannot use SETFILE to gain access to terminal 1 on more than one workstation at a time or use it to unlock files during a statement run etc S Don t leave your computer turned on when your electricity has gone out You should immediately turn the computer Switch off so the computer isn t damaged from the large voltage surge generated when the power comes back on 33 Section A CONVERTING TO POC CONVERTING TO POC Step 1 Prepare Converting to POC can be done efficiently with proper preparation Before you begin the conversion process first enter the doctor s name address and associated numbers in Doctor Information DI from the Selection List and in Set Parameters within Bill Insurance BI from the Selection List Step 2
117. be entered at the same time payments or adjustments are entered for a patient REFUNDS appear in a separate category in the Billings Collections Report under the primary doctor or the treating physician if the treating physician is indicated at the time the refund is entered In the Transaction Report refunds are listed separately under the primary physician Refunds will be noted as Procedure Code 00000 on the patient ledger and statement You may enter a REFUND regardless of whether the outstanding balance on the patient s ledger is positive or negative However a refund is like a negative payment and the System treats all refunds as charges when it calculates balances Payment Option Bypass A POWER USER BYPASS COMMAND When entering the patient s account number you may follow the patient number with the letter corresponding to the payment option you wish to use and the System will immediately skip to that option If you enter the patient number followed by an A the System will go immediately to the REGULAR option of Post Payments i e 1234A Enter for patient 1234 The patient number followed by a B will take you to OPEN ITEM a C will take you into MANUAL ANNOTATION a D to RANGE OF DATES You may also use these bypass letters appended to a Y response when asked Is This The Correct Patient i e YC Enter Cross Posting Payments Cross posting happens when you post a payment to a transaction that was performed by a doctor
118. ccess recall messages AS Appointment reminder recalls Please enter your choice LS_ We want to print our mid month past due notices from our newly created lists We are going to print our 120 day notices first Recall Patients 120 PLEASE CALL OUR BUSINESS OFFICE IMMEDIATELY AT 310 603 0555 Your account is over 120 days old and is seriously past due If we do not hear from you within 10 days we will refer your account for further collection action Enter NUMBER or press ENTER to view next A to Accept X to Exit A_ 2 Enter A Enter Enter N Enter Y Enter Notes Here you need to pick your 120 day notice The message number will vary from system to system We want to accept the current message We re ready to print our notices When we ve aligned our paper we re ready to do the whole 120 day run Yes all our notices printed This prompt loops us back to the Recall Notice selection list We need to print notices for each of the remaining lists 90 60 and S0 After we ve printed all notices we will sort them with the appropriate A R report and do a final review before mailing them 137 Section C UNDER 1 OVER 90 DAYS REPORT UNDER 1 OVER 90 DAYS REPORT Scenario Mary the Office Manager for Dr Kopp s practice wants to write off all old balances that are under one dollar She needs a precise report for these patient accounts To print this report from the main S
119. ce Forms Alphabetized Patient List Appointment Schedules Batch Add Charges Billing and Collections Clinical Data Cross Posting Report Data Search Sort List Doctor Information Drug List ECS Reports Encounter Forms First Report of Work Injury ICD Code List 15 Insurance Company List Enter number to be changed 1 1 LPTI 2 LPT2 3 LPT3 4 COMI 5 COM2 Enter port to print to Notes Mailing Labels Patient Ledgers Patient Statements Procedure Code List Production Report Provider List Recall Notices Referring Physician Report Retired Ledgers Superbill Transaction Report Zip Code List Patient Information 122 Section B SUPER BILL SUPER BILL Super Bill SB Enter from the Selection List allows you to enter a new patient add charges and post one payment in the fastest manner possible Super Bill was designed for cash patients so that the patient could be given a statement at the time of their visit Limited patient information is entered through the New Patient section of Super Bill Since no insurance questions are asked patients added to the System through Super Bill are automatically set to receive Patient Statements Any changes or additional information can be entered at a later time through the Patient Information program The same data entry methods apply to Super Bill as in the other corresponding programs except as noted here Only one payment may be entered at a time In Super Bill this payment is aut
120. ch can be split up in form printing Notes 221 Section D STANDARD INSURANCE FORM STANDARD INSURANCE FORM Many of our clients call us with questions about where they need to go in the POC software to change information that appears in a specific box on the HCFA 1500 form We thought it might be helpful to provide a list containing this information The following list is for the most typical information for a standard insurance claim form Each insurance company and or state may vary Item on HCFA 1500 Insurance Address at top of from Box 1 Insurance Classification Box la Insurance I D Number Box 2 Patient Name Box 3 Patient s date of birth Patient s sex Box 4 Insured Name Box 5 Patient s Address City State Zip Code Telephone Box 6 Relation to Insured Box 7 Insured s Address Insured s City ST Zip Box 8 Patient s Marital Status Employment Status Box 9 Other Insured s Name Box 9a Other Insured s Policy Or Group Number Box 9b Other Insured s Date of Birth amp Sex Option Screen in POC Insurance Company List Patient Insurance Information Patient Insurance Information Patient Information Patient Information Patient Insurance Information Patient Information Patient Insurance Information Patient Insurance Information Patient Insurance Information Patient Insurance Information Patient Insurance Information Patient Insurance Informati
121. code ALL patients who currently use the same code will have the change made to them too Changing A Code When changing a code entering an S Enter for Same in any field will leave that field unchanged Notes 79 Section B ENCOUNTER FORMS ENCOUNTER FORMS Encounter Form EF Enter from the Selection List allows you to print an Encounter Form for any or all patients The Encounter Form contains two parts The top part displays patient demographics diagnosis balance due and ledger notes You may customize the lower section of the form for your office With the proper design the Encounter Form can act as your Super Bill Designing the Form These forms may be designed using any ASCII editor or word processor in ASCII mode Be sure your word processor does not include any special control characters a common situation in non ASCII mode We suggest using DOS s EDIT program Here s what you do if you are using EDIT 1 From the DOS prompt in the POC directory type COPY Space EFM Space EFM SAV Enter 2 When the DOS prompt returns type EDIT Space EFM Enter File Edit Search Options TETANUS TOXOID IMM ARTHROCENTESIS M LG BLOOD GLUCOSE 20610 35 82943 EXT CARE FACILITY __ ARTHROCENTESIS SM i GAMMA GLOBULIN 20600 20 8811D EFC ONLY PATIENT FLU VACCINE SPIROMETRY OV LIMITED i EAR LAVAGE 90050 330 i 69210 320 M ANEOUS PRO OD 2 e
122. code for crossover claims N A BS Enter Enter insurance company code to skip over MC N A In the parameter section for the Blue Shield form Enter insurance company code for crossover claims CH N A Enter insurance company code to skip over N A M Enter Left Margin The margin on the standard HCFA 1500 is set at one This assumes a margin of 1 2 for the tractor hole strip If your margin is wider enter the difference in 1 10 between yours and the standard 1 2 For example if your margin is 7 10 i e 2 10 larger than the standard enter your margin setting as 2 Tab settings on the sample format are measured from the left perforation Number of charge lines This refers to the logical lines normally one to every second physical print line Some forms have two lines of detail for each charge This is considered one charge line Number of lines from the first line in the charge section to the first line in the bottom section The first line in the charge section is the first possible print line normally only used when doubling up The first line in the bottom section is the position at which the first variable is printed after the charge line section normally total charges The lines are measured in 1 6 and are inclusive 220 Section D INSURANCE FORM GENERATOR TOP OF FROM Begin printing where another variable stops If you need to start a variable at the end of another variable i e L NAME F NAME you use
123. criptions ue itr teret CREDIT Unapplied eerte Cross Posting Paymiehls nises eco erstes CROSS POSTING REPORT ae Clearing Report Totals sssss Printing Report Totals tn 70 Cutoff Dale eese conie terere rine err ruin 89 102 D Daily Procedures eie nitentes 21 Data Entry Conventions is DATA SEARCH 16 72 By List Deleting List 5i escis 72 Exclude Eit econtra entere 74 Generate an ASCII Mail Merge File Insurance Company Criteria NOT Fur A Open Charges Or Logic Saving or Printing Lists ase Set CHIE cn rro ede eee 72 Sort DASE RM M Wildcards Data Format 52 ed etr niter dmi e ie Day Slieet i aei oci dir estrena Delete Insurance m Del tins a Lis etr tho 72 Deleting and Insured ere eed 90 Deposit slip DeskJet Diagnosis Codes wee i DOCTOR INFORMATION 15 77 Group Billing icone one ees 78 DON TS ihe DOS prompt cii dirette ita 124 DOS Shell ttr er ra cotes 26 Drug Codes ss TO DRUG LIST sc TO Dr g Questo cuoi eei ettet de inte 52 Drug treatment question esee 164 Duplicate Patients nicer nose esters 92 Duplicating A Patient rere 88 Edit CL aires uisi eese Leere aa 10 61 62 Electronic Claims Submission 10 63 66 ENCOUNTER FORMS oracino 80 ennab Du p
124. ction List type DS Enter SC Enter This takes us to Data Search We need to set the criteria for the search Data earch SEARCH CRITERA Age OC Open charges Allergy OD Other ID Brith date PC Procedure code Doctor PV Provider Drug treatment SX Sex ICD diagnosis code TR Traeating physician Insurance company TS Type of service Medical record ZC Zip code Please enter you choice AG_ AG Enter We are going to use an age search 20 199 Enter We are setting our age range 20 to 199 years old Y Enter Yes this is correct SX Enter We want to find only male patients M Enter M for Male Enter We are finished setting the criteria SP Enter Now we are going to search our patients Y Enter Yes we want to print this report Enter Go ahead and print it Y Enter Yes we want to save the list HAIRY Enter We are going to call our list HAIRY N Enter No we don t want a list of excluded patients Enter Let s go back to the main Selection List ML Enter We are ready to print our mailing labels 156 Section C NEW DRUG CURE REPORT LABELS Maii Label What do you wish to do Print SINGLE patient labels Print ALL patient labels Print RANGE of patient labels Print LIST of patient labels Print INSURANCE companies labels Print PROVIDER labels Please enter you choice LS_ LS Enter We want to print by list HAIRY Enter We need to tell it the name of our list Patient L
125. ctors 15 List N A TOTALS 16 Patient s Totals OUTPUT LISTS 18 Incl 17 Primary Physician 19 Excel PRINT TO 20 Printer Enter NUMBER to be changes or press ENTER to print report X to Exit By selecting Balance Due option 4 you can run an AR Report that shows all unapplied credits This provides an easy method of balancing accounts and allows you full control over how and when a credit is applied on a patient s account 41 Section B ACCOUNTS RECEIVABLE Slow Pay Insurance Report 11 USER SELECTED CATEGORIES BALANCE DUE 1 Credits AGING Current and over 2 Zero Balance over 30 days 3 Balance Owing over 60 days 4 Unapplied Credit over 90 days over 120 days AMOUNT OF BALANCE OVER 5 N A INSURANCE 11 Medicare 13 First Patient 1 14 Last Patient END DOCTOR 12 All Doctors 15 List N A TOTALS 16 Patient s Totals OUTPUT LISTS 18 Incl 17 Primary Physician 19 Excl PRINT TO 20 Printer What do you wish to do The System will print an AR report of all charges pending insurance payment if you choose an insurance company for category 11 and say Yes to the slow pay insurance question Open Charges 16 Accounts Receivable USER SELECTED CATEGORIES BALANCE DUE 1 Credits AGING Current and over 2 Zero Balance over 30 days 3 Balance Owing over 60 days 4 Unapplied Credit over 90 days over 120 days AMOUNT OF BALANCE OVER 5 N A
126. d CH Champus Champva RP Responsible Party OT Other Medigap ID Number s In order for Medicare claims to crossover to the appropriate carrier you must include the carriers Medigap ID number when creating a new insurance code The carrier s code is available from your Medicare carrier Changing A Code When changing an insurance code entering an S Enter for Same in any field will leave that field unchanged 84 Section B MAILING LABELS MAILING LABELS The Mailing Label program ML Enter from the Selection List will print selected patient s name s address es and zip code s and insurance company s or providers name s address es and zip code s You may also include a patient s medical record number and or telephone number if desired PLEASE NOTE use standard kinch X 32 inches labels one to three across or 1 inch X 4 inches two across for laser or deskjet printers Insurance Mailing Labels POC can print insurance mailing labels to simplify the handling of paper claims To print insurance mailing labels you need to print your current insurance forms first This allows POC to build a list of labels to print After your insurance forms are completed you can print the corresponding insurance labels in POC s Mailing Labels program with the IN option Notes 85 Section B NEW PATIENTS NEW PATIENTS New Patients NP Enter from the Selection List allows you to enter new patients their demograph
127. d INS A at 3 ENTER NEXT Field B F I DEL or Q 217 Section D INSURANCE FORM GENERATOR Change a Current Setting To change the CURRENT SETTING type in the new variable and press Enter In the setting above the INS A has the wrong tab number To change the setting re enter the variable press Enter and after the prompt at enter the correct number 2 and press Enter After the entry the screen will appear as follows LAST FIELD and Column entered INS A at 2 CURRENT SETTING for NEXT Field 1 PRINT ENTER NEXT Field B F I DEL or Q Move Backwards Through the Fields To go back to variables already passed type B Enter at the cursor prompt The System will ask HOW FAR allowing you to specify the number of entries to move back Move Forwards Through the Fields To jump forward through the fields type F Enter at the cursor prompt The System will ask How Far allowing you to specify the number of entries to skip You can enter END to jump to the end Delete To delete the CURRENT SETTING type DEL Enter Insert To insert a variable between the LAST FIELD and the CURRENT SETTING type I Enter The CURRENT SETTING will appear as NONE allowing you to add a new variable LAST FIELD and Column entered M CURRENT SETTING for NEXT Field NONE ENTER NEXT Field B F I DEL or Q Exit File After editing a file be sure you are at the end of a section before entering Q for quit If you exit
128. d Charges program will designate Diagnosis 1 on each patient s ledger for the charge s entered For this reason be certain the correct DX is in position 41 for each of these patients Maximum Transactions and Patients A maximum of 14 transactions for up to 20 patients may be entered and recorded at one time in Batch Add Charges Transaction Summary Batch Posting of Patients 07 01 05 1 STEVENS JODIE 1 1 1 BIRTH DATE 12 10 46 2 MITCHELL CARLTON 1 1 2 BIRTH DATE 01 01 54 3 MITCHELL SARA 1 1 3 BIRTH DATE 09 22 57 4 MITCHELL CARL JR 1 1 4 BIRTH DATE 10 05 79 5 BOWER MARYANNE 1 1 5 BIRTH DATE 06 22 60 PROCEDURES DATE CODE DESCRIPTION CHARGE U L D 1 07 01 05 90500 BRIEF EXAM E R NEW PT 28 00 1 14 1 2 07 01 05 85022 CBC 12 50 1 14 1 3 07 01 05 81000 URINALYSIS 11 50 1 14 1 Adding Charges Please Check the Printed List VERY CAREFULLY before proceeding DO YOU WANT TO RECORD ALL CHARGES TO ALL PATIENTS ON THE PRINTED LIST Before permanently recording charges for multiple patients in Batch Add Charges the System will print a summary of all patients and all charges entered Make sure you verify that all the information entered is correct BEFORE permanently recording charges under the batch method 56 Section B BILL INSURANCE BILL INSURANCE Bill Insurance BI Enter from the Selection List allows you to print paper claims and optionally generate Electronic Claims Submission
129. d credit the charge s BLUE CROSS AETNA BALANCE FORWARD INT HOSP EXAM INTERMED DIAGNOSTIC ULTRASOUND Personal CK COMPREHENSIVE EXAM NEW PT CALORIC VESTIBULAR TESTING Blue Cross Payment Ck 1001 100 00 POST PAYMENTS Phone 703 259 8704 Insured 2 DWIGHT STEVENS 554 12TH STREET FALLS CHURCH VA 22042 is are selected by line number as in a B Option or open charge type of payment This feature provides many additional advantages and new variations of controlling application of credit to an account 1 From the Posting Payments menu select option H Disburse Unapplied Credit 2 Next you will be prompted for which unapplied credit the user wishes to disburse unapplied credits select the applicable credit by line number If there are multiple 3 The next screen will display all currently open charges Select the appropriate charge s by line number s 4 The charges will be displayed one by one Enter Y or N to accept application of credit or to decline it The disbursement of the unapplied credit will be reflected on the Patient s Ledger as follows Patient 1 3 M R 3488765482 JODIE STEVENS 554 12TH STREET Patient Ledgers Insured 1 SAME FALLS CHURCH VA 22042 Ins 1 BC Ins 2 AE 12 08 94 12 08 94 12 08 94 12 08 94 04 15 95 04 15 95 10 09 97 10 15 97 BLUE CROSS AETNA BALANCE FORWARD INT HOSP EXAM INTERMED DIAGNOSTIC ULTRASOUND Personal CK
130. dem and telecommunications software hyperterminal will work in most cases to complete your ECS setup It may also be possible to transmit to some carriers via the internet Please check with your carrier A general overview to produce and transmit an electronic claims file 1i Choose the EC option 2 The ECS file is generated by the System and a pre submission report is printed showing the patients claims charges and any erroneous data that would cause claims to be rejected 63 Section B BILL INSURANCE 3 Correct the erroneous data if necessary This may require you to change information in Patient Information Add Charges and or Doctor Information Regenerate the ECS file until it comes out error free 4 Transmit the file when convenient The file stays on the System until you delete it POC currently has ECS available for most major commercial carriers using the ANSI 4010 A1 fortmant Medicare and most states Medicaid Medicare Claims What do you wish to do GE Generate electronic claim file PE Pregeneration error check PR Print reports and lists RB Rebill claims VU View a claim file CH Change submitter information DE Delete old ECS files Please enter your choice The procedures for processing Electronic Claims can vary depending on the carrier to which you will be transmitting your claims These variations could be subtle or significant For the purposes to provide a general overview w
131. des Clear insurance information Clear a patient ledger Clear workers comp information Count records in a file Delete unused ICD codes Delete patients Delete unused CPT codes Correct bad records in DTR files Trace and fix diagnoses Patch bad ledger and responsible party records Find patient transactions Detect and fix ledger errors Reconstruct family accounts Detect amp correct insurance errors Correct the dates file Ensure the integrity of the permanent diagnosis file Ensure the integrity of the one time only diagnosis file Pad a PMAS record Read a record Write a record Replace a record Ensure the integrity of the RVS file Detect errors in family accounts Detect errors in ledgers Uncross posted transactions 178 Section D POCDOC COVERING A PATIENT If there are errors in a patient s record it may be necessary to re enter the patient and write over the patient s old record using either the NUMBER or XNUMBER utility function Always try NUMBER first If you encounter an error using NUMBER then use XNUMBER If it is necessary to use XNUMBER on a family member please note that you must run the FIXFAM utility immediately after completing XNUMBER NOTE Before covering a patient carefully read the section called RE ENTERING TRANSACTIONS How to use the NUMBER and XNUMBER functions WHAT S ON THE SCREEN WHAT YOU DO FROM SELECTION LIST Enter NP for New Patients Enter Re enter patient infor
132. detection If you wish to perform error detection without printing a report you may choose Option 3 of user parameter 20 A R Print Options 20 The Accounts Receivable report may be redirected to a computer file instead of your printer This enables a terminal on a multi terminal system to quickly generate the report printing to a file is much quicker than printing to a printer thereby reducing the demands on the system s file server This enables the other workstations to return to normal performance levels much sooner The user can then print a hard copy report after the System is finished generating the print file This can be done two ways 1 Immediately upon completion the System will ask if you want to print the report If you do answer Yes 2 You may desire to print the report later The System automatically names the file for you The file name if printed by Terminal 1 will be AR1 AR If printed by Terminal 2 it will be AR2 AR To print the report generated by Terminal 1 at the main Selection List type SC Enter PRINT Space AR1 AR Enter OR TYPE Space AR1 AR gt LPT1 Enter When finished hit Enter to return to the main Selection List Ad Section B ADD CHARGES ADD CHARGES Add Charges AC Enter from the Selection List allows you to enter procedures insurance claim information diagnosis charges and charge reversals to patients ledgers In Add Charges when POC asks for the patient
133. e Enter DOS Shell F10 At any time except at the main Selection List you may hit F10 and the System will exit to a DOS shell When finished just press Enter until the System returns to the precise point where you pressed F10 with no loss of data Data Entry Conventions Date Format When a date is requested except birthdates enter only six digits in the mmddccyy format Do not enter slashes or hyphens For example January 9 2005 would be entered as 010905 Birthdates are eight digits in the mmddccyy format For example enter the date with the century included 01091895 is January 9 1895 System Date At most date questions in POC if you just press Enter the System date will be inserted automatically The System date is the date you indicated as Today s Date when starting up POC This saves hundreds of keystrokes daily 26 Section A SYSTEM CONVENTIONS Entering CPT and ICD Descriptions It is recommended that the description be entered with the most general word first i e HERNIA HIATAL rather than HIATAL HERNIA or OFFICE VISIT INTERMEDIATE rather than INTERMEDIATE OFFICE VISIT By entering the descriptions this way the codes will be grouped together alphabetically in the pop up list windows F5 key making it easier to choose the correct code One Time Only or Permanent Patient Adding Charges Patient Age 37 MR Insured 1 Insured 2 SARA MITCHELL CARLTON MIT
134. e and or location of service entered the new default until changed for the current patient A change to the Date of First Symptom in Add Charges allows for the entry of spaces rather than question marks for compatibility with electronic claims The I One Time Only diagnosis has been re activated The System allows the user to override a patient s YP partial statement flag hold charges from the statement until the insurance company has paid by entering a five zero procedure code 000000 This allows the user to immediately bill the patient for charges that are not covered by the insurance company 15 Section A RECENT ENHANCEMENTS Bill Insurance New program logic that allows you to leave date able to return to work blank if not known but still check work related on insurance form Medicare ECS files have been updated to meet all new ANSI specifications Tar length increased Railroad and DME charges screened from ECS files This will greatly facilitate processing of claims to multiple carriers Asks for alignment form immediatly instead of waiting to find the first patient to print Required Medicare change for physicians that bill for laboratory service by including the CLIA certificate number on your claims for both paper and electronic submitters The System will now enter the providers P I N number or California State License or Certificate number in block 24K and or block 33 as required by Blue Shie
135. e ee retenta 79 Encounter Forms cetera 80 First Report of Work Injury es 82 ICD Code Last tet tt eren 83 Insurance Company List eren 84 Marling Labels 3 5 aber e He Pret eut 85 New Patients o eere eee HER Eee 86 Patient Information nee 93 Patient Ledgers iio ees 96 Patient Statements osse 100 Post Payments iore etes 105 Procedure Code Last i iei teens 112 Production Reportin 115 Provider Last aiii tS ERR EIEES EUER 118 Recall Notices ene estan 119 Referring Physicians Report 120 Retired LedB ts use eite Pete iren 121 Set Up Printet eet tenerte tee 122 S per Bill er tei tet 123 System Command i rettet 124 Transaction Report ene 125 Alp Code Listz eost 128 Section C Custom Reports Preface sooo SEHE Ree 130 Cash Patients Aging Report 131 Slow Pay Aging Report sss 133 Aging Report Past Due Notices 134 Under 1 Over 90 Days Report 138 0 Balance No Visits For 4 Years 140 Over 2 Years Aging Report 142 Claim Deadline Rebilling Report 144 Therapist Analysis Report se 146 2nd Office Production Report 147 New Equipment Report usse 148 Insurance Reimbursement Report
136. e procedure code detail Don t Include Payments 12 The System defaults to this style of report If selected only the charge amount will be reported Primary Insurance Only 13 If selected the report will only include payments adjustments from a patient s primary insurance company All Insurance Payments 14 If selected the report will include payments adjustments from patient insurance companies 1 to 4 116 Section B PRODUCTION REPORT All Payments 15 If selected the report will include all payments adjustments regardless of their source Using Wildcards Wildcard characters like Jokers in a card game can be used when filtering the output by procedure code 17 by medical record number 8 or by insurance company 10 These wildcard characters are as follows matches any digit 0 9 matches any upper or lower case letter matches any character System Date vs Transaction Date The figures presented in the Production Report are based on the date of service for each procedure and not the date these charges were entered into the System A procedure performed in June with a June date which was not entered into the computer until July would still be reported on the Production Report under the June period Payments and adjustments are reported against charges regardless of the time period they were posted A June report will only show June s procedures but the payments adjustm
137. e running this utility i e Insurance Forms and Billing amp Collections as this utility assigns all patients to doctor number 1 There are five passes to the process WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type ALLDOC1 Enter CHANGE SYSTEM TO A ONE DOCTOR SYSTEM Numbers showing the pass and record number will scroll on the screen BILLING TOTALS DONE WARNING THIS PROGRAM EXECUTES WITH NO OPTION TO ABORT Notes 181 Section D POCDOC CHGDOC The CHGDOC utility reassigns a patient or range of patients that belong to a particular doctor to a new doctor number WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type CHGDOC Enter CHANGE DOCTOR NUMBER FOR PATIENT RANGE ENTER OLD DOCTOR NUMBER Enter the doctor number you wish to change or press Enter to exit ENTER NEW DOCTOR NUMBER Enter the new doctor number and press Enter ENTER FIRST PATIENT NUMBER Enter the number of the patient where this utility is to begin and press Enter ENTER LAST PATIENT NUMBER Enter the number of the patient where this utility is to end and press Enter HARD COPY Enter Y or N Enter The screen or printer will display the list of patients which have been changed When finished the program will loop back to ENTER OLD DOCTOR NUMBER To exit press Enter Notes 182 Section D POCDOC CHGINS The CHGINS utility allows you
138. e will use Medicare as our sample carrier 10 11 12 13 14 15 16 17 ECS Information Submitter code Submitter name PROFESSIONAL SYSTEMS CORPORATION Submitter type Business Contact name TECHNICAL SUPPORT Contact phone number 3102337370 Contact fax number 3102337373 Contact email address Test Production Bill as a group Provider signature on file Procedure code Mask Authorization form for HCFA 1500 block 13 on file Claim driveWath C Transmission command line Carrier name Submission number Railroad Medicare insurance code Enter the number to be changed The first time you use the Electronic Claims software you will have to enter the applicable submitter information by selecting CH Change submitter information This only needs to be done once However if your submitter information should change this is where you would edit and update the information 64 Section B BILL INSURANCE ECS Information 1 Signed signature authorization form or forms for both HCFA 1500 Claim Form block 12 and block 13 on file 2 Signed HCFA 1500 Claim Form on file 3 Signed signature authorization form for HCFA 1500 Claim Form block 13 on file 4 Signature generated by provider because the patient was not physically present for services 5 Signed signature authorization form for HCFA 1500 Claim Form block 12 on file Enter the number indicating how the patient or subscriber authorization s
139. ecleaning is a process by which outdated information is consolidated and or removed from POC in order to reclaim needed disk space or to improve System performance All housecleaned information is saved off line on floppy disk s or another directory of your hard disk for future access by the POC Retired Ledger program Retired Ledgers contain the entire ledger as it existed when housecleaned not just the consolidated transactions Preparation Before running Housecleaning you must print and clear the daily Transaction Report We recommend Housecleaning at the end of the month just before starting a new month This way you will have all of the needed reports and changing to the new month will be simplified Following this you must make a complete backup of your System THE BACKUP PROCEDURE IS CRITICAL AND IS AN ABSOLUTE NECESSITY BEFORE PROCEEDING WITH HOUSE CLEANING CONFIRM THAT THE BACK UP DATA COMPARES PERFECTLY WITH THE HARD DISK DATA BEFORE CONTINUING ARCHIVE THIS BACKUP IN CASE YOU SHOULD EVER NEED TO RESTORE THIS DATA After making a backup it is required that the following POCDOC utilities be run in the order listed FXDATES FILLEF FIXERR OTOFX ICDFX DXFIX RVSFX TRACEFAM FIXFAM TRACEFAM FIXINS and CKBALDUE See the POCDOC chapter Some States have additional POCDOC utilities that must be run For this reason you should ALWAYS call POC and verify the utilities which must be run for your installation before starting Housecle
140. ed 2 s name However if the patient is designated as insured 2 and is not also insured 1 you will need to re enter the patient s full name when asked for Insured 2 s name If the patient is a child covered by two or more policies and is not the insured on any the primary policy for the patient is the policy belonging to the subscriber whose birth date falls earliest in the year and who MUST be entered as Insured 1 Insured 1 will also receive the patient statement Deleting an Insured Patient mE Patient Information Dobbs Fred C Insured 1 Insured 2 14 SAME HOME LIFE PRUDENTIAL 987654321 3256823568253 Yes 10 4321 Insured 2 s Name DEL When asked which number you wish to change enter the number corresponding to the Insured you wish to delete and the type DEL Enter 90 Section B NEW PATIENTS Delete Insurance Patient mE Patient Information Dobbs Fred C Insured 1 Insured 2 1 14 SAME 15 HOME LIFE PRUDENTIAL 987654321 3256823568253 Yes 10 4321 Enter CODE of Ins Co 2 DEL If you wish to delete an insurance company enter 7 or 20 Insurance Company 1 2 3 or 4 and when asked for the new information type DEL Enter If you delete Insurance Company 1 and do not intend to add a new insurance company you must change Insurance Company 2 if it exists to Insurance Company 1 You cannot have an Insurance Company 2 without an Insurance Compa
141. edger notes enabled in Patient Statements in order for ANY ledger note to print on a statement See Patient Statements Set Parameters section for more details 98 Section B PATIENT LEDGERS F9 Enhanced Patient Ledgers Additional information can be displayed on any charge when viewing a patient s ledger Use the t and keys to highlight the charge line on which you wish to see additional information Then press the F9 This will pop up a window that displays the date of service procedure code description charge amount the diagnoses that this charge was billed with the amounts paid and adjusted by each insurance company and other source remaining balance treating doctor number location of service claim number aging date whether the charge is pending released or has already been printed on a statement and if the charge was added as an YNIF Yes No Insurance Form charge Patient 1 3 Patient Ledger Phone 703 259 8704 Insured 1 SAME M R 3488765482 JODIE STEVENS 554 12TH STREET FALLS CHURCH VA 22042 Ins 1 BC BLUE CROSS Pol 655331111 Ins 2 AE AETNA Pol 8999999 Ins 3 Pol Ins 4 Pol 12 08 04 00000 12 08 04 90215 BALANCE FORWARD INT HOSP EXAM INTERMED 12 08 04 76850 DIAGNOSTIC ULTRASOUND 12 08 04 PMT Personal CK 04 15 05 FINCHG FINANCE CHG 18 BAL gt 30 DAYS 04 15 05 92533 CALORIC VESTIBULAR TESTING 04 19 05 PMT Ins 1 Pmt 12 08 01 90215 04
142. eedi Mailer statement program a preprinted 1 part fold and stuff statement program and a plain paper program If you wish to change patient statement forms select SP for Set Parameters in the statement program and choose option six to make your selection The 1 part statement will work in all good quality printers The 6 part requires a wide carriage commercial duty printer rated for 6 thicknesses of heavy paper The printer costs more initially but is well worth the investment Please call us for a printer recommendation if you are considering 6 part forms Notes 104 Section B POST PAYMENTS POST PAYMENTS Post Payments PP Enter from the Selection List allows you to post payments adjustments payment reversals refunds and enter remarks under a variety of options The Posting Payments screen displays the patient s full four line address and all four insurance companies Patient E Posting Payments M R 564345876 Insured 1 Insured 2 SARA MITCHELL CARLTON MITCHELL CARLTON MITCHELL 6281 ASH STREET 6281 ASH STREET 6281 ASH STREET APT 12 APT 12 APT 12 Ins 1 PR PRUDENTIAL Pol 999 11 4444 Assign Ins 2 BS BLUE SHIELD Pol 999 11 4444 Assign Ins 3 Pol Assign Ins 4 Pol Assign TBD 15 00 03 31 02 10 00 Personal CK 03 01 02 90220 1 2 3 4 03 01 02 90220 INIT HOSP EXAM EXTENSIVE 8 75 03 01 02 80105 LI LIVER PANEL 5 TESTS 8 75 03 01 02 74242 UPPER GI SERI
143. een entered into the System under doctor numbers 7 8 and 9 To print this report from the main Selection List type PR Enter DATES OF SERVICE This enters Production Report from the main Selection List Production Report USER SELECTED CATEGORIES PROCEDURE CODES 1 Period 1 03 01 05 03 31 05 6 Range N A 2 Period 2 01 01 05 03 31 05 7 Filter N A TOTALS PATIENTS 3 Grand Totals Only NO 8 MR Filter N A 4 By Type of Service NO 9 ByList N A 5 Doctor 7 8 9 10 Ins Co N A 11 Ins Co Totals Only NO PAYMENTS 12 Don t include payments 13 Primary insurance only 14 Allinsurance payments 15 Allpayments Enter the NUMBER you wish to change X to Exit _ 1 Enter 030195 Enter 033195 Enter 2 Enter 010195 Enter 033195 Enter 5 Enter 7 8 9 Enter 15 Enter Enter Enter Notes We need to change Period 1 We need to set the first period for one month This is the last day of the month to date totals We need to change Period 2 We need to set the second period for the year to date totals This is the last day of the year to date totals We need to tell the System to use the therapist s doctor numbers The doctor numbers are 7 8 and 9 We want to show all payments received from their production We re finished changing our categories If you have a dot matrix printer now is when we put wide paper in the printer or change our printer to
144. eio inler te pod v 73 117 Windows Microsoft cccccccccsccssesceeeessecessseeeesesesens Windows 95 98 amp NT Installation Worker s Compensation sees 92 YB modifier acie reti tree e pd YB Yes Bypass Yes Bill Later Yes Bypass iste Yes No Statements eese eene 89 Yesterday s Transactions iecit reni 37 p sjieet 51 58 YNS 89 102 107 YO VES Oyetride tec ient 47 bi HORE 89 102 107 Y P Pallet aee eie mart re teen tnn 49 51 Zero balance accounts oie reete Zero Dollar Charges 49 Zero payment 105 ZIPCODES ion retenti eee 128 235
145. election List type AR Enter This enters Accounts Receivable from the main Selection List Accounts Receivable USER SELECTED CATEGORIES BALANCE DUE 1 Credits AGING 6 Current and over 2 Zero Balance 7 over 30 days 3 Balance Owing over 60 days 4 Unapplied Credit 9 over 90 days 10 over 120 days AMOUNT OF BALANCE OVER 5 100 INSURANCE 11 N A 13 First Patient 1 14 Last Patient END DOCTOR 12 All Doctors 15 List N A TOTALS 16 Patient s Totals OUTPUT LISTS 18 Incl 17 Primary Physician 19 Excl UNDERI PRINT TO 20 Printer Enter NUMBER to be changed or press ENTER to print report X to Exit 4 Enter We want to first search all accounts over one dollar 1 Enter Our cut off amount is 1 00 18 Enter We are going to generate an excluded list to use on the second pass This list will hold all patients who owe less than a dollar UNDER Enter The list is called UNDER1 19 Enter We don t need the print out so we are going to redirect the output 3 Enter We ll use the test mode to generate our file This allows us to create the UNDER7 file without having to print patients that owe over 1 and waste paper Enter We are finished changing the categories and are ready to create UNDER1 AR Enter This re enters Accounts Receivable from the main Selection List We want to use our UNDEHI list to see who in this list is over 90 days past due 138 Section C UN
146. em Command prompt type FILLEF Enter FILL EF S 4 1 TRANSREC 2 TRANSRC2 3 PAYMENTS 4 RESPARTY 5 RESPART2 ENTER FILE NUMBER Enter a 1 2 3 4 or 5 for the appropriate file or press Enter to exit ENTER FIRST RECORD NUMBER Enter the number of the record where this utility is to begin and press Enter A 1 is recommended ENTER LAST RECORD NUMBER Enter the number of the record where this utility is to end 99999 is recommended and press Enter REWRITE FILES Enter Y or N Enter TURN PRINTER ON PRESS ENTER WHEN READY Press Enter when ready The screen will display each record number as it is processed The printer will print XXX ERROR CORRECTED IN XXX FILE RECORD XXX When finished the program will loop back to ENTER FILE NUMBER To exit press Enter Notes 199 Section D POCDOC FINDTR The FINDTR utility allows you to find all records in the transaction files TRANSREC TRANSRC2 and PAYMENTS that belong to a selected patient WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type FINDTR Enter FIND TRANSACTIONS TRANSREC TRANSRC2 PAYMENTS PT 0 0 1 2 eo a 3 ENTER YOUR CHOICE Enter a 3 Enter ENTER PATIENT NUMBER Enter the desired patient number and press Enter The System will display the selected patient number and return to ENTER YOUR CHOICE Enter a 0 1 or 2 and press Enter You will need to run this progra
147. em Date Tutorial Mode Using This Manual rerit 22 28 SYStemn c M 26 System Date vs Transaction Date 426 105 117 SYSTEM REQUIREMENTS 162 163 TBD etienne te mm eot peii 107 Telephone Numbers 88 Terminal Number 2436 Terminal Number Is In Use ssesss 173 INDEX 234 Section E INDEX Third party statemehts iece eccentric 91 Timing factor iioc reri rotor btt rid To Be Disbursed Transaction Date TRANSACTION REPORT 125 127 Check and Cash Register 127 Clearing the Report 2127 Cross Posting Report 2126 Net Change Accounts Receivable Printing the Report Report Totals eiecit cede Storing the Reports System Date vs Transaction Date 127 Transaction by Primary Physician 126 Trial Transaction Report 125 Transactions Maximum Per Entry 50 TROUBLESHOOTING A13 Tutorial Mode cocer eter deret 28 Two Policyholders 4 bert 89 Type of Service ce adiret fraterne ther 112 IDE S DIA D D GAS Unapplied Credit Updating Insuratce eicere retten 61 Updating Statements 5 eritis 101 Utilities POCDQXZC corte tete 176 VXINIT EX 2 doit xen uci eiae 164 Weekly Proceduresis s sisssscecsvessceeccaiagesgesssaoseectarzeee 21 Wildcards s
148. ent is strongly recommended when you know you are going to have your computer consultant on site and want them to talk directly with our support department All support calls are equally important For this reason it is not our policy to take a support call out of order based simply on a client s request Since 1979 our experience is this Clients who regularly use Customer Support are far more knowledgeable about POC These clients consistently rate their satisfaction with POC higher than clients who rarely contact us So if you don t know give us a call POC Software Support Software is what comes on floppy disks and gets loaded onto your computer s hard disk Software is a computer term for the applications you use including POC Hardware is the computer printer modem tape drive etc IF YOU ARE A LEASE CLIENT OR YOU HAVE A PSC SOFTWARE MAINTENANCE AGREEMENT YOU ARE ENTITLED TO 1 ALL POC SOFTWARE UPGRADES AND ENHANCEMENTS appropriate to your geographic area 2 PHONE SUPPORT AT NO EXTRA CHARGE AND 3 A SUBSCRIPTION TO POC Talk THE POC USER NEWSLETTER MAINTENANCE AND LEASE CLIENTS Please see your PSC software maintenance lease agreement for complete details 17 Section A SUPPORT POLICY Software and Hardware Not Purchased From PSC You may have purchased computers modems printers tape drives operating systems and software from a source other than PSC Of course it makes the most sense to receive support from the place
149. ent patient be set up through Patient Information or New Patients with the YP option for Printing Statements This option is designed for patients who have insurance and you do not want charges to appear on Patient Statements until you have received payments from the insurance companies To accomplish this when posting payments or adjustments from the primary insurance company permanently record them with the YNS option This will cause the charges to be withheld from the patient s statement When posting payments or adjustments from the last insurance company they should be recorded with the Y option allowing the charges to be printed on the statements the next time statements are prepared If you are holding secondary insurance billing pending payment by the primary insurance or have YP Yes Partial statements that are pending payment you may enter a zero payment through option B to free charges for printing on the seconday insurance form or on Patient Statements To Be Disbursed Patient 4 1 3 Posting Payments M R 564345876 Insured 1 Insured 2 SARA MITCHELL CARLTON MITCHELL CARLTON MITCHELL 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 Ins 1 PR PRUDENTIAL Ins 3 Ins 2 BS BLUE SHIELD Ins 4 TBD 60 00 04 15 95 20 00 Insur Pmt 12 06 94 90060 12 01 94 90060 INTERMED EXAM EST PT 12 05 94 90060 INTERMED EXAM EST PT
150. enter the first name and middle initial at the appropriate prompts POC will automatically enter a period after the middle initial If the patient s or insured s name is M William Jones the patient or insured doesn t use their first name enter the last name as usual For the first name enter the M no peroid and then enter a W as the middle initial The name must be entered in this fashion to conform to Medicare electronic claims specifications Entering a New Patient Entering a New Patient or changing Patient Information can be accomplished by accessing the applicable screen Patient Information is divided among three screens Refer to the sample screens below and on the next page The patient s phone numbers and social security number are automatically formatted You do not have to enter spaces or dashes Patient Emi Patient Information DOBBS FRED C 5 12 10 1946 9 Male 13 Unknown 554 12TH STREET 6 703 259 8704 10 7 703 332 6378 11 FALLS CHURCH VA 22042 SSA or ID 222 11 3333 Med Red 3488765402 Other ID VA545454544 Fam Head Send Statements Yes Employer STATIONERS INT Finance Charges Rel of Info Yes Dr 1 WILLIAM HUDSON M D Fee Schedule Ref Phy JOHNSON M D NORMAN Enter NUMBER to be changed 86 Section B NEW PATIENTS The System automatically defaults to the patient s last name in the Insured s Information section saving keystrokes by allowing you to accept the default
151. ently on the screen We recommend you pull up the help screens and read them particularly in Add Charges and Post Payments You will find many options and shortcuts available to you Using the Help Windows After hitting the F1 Help Key the following six keys control the information that appears in the help window PgUp PgDn Enter Home and End Controls movement of the help text in the window if the text exceeds the size of the window This is indicated by arrows on the right border of a help screen See the previous screen Esc Used to exit the help window Program Version Information F2 At any prompt except the Main Selection List if you press the F2 the system will display the current version information for that module in the upper left corner of the screen 23 Section A SYSTEM CONVENTIONS Patient Search F4 Search for patient by Social security number Telephone number Other ID Medical record number Patient s first name Responsible party name Policy number Patient s date of birth Please enter your choice __ At any prompt that asks you for a patient s name or number you can press F4 to access the Patient Search screen Patient Search will continue to find patients who match your search criteria until you find the correct patient or there are no more patients who match the criteria If no match is found you will be returned to the enter patient name or number
152. ents reported against June s procedures may have been received and posted in July August September etc This differs from the figures reported on the Billings Collections Report which uses the System date to calculate the daily monthly and year to date amounts rather than the actual date of service In the Billings Collections Report which uses the System date a procedure performed in June but entered in July would be shown in the July billing Procedure Codes Reported All Procedure Codes in the System both permanent and one time only codes except for the 5 zero 00000 procedures are reported on the Production Report Before Housecleaning If you are planning to run Housecleaning the Production Report should be run first and the report permanently stored in a safe place for future reference After the House Cleaning program is run procedure detail for consolidated transactions will no longer be available 117 Section B PROVIDER LIST PROVIDER LIST The Provider List PV Enter from the Selection List will maintain 32 000 providers and their associated addresses and numbers You may view print add change and delete providers Provider Number The provider number for referring physicians is the provider s Unique Provider Identification Number called the UPIN number Do NOT confuse it with their PIN number They are not the same Changing A Provider When changing a Provider entering an S Enter for Same in any
153. ents will be listed on the screen in numerical order DONE ERROR MESSAGES If there is a crossed ledger eee CROSSED LEDGER If there is an end of file encountered cece ce cccceceeesaeeeseeeeeeeeeeeeeeeeeaaanees END OF FILE If there is an end of record encountered sssssssssse END OF RECORD If there are any transactions lost eeseeeeeees LAST TRANS CHANGED If there is a short PMAS record cccccccccceceeeeeeessssesseseeeeeeeeeeeeeees RECORD LENGTH If an invalid insurance pointer exists seseeeeesss PRINT INS CLEARED If a record number of zero is found ccccceececeeseeseaeeeeeeeeeeeeeeeeeees ZERO POINTER NOTE RECORD LENGTH errors are not corrected by this program In this case FIXERR will simply skip to the next patient To correct this error run PMASPAD and then run FIXERR again on these patients NOTE For patients listed with LAST TRANSACTION CHANGES errors it may be necessary to re enter transactions Follow the outline for Re entering Transactions in Section 3 If transactions details are not important just run CKBALDUE and balance to ACCOUNTS which will write a dummy record to the patient ledger for the missing transactions Notes 201 Section D POCDOC FIXFAM The FIXFAM utility reconstructs all family accounts It is advisable to run TRACEFAM before and after
154. equired by Medicare 228 Section D MEDICARE HCFA 1500 INSURANCE FORM MEDICARE HCFA 1500 FORM Cont d Item on Field Medicare HCFA 1500 Option Screen in POC Question Note Box 27 Patient Insurance Information 10 Accept Assignment Box 28 Calculated by software Total Charges Box 29 Calculated by software Amount Paid Box 30 Calculated by software Balance Due Box 32 Adding Charges 7 Facility where 21 Questions Section Services were Rendered Box 33 Doctor Information 1 5 Physician s name And Address PIN Doctor Information 7 229 Section E Index 230 Section E INDEX Hs 0 00 Dollar Chatg6S eic reretrecicter retten 49 00000 procedure code 2449 21 QuesStiODS sire ntertet Y Re i Ree Y ee 45 ABA number 127 ACCOUNTS RECEIVABLE s 40 Alphabetical ofdet nete 43 Error D tection iex taedet 44 Open Charges Outp t Lists netto ete rrt 43 Print to File erret nere 44 Print Options 44 Printing the Report we 4l Report Data a 40 Slow Pay Insurance Report 42 Unapplied Credit Report 41 ADD CHARGES 2 Questions cerit edente 45 Bypassing Procedure Code Defaults 49 Changing Fees E Changing Modifiets e trneetrinnes 51 Charge Reversals ennienni 50 From TO D ltes ritenere 48 ICD COd 6S eee rrr
155. er s by hitting the F4 hot key The F5 key will now show a list of POC System doctors at all prompts that ask for a doctor number The System s doctor capacity has been increased from 99 to 999 The F8 has been activated for the insurance claim editor This makes claims editing even faster e Defaults are displayed at all prompts POC will tell you what it will do in advance when you hit the Enter key Pop up window lists the F5 key are now sorted alphabetically by their full description The alpha lookup routine displays patients medical record number in addition to their account number name and birth date at the Enter patient name or number prompt This lookup routine has been incorporated throughout POC User selectable option will delay appending transactions to the master files The Esc key stop printing feature has been added to Data Search and Production Report Electronic Claims Re billing features for Electronic Claims files Ability to Rebill Medi Cal type 5 claims electronically 10 Section A RECENT ENHANCEMENTS Available for purchase additional software modules of ECS programs for direct submission to private carriers who accept the ANSI 4010 A1 format Patient Ledgers All new ENHANCED PATIENT LEDGER Users will now have the ability to call up complete details pertaining to a particular charge simply by highlighting that charge line in the patient s ledger The charge line is highlighted
156. er Printers NOTE Most laser printers that have HP 4 emulation AND are not considered Windows Only should work The following printers have been tested and work great HP Laser Jet Il Ill 4 5 6 1150 1300 2300 Brother HL 1440 NOT RECOMMENDED Deskjet Inkjet and Bubble Jet printers All In One printers i e Print Fax Scan Copy 162 Section D SYSTEM REQUIREMENTS MODEMS COMMUNICATIONS 56k Modem DSL Cable Modem other high speed internet connections Electronic claims Carriers and clearinghouses all have different communication requirements Some even provide their own communication software You should contact the carriers and or clearinghouse to determine what method of communication your system will need in order to submit claims electronically Insurance Eligibility Internet access is usually required if you wish to check insurance eligibility on line Customers have been extremely pleased when they switch to high speed internet access such as DSL instead of 56k dial up POC Technical Support In order to most efficiently help our support technicians resolve problems it is highly recommended that a 56k modem and Symentec pcAnywhere a remote control communication software be installed This will allow our technicians to remotely control your POC software and to diagnose and fix most POC software problems It is an invaluable time saver NOTE Remote access to your POC software can only be done with your kno
157. er Y or N Enter To exit press Enter twice 210 Section D POCDOC RVSFX The RVSFX utility ensures the integrity of the procedure code file WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type RVSFX Enter FIX RVS FILE TURN PRINTER ON PRESS ENTER WHEN READY Press Enter when reagy The screen will scroll the index numbers Any errors detected will be printed as follows PROCEDURE CODE ALTERED XX ERROR CORRECTED The program finishes with OLD RVS FILE DELETED NEW RVS FILE RENAMED Notes 211 Section D TRACEFAM POCDOC The TRACEFAM utility traces through family accounts within a specified range searching for errors WHAT S ON THE SCREEN WHAT YOU DO TRACE FAMILY ACCOUNTS ENTER SIZE OF LARGEST FAMILY ACCOUNT ENTER FIRST PATIENT NUMBER ENTER LAST PATIENT NUMBER HARD COPY The screen or printer will display TRACING FAMILY ACCOUNTS Followed by family members and 3t FAMILY ACCOUNTS TRACED 3t FAMILY ACCOUNT PATIENTS ERRORS DETECTED When finished the program will loop back to ENTER FIRST PATIENT NUMBER Notes From the System Command prompt type TRACEFAM Enter Enter the number of family members in the largest family account 999 recommended or press Enter to exit Enter the number of the patient where this utility is to begin or press Enter to exit Enter the number of the patient where th
158. ere the Procedure Code 90060 YB will be printed on insurance forms or generated in an electronic claims file as 90060 with the alpha YB modifier screened out If you answer No ALL letter modifiers will be printed If you want SOME modifiers to print and you have answered Yes to this option enter the code as 90060 yb It will then be printed as 90060 YB The System ALWAYS converts lower case letters to upper case when it prints or generates insurance billing Print Zero Charges You may have procedures that do not have a charge If you want zero amount charges to print on insurance forms answer Yes If you don t answer No If you want some zero charges to print and others to not print answer this question Yes and then in Add Charges use 00000 procedure codes or answer YNIF when permanently recording zero charges you DON T want to print on insurance forms 58 Section B BILL INSURANCE Amount Paid on Primary Forms Always Show Zero If you answer Yes the box showing amount paid on the primary insurance will always be 0 00 regardless of whether the patient or another source has paid on those charges If you answer No the amount paid will be printed Hold Secondary Billing Until Payment is Applied If you answer Yes only the primary insurance carrier s form will be printed The insurance form for the secondary carrier s will be withheld pending an applied payment or adjustment in Post Payments The withheld charges will then
159. estion replaces the old method of placing a special code in the group number e Referring physicians are now entered with their first name last name middle initial and degree in separate fields This prevents users from inadvertently using the wrong data entry format e Ability to duplicate a patient and his her associated demographics to a new account number e Each patient can now have up to four insurance companies The insurance company phone number is now displayed in Patient Information This feature makes insurance follow up much easier e You can now add the referring physician in New Patients and Patient Information 12 Section A RECENT ENHANCEMENTS Appointment Scheduler Ability to enter and view additional information i e insurance DOB reason for appointment in the Appointment Scheduler Simple keystrokes make it easy to shift the view of the Daily Schedule by day week or month All workstations may simultaneously enter appoints An improved Appointment Scheduler now makes it easier to move from day to day week to week and month to month e The Appointment Scheduler now allows all terminal to simultaneously enter appointments e It is now much easier to book consecutive appointment slots for a patient e If the patient is the insured the System will also default to the patient s social security number as the policy number This will save hundreds of key strokes plus significantly reduce the pos
160. fer to Family Accounts further in this section If you do not know the account number you can find the patient by hitting the FA key Refer to the Patient Information section page 95 regarding patient search options Adding New Patient Enter Patient s Last Name 1 451 MAXIMUM LENGTH FOR COMPLETE NAME IS 27 CHARACTERS Telephone Numbers When entering telephone numbers any of the following formats with or without the hyphens is acceptable the System will automatically format the phone number HHH HHHH or HHH HHH HHHH or THHHHHHHHHE The System will automatically put the telephone number into the correct format If you enter all ten digits the first three must be the area code Medical Record Number The Medical Record number is a user defined field of information up to twenty characters in length The Medical Record number is a good place to store information on patients because it is always shown on the Patient Ledger in Post Payments and in Add Charges Most important Data Search can look for any occurrence of a character or group of characters as specified in the Medical Record number Typical uses of the Medical Record number include payment problems and medical information codes for the doctor Family Accounts Setting up patients as family accounts has the advantage of consolidating all family members under one Head of Account This allows you to look at the Head of Family s ledger and see activity of all famil
161. ference between the standard form and the other forms The main difference between the standard form and the other forms is that the standard form prints all patients who do not have an insurance code designated for a particular form whereas the other forms print only for those patients whose insurance code meets the criteria for that form SET PARAMETERS Form Code The sequence of form printing is Standard HCFA 1500 Medicare Medicaid Blue Shield and Champus This sequence logic only holds true in setting up the parameters in V6IFORM Once you are ready to print the forms they can be printed in any order The form code determines what patient gets what form depending upon their insurance company code The question will be asked for the form that is being edited as well as the forms that follow If a code is set for a following form then patients with that code will be skipped for the present printout and charges for any patient with that code will not be updated Normally an insurance code is 2 to 5 characters Box Code Insurance box code sets an X to be printed wherever certain variables are encountered namely M for Medicare MC for Medicaid BS for Blue Shield and CH for Champus and triggers the printing of related provider numbers For example MC is entered in response to Enter the Medicaid insurance box code During the printout of a form for insurance code MC an X will be printed wherever the MC Medicaid variable is set Also
162. folder Then go to Create POC Icon If you are installing POC for the first time then do the following Ox Qr dco o Go to the command prompt Click Start All Programs Command Prompt At the Command Prompt type CD press Enter You should now have a C gt prompt Type MD POC press Enter Type CD POC press Enter You should now have a CAPOC prompt Copy each disk For each disk type XCOPY A Type EXIT Create POC Icon CONOR WN On your Windows Desktop point to where you want the POC icon to be then right click once Point to NEW then click on Shortcut Location of item Type C POC POC EXE click next Name for shortcut Type POC click next Choose an icon Choose the desired icon then click FINISH Open POC by clicking on the new POC Icon DO NOT LOG INTO POC Right click on POC EXE in the Title Bar at the top of the POC window Click on Properties Click on the Full Screen check box in the Options tab Click on the Layout tab Change the Screen Buffer Size to Width 80 Height 25 Change the Window Size to Width 80 Height 25 Click the OK button Click on Save Properties for future windows with same title Click the OK Button Press Enter to exit out of POC Right click on the new POC icon Click on Properties Click on the Screen tab Click on the Full Screen check box Click the OK button 165 Section D WINDOWS INSTALLATION Microsoft Windows
163. for the submission of First Reports Information for the First Report of Work Injury is obtained from three sources 1 Patient Information or New Patients provides employer name and social security number 2 Add Charges provides the diagnosis treating doctors hospital name and address if any 3 The additional information not obtained from the first two sources is entered using the First Report s data entry section Therefore BEFORE running First Reports you should be certain the Add Charges 21 Questions diagnosis and procedures section has been completed for First Report patients Failure to run Add Charges first will result in incomplete information on the First Report The additional information entered on the First Report of Work Injury is not permanently maintained by the System Once the report is printed the information is erased to conserve disk space Notes 82 Section B ICD CODE LIST ICD CODE LIST ICD Code List IC Enter from the Selection List will store up to 32 000 diagnoses and their associated codes In addition an unlimited number of One Time Only ICD codes and descriptions may be entered during the Add Charges program We do not recommend using the One Time Only feature unless you are reasonable certain you will not be using the code more that once a year Both permanent and One Time Only ICD codes are retrievable using Data Search It is recommended that the description be entered with the mo
164. for patients designated YP Yes Partial statements in New Patients or Patient Information You can withhold charges that are pending payment AND are dated prior to the cutoff date or alternately you can withhold charges by cut off date only Print Ledger Notes 12 You can choose whether or not to include Patient Ledger notes on a Patient Statement If Yes those notes that begin with a minus sign will STILL NOT be printed Print Statement Line in Ledger 13 If you choose Yes an entry showing the date will be made in the patient s ledger every time you print a statement for the account If you choose No the ledger will display only the LAST time the patient received a statement 102 Section B PATIENT STATEMENTS Special Messages PISIS Enter special message Holiday Greetings From All the Staff A special message for office closings holiday greetings etc up to 48 characters per line two lines may also be printed on all Patient Statements This user defined message is entered just prior to printing Patient Statements Finance Charges Finance Charges for delinquent accounts may be added to the Patient Statement for a range of patients or all patients for a single doctor or all doctors In addition you may exclude up to two insurance codes from incurring finance charges or optionally by identifying individual patients in New Patients Patient Information question 14 Finance Charges Enter first in
165. g by our technical support department of system administration issues However Professional Systems Corporation can not be held liable for any improper handling of the information by the Licensee or any agent employee etc employed by the Licensee which may have compromised the security features of the software or improperly divulged this confidential information Section A INSTALLATION STOP If you are updating a existing POC data base please read all installation instructions that came with your software INSTALLATION These instructions are for NEW installations only Updates to previous versions of POC have their own instructions To install your new POC software place the disk labeled 1 of 4 or CD in the appropriate drive and type A INSTALL Enter If the floppy drive is A or B INSTALL Enter If the floppy drive is B or D INSTALL Enter If the CD drive is D Follow the instructions in the installation program Your password for the Billings Collections Report SECURITY UPPER CASE and don t hit Enter Create POC Icon On your Windows Desktop point to where you want the POC Icon to be then right click once Point to NEW then click on Shortcut Location of item C POC POC EXE click Next Name for shortcut POC Click Next Choose an Icon Pick the one you want then click Finish Open POC by clicking on the new POC Icon DO NOT LOG INTO POC Right click on POC EXE in the Ti
166. he account before sending the notice 17 Enter We are going to create an output list that includes all patient accounts with charges over 120 days 120 Enter We are going to call our list 120 18 Enter We are going to create an output list that excludes all patient accounts with charges over 120 days These patients have balances ranging from current to over 90 days Oto90 Enter We are going to call our list Oto90 Enter We are done changing the categories and are ready to print Enter If you have a dot matrix printer now is when we put wide paper in the printer or change our printer to print at seventeen characters per inch condensed As soon as we hit Enter our over 120 days report will print and lists will be generated AR Enter This re enters Accounts Receivable from the main Selection List 134 Section C AGING REPORT PAST DUE NOTICES USER SELECTED CATEGORIES BALANCE DUE 1 Credits AGING Current and over 2 Zero Balance over 30 days 3 Balance Owing over 60 days 4 Unapplied Credit over 90 days 10 over 120 days AMOUNT OF BALANCE OVER 5 N A INSURANCE 11 N A 13 First Patient 1 14 Last Patient END DOCTOR 12 All Doctors 15 List OTO90 TOTALS 16 Patient s Totals OUTPUT LISTS 18 Incl 90 17 Primary Physician 19 Excl 0TO60 PRINT TO 20 Printer Enter NUMBER to be changed or press ENTER to print report X to Exit 8 Enter We want to first
167. hese lists may also be sorted by Data Search s Sort by List option The same Accounts Receivable Output List option described above may be used by the Data Search program DS Enter from the Selection List Data Search can use the special list created in the Accounts Receivable program to further manipulate the list of patients who meet the Accounts Receivable criteria you selected to create the list 43 Section B ACCOUNTS RECEIVABLE Error Detection 20 Accounts Receivable USER SELECTED CATEGORIES BALANCE DUE 1 Credits AGING 6 Current and over 2 Zero Balance 7 over 30 days 3 Balance Owing over 60 days 4 Unapplied Credit 9 over 90 days 10 over 120 days AMOUNT OF BALANCE OVER 5 N A INSURANCE 11 N A RANGE 13 First Patient 1 14 Last Patient END DOCTOR 12 All Doctors 15 List N A 1 Print to printer 2 Print to file 3 Check for errors What do you wish to do The Accounts Receivable program detects some types of data errors that may be caused by power problems hardware failures etc If an ERROR is detected POC will give an ACCOUNT OUT OF BALANCE or ERROR message POC is designed with two files that maintain patient account balances If a discrepancy exists Accounts Receivable will tell you so you may repair the data with the assistance of POC Customer Support or your POC dealer Printing either a detailed or totals only report will provide this
168. home for one year before recycling it STEP 3 TEST The third step of a good backup procedure is to TEST the reliability of the backup procedure and its media on a regular basis Establish a schedule for your office to have a set of backups tested for readability Once a month to once a quarter is reasonable Adhere to it Remember Murphy s Law if something can go wrong it will If you do not have the hard disk capacity time or inclination this service is available from POC or your dealer You may call us for further information Proper Restore Procedure We ve seen many clients lose ALL their data by restoring what they THOUGHT was a good backup Before you restore any data backup you current data EVEN IF YOU SUSPECT IT IS BAD onto a brand NEW just out of the cellophane wrapper tape or disks In other words don t cover up what might be your only semi good data There have been times when a customer has called stating that they had a System crash They had then proceeded to do a back up thinking this would save their data Unfortunately they had used one of their existing back up media In actuality they backed up corrupted data over writing good data by using an existing back up disk Again we can not say this too often only use brand NEW just out of the cellophane wrapper tape or disks In other words don t cover up what might be your only semi good data Notes 169 Section D HOUSECLEANING HOUSECLEANING Hous
169. iated 04 15 95 Over 90 days message 9 Billing cycle This account is PAST DUE 5 days Over 120 days message Minimum balance PLEASE REMIT IMMEDIATELY 0 01 Insurance message Partial statement criteria Hold charges pending payment NEW CHARGES HAVE BEEN SENT TO YOUR INSURANCE CARRER S Print ledger notes NO 6 Statement type Speedi mailer Print stmt line in ledger NO Enter the NUMBER you wish to change Dunning Messages 1 4 User defined Dunning Messages for delinquent accounts may be up to 28 characters in length Insurance Messages 5 User defined insurance message of up to 3 lines of 30 characters each are available and will print on appropriate Patient Statements 101 Section B PATIENT STATEMENTS Statement Type 6 The statement type allows you to choose between POC s 6 part Speedi mailer fold and stuff preprinted statement or the plain paper statement as well as which credit card s if any you will accept as payment Last Payment Message 7 A user defined last payment message may be up to 28 characters in length Cutoff Date 8 The cutoff date determines the charges and payments to be printed for patients who are designated to receive partial statements under the YP option in Patient Information and New Patients Under this option patients receive statements only if all of the following conditions are met 1 charges are dated prior to and including the cutoff date 2 the charge has been par
170. ic information associated insurance and other information It also allows you to copy an existing patient account to a new account number Entering Information If you inadvertently enter incorrect information in a field and press Enter before you realize you have made a mistake you can press tor Shift Tab to move back to the field to make a change To return to your original position after making the change press or Tab You can also edit a field at the Enter NUMBER to be changed question If a field such as a policy number ordinarily contains punctuation you may leave the punctuation in if you so wish You should always duplicate a patient s policy number exactly This is especially important for electronic billing When required by the insurance carrier POC will strip out unwanted punctuation from insurance forms at the time of billing Patient Name The patient s and insured s names are entered as three separate fields Last Name First Name and Middle Initial The total number of spaces provided for the total name including commas and spaces is 27 characters After you have entered the last name the system will compute the number of spaces left for the first name Once the first and last name have been entered and you have any spaces left you will be prompted for the middle initial If the patient s or insured s name is John Q Public Jr you should enter the last name as Public Jr or Public Jr then go on to
171. idth This knowledge is generally considered beyond the scope of the average user and is available as custom programming from POC Printing Encounter Forms The Current option of the Encounter Form program prints Encounter Forms based on appointments scheduled with POC s Appointment Schedule module Encounter Forms also may be printed for selected patients independently of the Appointment Schedule To print Encounter Forms for a group of patients use the patient numbers separated by commas i e 125 175 877 3 45 f you wish to select patients by name you can choose your patients by typing all or part of their last name Patients Sam Jones Jim Sun and Sue Brown would be found by typing JONES SUN BROWN Enter or JON SU BRO Enter The System will help you find the first person print the form and then process the next person If you wish to find a patient who has a common last name it is best to enter their last name a comma and then their first name SMITH Space SUE The space after a comma tells the System that the following word is a first name You can use this feature to enter more than one name at a time SMITH Space SUE LOPEZ Space JOSE Notes 81 Section B FIRST REPORT OF WORK INJURY FIRST REPORT OF WORK INJURY STANDARD FORM Custom First Reports are required in some states First Report of work injury FR Enter from the Selection List is designed to complete the necessary information
172. ient number the second part of the patient number is the only part you enter i e 543 and not 1 543 Duplicate Patients Idi N Pati 1 Mitchell Sara 4 04 11 1953 7 Female 10 Unknown 2 6201 Hawthorne Blvd 5 8 Unknown 3 Huntington Beach CA 92647 6 9 Not a student 11 SSA or This duplicate patient already exists 12 Other 1 3 MITCHELL SARA 09 22 57 13 Send S 14 Finance BP S RTI CN CT E AENEA 18 Rel of Info Yes 21 Dr 1 PHYSICIANS OFFICE COMPUTER 19 Bal Fwd 22 Ref Phy 20 Fee Schedule Recording New Patient POC will alert you when you have entered a patient name that already exists in the System This may or may not be what you want If you do record the patient again s he will be given a different account number This is sometimes necessary for worker s compensation and or personal injury cases New Patient List POC keeps a list of all patients who have been added to the System since the last time the System was alphabetized Its filename is NEWPAT and is available to all POC programs that have a By List option This list is cleared each time the System is alphabetized Its most common use is to generate new patient reports and welcome mailings 92 Section B PATIENT INFORMATION PATIENT INFORMATION The Patient Information program PI Enter from the Selection List allows you to change demographic information for any patient in the System It follows the same conventions as the Ne
173. ients all insurance and all physicians This month end report should be used for immediate follow up of slow pay accounts and then filed away for future reference This is a hard copy picture of the practice totals as of a specific month end You may print the AR by list from lists generated and saved by Data Search providing you with very selective reports For example if your practice purchased very expensive specialized equipment you could search for all patients who had procedures related to this equipment The list of patients could then be merged into an AR report for a comparative analysis against the entire patient database Please see Data Search and Section C Custom Reports for additional information If you wish the AR report to be printed in alphabetical order change category number 15 the list option and type ALPHA and press Enter for the list name NOTE You must re alphabetize before using the ALPHA list Forgetting to re alphabetize will place newly entered patients at the end of your report it will still be accurate however Unapplied Credit Report 4 Accounts Receivable USER SELECTED CATEGORIES BALANCE DUE 1 Credits AGING 6 Current and over 2 Zero Balance 7 over 30 days 3 Balance Owing 8 over 60 days 4 Unapplied Credits es 9 over 0 days 10 over 20 days AMOUNT OF BALANCE OVER 5 N A INSURANCE 11 MEDICARE 13 First Patient 1 14 Last Patient END DOCTOR 12 All Do
174. ignature s were obtained and how they are being retained by the provider When you select number 12 for the applicable form of signed authorization a Pop Up List will appear Simply select the item that applies to your practice and carrier requirements ECS Information Who is your medicare carrier 1 Aetna 2 National Heritage 3 Noridian 4 Empire BC BS of NY 5 Palmetto GBA 6 Trailblazer Virginia 7 AdminStar AdminaStar Federal Mississippi Medicare GA Medicare BC BS of Florida 12 NHIC 13 ASK INC 14 ASK INC Please enter your choice When you select number 15 for your Medicare carrier a Pop Up List will appear Simply select the appropriate for your designated Medicare carrier It may be necessary to contact Technical Support or your Dealer and your Medicare carrier to assist you in verifying some of this information Once you have completed your entries make them permanent Medicare Claims What do you wish to do GE Generate electronic claim file PE Pregeneration error check PR Print reports and lists RB Rebill claims VU View a claim file CH Change submitter information DE Delete old ECS files Please enter your choice Assuming you have previously entered patient billing and have claims pending for this carrier you will have a choice 65 Section B BILL INSURANCE 1 You can next select PE for a pre generation error checking report You will be prompted to have your
175. iling use the GRAND TOTAL reports not the individual Doctor reports e The sequence for closing out the month is to run Finance Charges from Patient Statements if any then the Transaction Report the Billings Collections Report and last the Accounts Receivable e The Production Report is NOT an accounting tool This report uses the date of transaction not the date of entry For this reason it is very easy to have a discrepancy between a Billings Collections Report and a Production Report e Past errors in Patient Ledger files that have been repaired may be a cause of not balancing e When trying to balance NEVER enter transactions between the time of printing and clearing a Transaction Report Billings Collections Report and changing the system date The formula for monthly balancing is Last AR total MTD Billing MTD Refunds MTD Collections MTD Adjustments Current AR 172 Section D TROUBLESHOOTING TROUBLESHOOTING Over the years we have compiled a short list of some of the most common client problems Before you call try the following If your terminal doesn t display anything try adjusting the contrast and brightness controls Also make sure all cables are tightly connected If the problem continues contact your hardware dealer If your keyboard keys don t work and the screen looks normal make sure the keyboard plug is fully inserted If the problems persists contact your hardware dealer
176. illing POC lets you do it nearly any way you wish Unless you do very little insurance billing we suggest grouping activities together for efficiency Thus you would normally enter groups of New Patients into the System at one time Similarly you would Add Charges or Post Payments for a group of patients To save additional time during data entry similar charges for multiple patients may be batched using Batch Add Charges Insurance billing may be printed at any time for all charges current charges or for a range of patients A simple option allows for rebilling of any insurance charges at a later time An optional Electronic Claims Submission program also is available in most areas Getting to Know Your POC System You will really begin to enjoy working with the System after you have had a full week of actual hands on experience with POC s many time saving features You ll be surprised at how easy POC is to operate We can say with confidence Within a very short time you ll wonder how you ever got along without it 20 Section A INTRODUCTION TO POC Daily Procedures At the end of the day the System prints a daily Transaction Report which lists each patient seen during the day with all charges and or payments entered since the last Transaction Report As part of the daily Transaction Report the System creates a Deposit Slip to aid in filling out your regular bank deposit slip s Many banks will accept the Deposit Slip attached to you
177. in Selection List SC Enter We need to set the criteria for the search Data Search SEARCH CRITERA Age OC Open charges Allergy OD Other ID Brith date PC Procedure code Doctor PV Provider Drug treatment SX Sex ICD diagnosis code TR Traeating physician Insurance company TS Type of service Medical record ZC Zipcode Please enter you choice PC PC Enter We want to search for procedure codes ALL Enter We want to find ALL codes 041591 Enter Today is 04 15 05 We want to find all procedures done in the last four years Enter This will enter today s date Y Enter Yes this is correct Enter We are finished setting the criteria SP Enter Now we are going to search our patients N Enter No we don t need to print this report N Enter No we don t want to save it This is a list of patients we HAVE seen in the last four years Y Enter Yes this is our list of patients who haven t had any procedures in the last four years NOPC Enter We are going to call our list NOPC Enter This returns us to the main Selection List AR Enter Now we go into the Accounts Receivable Program 140 Section C 0 BALANCE NO VISITS FOR 4 YEARS Accounts Receivable USER SELECTED CATEGORIES BALANCE DUE 1 Credits AGING Current and over 2 Zero Balance over 30 days 3 Balance Owing over 60 days 4 Unapplied Credit over 90 days 10 over 120 days AMOUNT OF BALANCE OVER INSUR
178. ine 2 Fields 11 16 the account balance and aging information are filled in when include or exclude lists are generated by the Accounts Receivable program These lists are the same type of lists generated by Data Search and are fully compatible and interchangeable Generally speaking the account balance and aging information fields are potentially needed when creating some form of aging report in Accounts Receivable and are not needed when creating Data Search lists Therefore for the sake of System speed Data Search alone does not include the aging information in fields 11 16 If you wish to include aging information based on a Data Search list save your Data Search list generate an Accounts Receivable report by list using your Data Search list and at the same time create a new include or exclude list Use this newly created list to generate your ASCII Mail Merge File in the Sort List option of Data Search NOTE Your word processing and database software must be able to merge comma delimited ASCII files Most do Notes 75 Section B DATA SEARCH Saving or Printing Data Search Lists You have several options available once a Data Search List has been created You can PRINT out the file print the list to the SCREEN display the list on your computer screen without having to print it out as a hard copy on paper print the list to FILE save it to your hard drive for later reference or additional sorting etc
179. int by Treating Physicians aa Print Zero Charges e eee Printing Options eo rc etielerhe retta 60 Rebilling 61 62 Remarks Secondary Forms Payment Left Blank Set Parameters Signature Box s Spooler File ener tete eiae Updating ienic ettet eterna Billing Cycle Billing Information Sheet Billing Parameters ee cct eee Billing Services BILLING COLLECTIONS Categories scenic T Changing Pay Adj Category Clearing Totals iecore eene Payment Adjustment Headings s Printing the REPOrt siscccccacersvetecssdecerederaseassass Sec rity COdE ciet RR System Date vs Transaction Date 207 T OFAl Seid o moine etit 68 Bypass Procedure Code Defaults 49 Capitation Payments omis 109 Changing Fees 47 114 Changing ICD COd s ineo iet entente 83 Changing Modifiers eret 4T Charge Reversals Check and Cash Register 107 125 127 Check number nuno err atteinte 127 Claim Editor 1e rtr peer 25 61 62 Clearing Patients and Transactions 188 191 195 CLINICAL DATA eieeteero cerit 13 19 70 PAISui P Dr g Codes tette reet Patient Notes Closing Out the Month CONFIGURATION eee CONVERTING TO POC 3 ertt eee 34 Copying A Patient 88 INDEX 231 Section E CPT Des
180. ions The default values are as follows Date of Service System Date until a new date is entered current patient only Units 1 unit Location of Service From Set Parameters in Bill Insurance until a new location is entered current patient only Doctor Patient s Primary Physician from Patient Information until a new doctor is entered current patient only Answering the question with only an Enter is the same as typing the default value i e Enter at most Enter Date questions defaults to the date you entered as Today s Date when you started POC Zero Dollar Charges If you wish to indicate a procedure notation or surgical sub procedure for which there is no separate charge you may use any Procedure Code of your choice with a charge of 0 00 If you previously answered No to the SET PARAMETERS question about printing zero charges within Bill Insurance these zero charge procedures will not print on the insurance form but will appear on the Patient Ledger the Patient Statement the Transaction Report and the Production Report You may also use Data Search to find these procedures We recommend you design your own Procedure Codes for these special circumstances The example below uses alphanumeric coding If you use a letter at the beginning of these special procedures be sure NOT to use the reserved letter T in the first position of the procedure code number as this indicates an index number to the System CODE
181. is utility is to end and press Enter Enter Y or N Enter To exit press Enter 212 Section D TRACELGR POCDOC The TRACELGR utility can determine if there are errors in the ledger by tracing the ledger across the three transaction files one record at a time WHAT S ON THE SCREEN WHAT YOU DO TRACE LEDGER POINTERS PAUSE AFTER ERROR PRINT AFTER TRANSACTION HARD COPY ENTER FIRST PATIENT NUMBER ENTER LAST PATIENT NUMBER When finished the program will loop back to ENTER FIRST PATIENT NUMBER From the System Command prompt type TRACELGR Enter N Enter Enter Y or N Enter Enter Y or N Enter Enter the number of the patient where this utility is to begin or press Enter to exit Enter the number of the patient where this utility is to end and press Enter To exit press Enter ERROR MESSAGES If there is a crossed ledger If there is an end of file encountered If there is an end of record encountered If a record number of zero is found Notes ET CROSSED LEDGER niea END OF FILE matoeduecbeviaslechunebaeates END OF RECORD ZERO POINTER 213 Section D POCDOC UNXPOST The UNXPOST utility changes cross posted transactions to the patient s primary doctor WHAT S ON THE SCREEN WHAT YOU DO From the System Command promp
182. isplayed on the screen An error other than the ACCOUNTS file will cause termination of the program If this should happen contact your dealer or Physicians Office Computer NOTE It is possible to correct the accounts file one patient at a time in posting payments Answer BALANCE to the question Is this the correct patient NOTE If the ACCOUNTS file is incorrect it is possible that the doctor s billing totals may also be wrong These may be corrected by the change billing function To use this function enter CB Enter from the Selection List in POC Notes 186 Section D POCDOC CLRCROSS The CLRCROSS utility clears out all the Cross Posting report information WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type CLRCROSS Enter CLEAR CROSS POSTING REPORT FUNCTION COMPLETE WARNING THIS PROGRAM EXECUTES WITH NO OPTION TO ABORT Notes 187 Section D POCDOC CLRFAM The CLRFAM utility clears all family membership information The individual Patient Ledgers are not altered but the linking of family members is eliminated When choosing a range of patients it is important not to exclude any portion of a family account WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type CLRFAM Enter CLEAR FAMILY ACCOUNTS ENTER FIRST PATIENT NUMBER Enter the number of the patient where this utility is to begin or press Enter to exit ENTER LAST PATI
183. ist sorted order USER SELECTED OPTIONS 1 Print patient s last name first 2 Include patient numbers 3 Include medical record numbers 4 Include patient telephone numbers 5 Useresponsible party s address 6 Number of copries 7 Print by doctor 8 Number of labels across Enter NUMBER you wish to change _ 1 Enter We don t want the last name first 8 Enter Our mailing labels aren t three across 1 Enter They re one across Enter We re finished changing the options Enter Let s put our labels in and print an alignment label N Enter No more alignment labels lets run them Notes 157 Section C BIRTHDAY REPORT LABELS BIRTHDAY REPORT LABELS Scenario Betty the Office Manager for Dr Child s pediatric practice likes to send the children birthday cards She uses POC to make this monthly task very easy To print this report from the main Selection List type DS Enter SC Enter This takes us to Data Search We need to set the criteria for the search Data Search SEARCH CRITERA Age OC Open charges Allergy OD Other ID Birth date PC Procedure code Doctor PV Provider Drug treatment SX Sex ICD diagnosis code TR Traeating physician Insurance company TS Type of service Medical record ZC Zip code Please enter you choice BD_ BD Enter 0501 0531 Enter Y Enter Enter SP Enter Y Enter Enter Y Enter MAYBD Enter N Enter Enter
184. ject to these restrictions and if the SOFTWARE is not copy protected you may make copies of the SOFTWARE solely for backup purposes in accordance with PSC s recommended backup procedures You must reproduce and include the copyright notice on the backup copy 4 USE RESTRICTIONS As the LICENSEE you may physically transfer the SOFTWARE from one COMPUTER to another provided that the SOFTWARE is used and resides on only one COMPUTER at a time You may not distribute copies of the SOFTWARE or accompanying written materials to others You may not modify adapt translate reverse engineer decompile disassemble or create derivative works based on the SOFTWARE You may not modify adapt translate or create derivative works based on the written materials without the prior written consent of PSC 5 TRANSFER RESTRICTIONS This SOFTWARE is licensed only to you the LICENSEE and may not be transferred to anyone without the prior written consent and payment of LICENSE TRANSFER FEES and UPDATE CHARGES if any to PSC Any authorized transferee of the SOFTWARE shall be bound by the terms and conditions of this Agreement In no event may you transfer assign rent lease sell or otherwise dispose of the SOFTWARE on a temporary or permanent basis except as expressly provided herein 6 TERMINATION This License is effective until terminated This License will terminate automatically without notice from PSC if you fail to comply with any provision of this License
185. ken To print this report from the main Selection List type AR Enter This enters Accounts Receivable from the main Selection List USER SELECTED CATEGORIES BALANCE DUE 1 Credits AGING Current and over 2 Zero Balance over 30 days 3 Balance Owing over 60 days 4 Unapplied Credit over 90 days 10 over 120 days AMOUNT OF BALANCE OVER 5 N A INSURANCE 11 MEDICARE 13 First Patient 1 Slow Pays 14 Last Patient END DOCTOR 12 All Doctors 15 List N A TOTALS 16 Patient s Totals OUTPUT LISTS 18 Incl 17 Primary Physician 19 Excl PRINT TO 20 Printer Enter NUMBER to be changed or press ENTER to print report X to Exit 6 Enter We only want past due accounts 10 Enter We want to limit the report to one insurance M Enter We are doing a Medicare report this time Y Enter We do want to do a slow pay report N Enter We have all Medicare patients set up as YP Yes Partial Statements patients so we don t need to search other types of statement accounts Please refer to YP Statements in the New Patients chapter 15 Enter We want to change the type of totals that are printed 2 Enter We want an Open Charges report Enter We are ready to print the report Enter If you have a dot matrix printer now is when we put wide paper in the printer or change our printer to print at seventeen characters per inch condensed As soon s we press Enter our report will print N
186. l be faster than a Pentium III machine To dramatically reduce the housecleaning time you can use the hard drive to archive the retired ledgers instead of saving them to floppy disks Call our technical support department for assistance 170 Section D HOUSECLEANING Clearing Patients and Transactions Housecleaning will allow you to delete certain patients with a zero balance from your System depending upon how long it has been since their last transaction It will also allow you to consolidate all charges that have been fully paid along with payments and adjustments beyond a date of your choice into a previous balance line The purpose of this procedure is to recover space on the hard disk A previous balance line will be generated for each of the standard aging categories current over 30 days over 60 days etc wherever appropriate The System will print a hard copy of the Patient Ledger for all patients being deleted from the System at the time Housecleaning is run After a patient has been deleted from the System the patient number will be reassigned to a future patient Remember that after running Housecleaning and consolidating charges the detailed procedures will no longer show on the Patient s Ledger will not be retrievable with Data Search and will not show up on the Production Report For family accounts if the Head of Family is deleted the first family member will be designated as the new Head of Family Otherwise deleti
187. l function of printing the forms There may be times however when you need to update without printing the forms Not shown on the screen but available is the special UP Update option This unlisted option allows you to update current or a range of insurance forms as if you had actually printed them This option can be useful for a variety of reasons including updating forms that DID get properly printed and you answered No to the update question at the end of the insurance print run BE CAREFUL WITH THIS OPTION Once you update you can only reprint the charges one form at a time with the SI Single option Entering Remarks On Insurance Forms If you wish to enter last minute remarks on an insurance form and the insurance form is set up for it you may enter the remark when printing a single insurance form under the SI Single option To activate this option the insurance format file must be set up to allow for remarks POC or your dealer can assist you with this Claim Editor and Rebilling POC will allow you to edit any previously submitted rejected claim It accomplishes this task by assigning a claim number to every claim processed The claim may be edited and resubmitted when necessary using this claim number Once edited reprint the claim under the SI Single option See the following example 61 Section B BILL INSURANCE Patient IBEX Patient L Phone 703 259 8704 M R 3488765482 Insured 1 Insured 2 JODI
188. ld This capability will also be required if you are submitting your claims electronically Electronically bills Medicare claims in the new direct submission ANSI format Rebills rejected ANSI electronic claims after corrections are made again and again Rebilling options include rebill an entire claim file rebill a single claim by claim number or range of dates and rebill multiple claims by range of dates Automatic crossover logic in POC that prevents the printing of paper claims for carriers to which Medicare automatically crosses over You will no longer have to pull crossover claims from print runs and throw them away Blue Shield Champus and additional provider numbers have been expanded to twenty characters to meet the new specifications POC now records an insurance rebilled line on the patient s ledger when an insurance is rebilled either on paper or electronically The claim number or range of dates is also recorded This allows you to quickly look at the ledger to see if and when rebilling occurred Paper claims can be permanently excluded for selected procedure codes This prevents insurance carriers from being billed for patient s responsibility procedure s You no longer need to print and clear all current insurance forms before Housecleaning Data Search Sort List Seven fields added to the mail merge file created by sort list 16 Section A SUPPORT POLICY PSC s SUPPORT POLICY If you purchased your POC
189. lete Insurance m Deleting an insured ees Duplicate Patients teet Entering Information m Family Accounts rettet tte 88 Insurance Company Code 87 92 Insured s Name 390 Medical Record Number w 88 New Patient List nei ferret trees 92 92 87 Responsible Party S for Same or Self Telephone Numbers eese Worker s Compensation 0 Oldest subscriber 90 One Time Only diagnosis a2 One Time Only arsar iiini 27 One Time Only procedure codes 27 Open Charges Open DeMint iiia OR LOC rnea e ette e e do 73 ojo Nm 27 Parallel Procedure Codes sss 31 Partial statertierits iicet ees Past Due Reminders PATIENT INFORMATION Insurance Screen Bypass Jump Back to Patient Screen PATIENT LEDGERS 11 26 30 96 98 99 Columns Wie ax Disable Pagination iere e cete 97 Enhanced Patient Ledger 26 99 Ledger Notes T Patient Ledger Bypass eee 96 Print By List ane cesesnos tees Range of Dates t Patient Natne sseeer erm rin eer Patient NO GS c eer coge c Re deste Addes SEE urere dienen sien Alphabetical Order iilling Cycle tite mierda Changing Statement Forms 104 C toff Dale reine Dunning Messages Family Accounts Finance Chat ges cci sscs
190. lick next 5 Choose an icon Choose desired icon then click FINISH Run SETFILE to set number of terminals Make the POC folder shared with full access to everyone My Computer right click on POC folder click on sharing everyone should have Access Type Full Control PON Workstations Map drive letter to the server s POC folder Network Neighborhood Create POC Icon 166 Section D WINDOWS INSTALLATION Microsoft Windows 2000 2003 Server Installation Workstations All POC workstations must be MS Windows 95 98 ME 2000 XP Professional POC will NOT run properly in a network environment using Windows XP Home Map a network drive to the shared POC folder on the Server Drive P for POC is a good choice i e PAPOC EXE Create POC Icon 1 Goto the command prompt Click Start All Programs Command Prompt 2 Atthe Command Prompt type CD press Enter You should now have a C prompt 3 Type MD POC press Enter 4 Type CD POC press Enter You should now have a C POC gt prompt 5 Copy each disk For each disk type XCOPY A 6 Type EXIT Notes 167 Section D BACKING UP BACKING UP The MOST Important Daily Task Everyday you risk losing ALL of your work back to your last GOOD backup If you think backing up on a daily basis is too much work just think of how much work it will be to try to go back and re enter everything As MANY of our clients have already found out it is not a matter of F you wi
191. ll ever need your backups it is a matter of WHEN Imagine explaining to the doctor why you didn t backup and now all the billing data is lost Please be certain you fully understand the specific backup procedures for your system and that you perform a backup each and every workday without fail You may go for a year or more without ever needing your backups But when you need them and sooner or later you will the backups are the difference between an hour of work or very likely starting over from scratch Specific step by step instructions on how to back up your system are beyond the scope of this manual We suggest you call the vendor of the back up system you have chosen Backing up each day the System is used is a necessary function of owning a computer lts importance and frequency are directly proportional to the amount of effort required to re enter lost data For example if you lose a computer game you can reinstall it easily from the master disks If you lose your word processor and its letters you can reload the program disks and maybe retype some letters BUT if you lose ALL of your practice billing records then you will have days weeks or even months of serious work ahead of you Our backup instructions are rigorous but they are also reliable Please follow them Different Ways of Backing Up 1 BACKUP TO TAPE Pros Convenient Easy to use Can be automated to run at anytime for example at midnight when system is not in
192. ls in and print an alignment label N Enter No more alignment labels let s run them Notes 159 Section C 100TH BIRTHDAY REPORT 100th BIRTHDAY REPORT Scenario Grace the Office Manager for Dr Clark s geriatric practice likes to send birthday cards to the patients who are having their 100th birthday Each month she prints a report to see if anyone is going to have this milestone birthday during the coming month A quick Data Search makes this task very easy To print this report from the main Selection List type DS Enter SC Enter This takes us to Data Search We need to set the criteria for the search Dat earch SEARCH CRITERA Age OC Open charges Allergy OD Other ID Brith date PC Procedure code Doctor PV Provider Drug treatment SX Sex ICD diagnosis code TR Traeating physician Insurance company TS Type of service Medical record ZC Zip code Please enter you choice BD_ BD Enter 0501 0531 Enter Y Enter AG Enter 99 99 Enter Y Enter Enter SP Enter Y Enter Enter N Enter N Enter Notes We are going to do a birth date search It is currently April 15 We are setting our birth date range for next month from May 1 to May 31 Yes this is correct We are going to use an age search too We are setting our age range to 99 years only Remember they re still only 99 years old as of today they won t bee 100 until next month Yes this is correct
193. m Administrator to fully control user access The System Administrator can now assign user numbers and passwords to each operator along with controlling their level of access to the operating of the POC software This feature is fully HIPAA compliant To start POC from a DOS prompt type CD POC Enter or your POC directory name if other then POC POC Enter OR If you have created a POC Icon on your Desktop click on that The User LD will be assigned by your system administrator The password will be unique to each user a maximum of 9 characters and is case sensitive It will be encrypted to maintain confidentiality This should be known only to the user who s password it is and the system administrator P O C log in Enter user i d 2 Password IHHHHHHHEE Once you have successfully log in you will be prompted for the Terminal Number On Multi user systems the system administrator should be the only one to use the designation of Terminal 1 All other users can choose a terminal number from 2 to 99 Although any available terminal number other than Terminal Number One could be entered here for ease of use and to avoid confusion it is strongly recommended that each user s Terminal Number be the same as their User ID Number What terminal do you wish to use POC Multi User has the capability of running up to 99 terminals Generally each person workstation is assigned a terminal number Under everyday
194. m on all three choices ENTER FIRST RECORD NUMBER Enter the number of the record where this utility is to begin or press Enter to exit A 1 is recommended ENTER LAST RECORD NUMBER Enter the number of the record where this utility is to end 999999 is recommended and press Enter TURN PRINTER ON PRESS ENTER WHEN READY Press Enter when ready The screen displays the record number being processed The printer will print PATIENT XX X Y DATE POINTER The X represents the file number in which the record was found The Y represents the record number in the file The data is the date of service for the transaction and the pointer is the pointer to the next transaction in the patient s ledger The first digit in the pointer is the file number in which that record can be found When finished the program will loop back to ENTER YOUR CHOICE To exit press Enter 200 Section D POCDOC The FIXERR utility detects and automatically corrects errors in patient s transactions WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type FIXERR Enter FIX ERRORS ENTER STARTING PATIENT 4 Enter the number of the patient where this utility is to begin or press Enter to exit ENTER ENDING PATIENT Enter the number of the patient where this utility is to end and press Enter REWRITE FILES Enter a Y or N TURN PRINTER ON PRESS ENTER WHEN READY Press Enter when ready Pati
195. m will screen each physician s charges to three separate forms Otherwise charges will be printed on the same form under the patient s primary physician Printing Options Insurance Forms What do you wish to do Single insurance form Current insurance forms All insurance forms Range of insurance forms Please enter your choice When printing insurance forms the CU Current option causes insurance forms to be printed for all patients who have had charges recorded under the Y option in Add Charges since the last insurance form run This is the fastest option for printing insurance forms Current also generates a list that will print insurance labels in the Mailing Label program The other options AL All RA Range and SI Single print and update al charges added since the last insurance form run including those recorded with the YBL option in Add Charges but not charges recorded YNIF h NOTE f your System has the optional Electronic Claims Submission software ECS you will have a fifth selection EC after you choose the type of insurance These procedures will be discussed at the end of this Bill Insurance section 60 Section B BILL INSURANCE Updating Insurance Forms Previously Printed Insurance Forms What do you wish to do SI Single insurance form CU Current insurance forms AL Allinsurance forms RA Range of insurance forms Please enter your choice UP Updating happens as a norma
196. mation the same as with any new patient ENTER NUMBER TO BE CHANGED X TO EXIT Enter NUMBER or XNUMBER and press Enter ENTER SPECIAL PATIENT NUMBER Enter the number of the patient to be covered and press Enter ARE YOU SURE Enter Y Enter ENTER NUMBER TO BE CHANGED X TO EXIT Continue as if you were entering a new patient RE ENTERING TRANSACTIONS When re entering transactions on a patient whose original ledger has been covered up see Covering a Patient it is essential to set aside the DOCTORS and ACCOUNTS files so that they remain unaltered during the reentry process Before re entering the charges and payments for any patient be sure to follow the steps below Type SC from Main Selection List COPY DOCTORS DOCTORS XXX Enter COPY ACCOUNTS ACCOUNTS XXX Enter Should say 1 file copied If you do not get this confirmation maybe due to a typing error If not call tech support 179 Section D POCDOC Now re enter on Terminal 1 all transactions for any patient that has been covered After completion follow the steps below Type DEL DOCTORS Enter DEL ACCOUNTS Enter REN DOCTORS XXX DOCTORS Enter REN ACCOUNTS XXX ACCOUNTS Enter This procedure restores the original practice totals after the duplicate charges have been re entered into the System Notes 180 Section D POCDOC ALLDOC1 The ALLDOC1 utility converts any system to a one doctor system Remember to run all reports befor
197. me with little additional benefit since the detail already exists elsewhere Before you begin entering New Patients with existing balances into the System please be sure you ran an adding machine tape of the ledger totals for each patient to be entered Attach the adding machine tape s to the patient s old ledger s so you will know the exact amount of billing you are transferring to the System This extra step will ensure that your POC receivables balance to your previous receivables When payments are received for patients who are not yet entered into the System pull each patient s old ledger and enter the patient through New Patients and the payment through Post Payments You should again take the same balancing precautions explained above to ensure the data is correctly entered into the computer Finally when time permits you may enter all other patients with outstanding balances who have not yet been recorded into the System There is no reason to enter patients with zero balance accounts into POC until their next office hospital visit The old pre POC ledger for patients who have been entered into the System should be clearly marked with the new POC patient number assigned by the System These old ledger cards should be kept separate from the ledger cards of patients who have not yet been entered into the computer 34 Section B Using POC Section B STARTING POC STARTING SECURITY POC Security POC software enables the Syste
198. miliarize yourself with the generator as you work through the different sections EDITING A FILE It is often easier to modify an existing format file than to create one from scratch To make a copy of a file call up the existing file from the menu i e ST Enter The entries for the ST file will be present and can be picked up for your new file by pressing Enter lt is important to default all the way through each section so that the whole file is created In the Set Parameters section the existing setting is shown in parentheses To leave the setting unchanged just press Enter To change the existing setting type in the new parameter and press Enter In the Alignment Form Top of Form Charge Line and Bottom of Form sections the upper portion of the screen displays entered variables in the position at which they will appear on the form The bottom of the screen displays the variables that you are currently editing as shown below The at is the tab position and refers to the column position measured in 1 10 from the left perforation LAST FIELD and Column entered CARRIER at 2 CURRENT SETTING for NEXT Field 1 PRINT ENTER NEXT Field B F I DEL or Q Enter a Field Unchanged To re enter a variable exactly as it appears in the CURRENT SETTING just press Enter The CURRENT SETTING will become the LAST FIELD and the NEXT FIELD will appear as shown LAST FIELD and Column entered 1 PRINT CURRENT SETTING for NEXT Fiel
199. monthly report of expected deliveries for July to the hospital This report must show the patient s information and the expected delivery date To print this report from the main Selection List type PI Enter This enters Patient Information from the main Selection List 1 Enter Jodie Steven s account number is 1 PT 3 1 Patient Information 1 STEVENS JODIE 4 12 10 1976 7 Female 10 Unknown 2 554 12TH STREET 5 703 259 8704 8 Unknown 3 FALLS CHURCH VA 22042 6 703 332 6378 9 Not a student 11 SSA or ID 245 66 5521 15 Med Red 04JUL95 12 Other ID VA454545342 16 Fam Head 13 Send Statements Yes 17 Employer STATIONERS INT 14 Finance Charges 18 Rel of Info Yes 20 Dr 3 Harold Barnes M D 19 Fee Schedule 21 Ref Phy NORMAN JOHNSON M D Enter NUMBER to be changed _ 15 Enter We re going to change her Medical Record Number 04JUL95 Enter Her expected delivery date is the Fourth of July 1995 Hemember to be consistent in using UPPER and lower case 04JUL95 is not the same as 04jul95 Enter We are finished changing Patient Information Y Enter Yes record the changes N Enter No we don t need to change insurance information Enter We re finished changing Patient Information and this returns us to the mini selection list These first eight steps are done for each patient found to be pregnant when her expected delivery date has been determined They are done at
200. nd prompt type CKBALDUE Enter CHECK BALANCE DUE amp PAID WITH ACCOUNTS FILE TURN PRINTER ON PRESS ENTER WHEN READY Press Enter when ready ENTER FIRST PATIENT NUMBER Enter the first patient number to be checked or press Enter to exit ENTER LAST PATIENT NUMBER Enter the last patient number to be checked and press Enter REWRITE FILES Enter Y or N Enter If you answer N the system will start checking the range of patients selected NOTE Unless you are running this program prior to doing a Housecleaning it is advisable to answer N for the first run BALANCE TO 1 LEDGER 2 ACCOUNTS Enter a 1 or 2 Enter If the BAL DUE ledger amount is correct use 1 to balance to the ledger If the ACCOUNTS amount is correct use 2 to balance to accounts If both BAL DUE ledger and ACCOUNTS are in balance but the NET BAL amount is not use 1 to rewrite the NET BAL amount to equal the ledger 185 Section D POCDOC When finished the program will loop back to ENTER FIRST PATIENT NUMBER Press Enter to exit All the patient numbers will list on the screen If there is any difference between the BAL DUE total of all ledger activity ACCOUNTS total balance owed or NET BAL net amount of all unpaid charges the information will be listed on the printer If BAL DUE and ACCOUNTS are different the system will put lt gt in the right margin of the report Any error messages will be d
201. nformation Ledger Notes You may enter a ledger note s for each patient in the System The same ledger note will appear on every page of the ledger when the ledger is viewed in the Post Payment selection list and in Adding Charges When the ledger is printed the note will appear at the end of the ledger Ledger notes are for global remarks regarding the patient Use REM in Add Charges or Remarks in Post Payments for remarks that refer to specific charges etc See Add Charges and Post Payments for further details To add or change a ledger note you may append a C for Change to the patient account number i e 9999C or choose the Single selection enter the patient number and then choose the Change Ledger Note selection You have two lines of up to 70 characters each for your note s When changing a note you may wish to change just one of the lines To change a line just type your new note To leave a line unchanged just hit Enter To delete both lines of a note type DEL Enter on line 1 if you type DEL on line 2 it will only delete line 2 To only delete line 1 press Space Enter If you do NOT want a note to print on the patient s ledger or statement start the line with a minus sign as in line two of the previous screen example that says CASH ONLY NO CHECKS In this example line one will print and line two the line that begins with the will not Remember you must have the printing of l
202. ng a family member will not disrupt the continuity of the family account For each patient deleted in Housecleaning all information related to that patient is permanently erased from the following sections of the System Patient Ledger Data Search list Patient Notes First Report of Work Injury and Recall Notices The Patient Ledger patient name address and transactions are stored on the Retired Ledger disks for archival purposes The standard Accounts Receivable aging categories and amounts are unchanged after consolidating charges If the last payment falls within the time frame to be consolidated it will not appear on the Accounts Receivable report Errors In Housecleaning If your System crashes during Pass 1 of Housecleaning you can restart at the beginning of the disk it was working on when it crashed We suggest you call POC Customer Support or your dealer at this point You will receive instructions on how to fix the error that caused the crash run SETFILE and how to continue Last Step After Housecleaning you need to generate new patient alpha files by going into POC and re alphabetizing in the Alphabetize Patients section An Easier Method Doing your own Housecleaning is not for the timid or the impatient POC or your dealer can provide Housecleaning services for you Housecleaning services are not covered under PSC lease maintenance agreements and are offered for an additional fee Call 1 800 782 5214 for details 171
203. nite err rts 45 46 Maximum Transaction Per Entry tes Multiple Dates etie Multiple Modifiers eterne Multiple Procedures i Permanent Record ect etrennee Procedure Code 00000 5 ones Procedure Codes Recall and Drug Question Recording Charges m Iur cM 50 Separate Insurance Forms 50 UELDDX S 252 Skip 21 Questions YB Modifier inscne tete deter YO Yes Override 47 Zero Dollar Charges 49 Aged Accounts Receivables m Aging Charges scere teen guis m RE Alpha Modifiers m ALPHABETIZE PATIENTS 53 Alternate Fee Schedule ees 89 Amount Paid Always Zero uU Appending Transactions 164 APPOINTMENT SCHEDULES 13 54 Initialize the Schedule 54 Pop Up Window 32 tn 25 Scheduling A New Patient B BACKINGUUP ocarina roe 21 168 169 Balance fOrWard estia tt e ae 34 BATCH ADD CHARGES eret 56 Maximum Patients 56 Maximum Transactions Same location of service ase Transaction Summary eese 56 BILE INSURANCE rnesa Alpha Modifiers Amount Paid Always Zero sss Bill AS A GfOUD 2 eerte rnceceo Claim Editor Electronic Claims Submission Hold Secondary Billing Location of Service eerte Pr
204. nits and were performed in the same location by the same doctor you may do so by enteringthe codes and or index numbers separated by commas OR plus signs i e 90620 45 33 2 90292 OR 90620 45 33 2 90292 It is OK to mix codes and indexes but DO NOT mix commas and plus signs The System will beep and truncate the excess if you exceed the limit of five procedures 47 Section B ADD CHARGES Multiple Dates A POWER USER BYPASS COMMAND Patient Addin harges Patient Age 37 MR Insured 1 Insured 2 SARA MITCHELL CARLTON MITCHELL CARLTON MITCHELL 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 300 21 CHOLESTEATOME EXT EAR 381 1 CHRONIC SEROUS OTITIS MEDIA 383 0 ACUTE MASTOIDITIS CURRENT BALANCE 189 00 FEE SCHEDULE nn 90620 CONSULTATION COMPREHENSIVE Enter date s 040195 040295 040495 040695 040795 If you want to enter the same Procedure Code for several dates up to five on one line enter the code press Enter and when you are asked for the date s of charges enter the dates in the six digit format mmddyy separated by commas OR plus signs For example multiple dates for the same procedure s are entered as follows 040105 040505 040705 041505 042005 Enter or 040105 040505 040705 041505 042005 Enter Alternately if you wish to enter se
205. normal usage POC prevents more than one person from using the same terminal number However a user can intentionally ignore SETFILE s warning message and run SETFILE while a terminal is active See running SETFILE in the Troubleshooting chapter DO NOT IGNORE SETFILE S WARNING MESSAGE AND ALLOW MORE THAN ONE PERSON TO USE THE SAME TERMINAL NUMBER AT THE SAME TIME DOING SO WILL CREATE SERIOUS ERRORS IN YOUR DATA AND VOID YOUR WARRANTY AND OR MAINTENANCE COVERAGE 36 Section B STARTING POC Security POC features will allow a user to place their terminal in a locked mode with a simple key stroke when it is necessary to step away for a few moments Just press the F12 key at any screen other than the Main Selection List and the screen is blanked out until the user enters their personal password to proceed thus preventing any confidential information from being seen by a casual viewer Enter your password and press Enter and you will be returned to the exact screen you were previously viewing Enter password Yesterday s Transactions PLEASE NOTE Yesterday s Transaction Report has not been cleared Press ENTER to continue _ If you restart POC and have not printed the Transaction Report a message appears to remind you You may or may not want to print the report If you don t new transactions will be appended to the existing Transaction Report and both groups of transactions will be included the next time you print the T
206. nt END DOCTOR 12 All Doctors 15 List 0TO30 TOTALS 16 Patient s Totals PRINT TO OUTPUT LISTS 18 Incl 30 17 Primary Physician 19 Excl 20 Printer Enter NUMBER to be changed or press ENTER to print report X to Exit 6 Enter We want to first search all accounts over 30 days 15 Enter We want to change the type of detail that is printed 2 Enter We want an Open Charges detailed report so we can review the account before sending the notice 14 Enter We are going to use a previously generated list for input Oto30 Enter We are going touse the exclude list we created in the previous run 17 Enter We are going to create an output list that includes all patient accounts with charges over 30 days 30 Enter We are going to call our list 30 Enter We are finished changing the categories and are ready to print 136 Section C Enter RN Enter AGING REPORT PAST DUE NOTICES As soon as we press Enter our report will print and our list will be generated We now have four lists 30 60 90 and 120 that contain the appropriate patients This takes us to Recall Notices from the main Selection List Recall Notices What do you wish to do LS Enter 120 Enter Message 2 of 2 SR Set recall date for patient RD Recall designated patients LV Recall patients by date of LAST VISIT LS Recall patients by LIST RE Review patient recalls AC A
207. nts Receivable Report 14 Section A RECENT ENHANCEMENTS Doctor Information The fields in Doctor Information have been labeled This replaces the previous letter designation and makes if easier to identify the proper field s for data entry etc Prompts for a Y or N response when recording Doctor Information Pagination of printed Doctor Information has been properly formatted Contact name Fax number and additional address line for referring physician and for facilities The ability to add four 4 more provider numbers for each doctor Doctor Information is now available from all terminals Adding Charges Ability to select a patient on any alpha look up screen in Batch Add Charges In earlier versions of POC it was necessary to scroll to the end of the search list Attach all of the diagnoses on the current claim to all charges added in Batch Add Charges AC Adding Charges editing feature of being able to delete a facility or referring physician from a claim simply by typing DEL This makes editing simple and intuitive You can now post a co payment while in Add Charges Ability to edit charges before making a permanent record in Add Charges Add Charges displays a procedure s corresponding diagnosis code s before making a permanent record Charge reversals can now be entered from ALL terminals Add Charges routine now checks for bad dates in the 21 Questions In Add Charges procedure code entry makes any dat
208. number enter only the last portion For example if the patient number is 1 345 you enter 345 when asked for the patient number and press Enter After verifying that you have selected the correct patient Add Charges asks or re verifies the following 21 insurance questions if an insurance company is shown on the patient s ledger 21 Questions Screen Addin harges Patient Age 37 Insured 1 Insured 2 SARA MITCHELL CARLTON MITCHELL CARLTON MITCHELL 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 1 First Sympton 12 01 94 11 Illness 2 First Consult 12 01 94 12 Certif Doctor 3 Return to Work 13 Emergency No 4 Disability 14 Prior Disability Type 15 Document 5 Ref Physician 16 Opinion 6 Ref Phy Exam 17 Surgery 7 Other Facility 18 Payro 8 Admit Disch 19 Program 9 Outside Lab MEDICAL LAB INC 20 Skipping 21 Questions and ICD s A POWER USER BYPASS COMMAND You may enter the patient s account number with a B for bypass or alternately answer YB Yes Bypass at the Is this the correct patient question In both cases bypassing allows you to skip directly to entering procedure codes without reviewing previously entered insurance related questions To use this bypass option add the letter B to the end of the patient s account number like this 1234B if the patient number is 1 1234 This will skip
209. numbers will scroll on the screen Any errors detected will be printed as follows DIAGNOSIS CODE DELETED XX ERROR CORRECTED The program finishes with OLD OTODX FILE DELETED NEW OTODX FILE RENAMED Notes 206 Section D POCDOC PMASPAD The PMASPAD utility will pad a PMAS record by entering additional zeros if it is found to be short This utility is usually run after running other utilities which detect bad record lengths WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type PMASPAD Enter PAD PMAS FILE ENTER FIRST PATIENT NUMBER Enter the number of the patient where this utility is to begin or press Enter to exit ENTER LAST PATIENT NUMBER Enter the number of the patient where this utility is to end and press Enter REWRITE FILES Enter Y or N Enter NOTE It is advisable to use N for the first run HARD COPY Enter Y or N Enter Patient numbers will be listed on the screen If there is an error in a patient s record the following will be printed Pt name Pt number RECL When finished the program will loop back to ENTER FIRST PATIENT NUMBER To exit press Enter PLEASE NOTE Before using the rewrite option If RECL is less than 100 it may be necessary to cover or delete the patient To verify the corrections run PMASPAD again Notes 207 Section D POCDOC RANDREAD RANDREAD allows you to read any specified record in a file WHAT S O
210. ny 1 The same rule applies to Insurance Companies 3 and 44 By the same token you cannot have an insurance company without an insured or an insured without an insurance company code or RP for Responsible Party See below Responsible Party If you want to send Patient Statements to a third party who does not have insurance enter this responsible party as Insured 1 When asked for the insurance company code enter RP Enter for Responsible Party and statements will be sent accordingly If the patient also has insurance overage enter the insured s information as Insured 2 or 3 or 4 Sfor Same or Self When entering insurance information in New Patients remember if the policyholder designated as Insured 1 is the patient enter S Same when asked for Insured 1 s Name By doing this you save a great deal of typing and the patient s relationship to the insured will be designated as SELF on insurance forms Do NOT re enter the patient s full name If you are entering insured 2 3 or 4 and this insured is the same as the last insured entered i e you are entering insured 3 and insured 3 is the same person as insured 2 enter S for Same If the address of Insured 1 is the same as the PATIENT S address just enter S Enter for same when POC asks for the address The System will automatically pick up the PATIENT S address If the address of the previous Insured is the same as the current INSURED S address j
211. o get back to the name or number question Print By List If you wish you may print Patient Ledgers by a previously saved list This list may be created and saved through either the Data Search program or Accounts Receivable For example you may wish to print all ledgers for accounts over 120 days old for review of possible collection action 96 Section B PATIENT LEDGERS Additional Print Options Patient Ledger USER SELECTED CATEGORIES RANGES Range of Dates Range of Patients PRINT VIEW OPTIONS 3 List Name 4 Include Payments 5 Start with First Open Charge PRINT ONLY OPTIONS By Primary Doctor Print Doctor Information Disable Pagination Start with most recent zero balance Number of copies Enter number to be changed X to Exit Disable Pagination Patient Ledger USER SELECTED CATEGORIES RANGES 1 Range of Dates 2 Range of Patients N A PRINT VIEW OPTIONS 3 List Name N A 4 Include Payments Yes 5 Start with First Open Charge Yes PRINT ONLY OPTIONS 6 Doctor 7 Print Doctor Invormaiton 8 Disable Pagination Enter number to be changed X to Exit _ If you want to print multiple ledgers and you want to conserve paper you can change user option 8 to Yes When set to Yes the System does not send a form feed to the printer at the end of each ledger Print or View By Range of Dates If you print or view ledger by a range of dates the aging and total shown a
212. octor Information except for the field label of number 4 CLIA provider which is hard coded and can not be changed Doctor Information Add Provider Num 1 provider ff Add Provider Num 2 provider ff Add Provider Num 3 provider CLIA provider 05D012345 Add Provider Num 5 provider Add Provider Num 6 provider Add Provider Num 7 provider ff Add Provider Num 8 provider Enter NUMBER to be changed 77 Section B DOCTOR INFORMATION The edit feature can be accessed through the Sub Menu of Doctor Information See screen sample below Doctor Information What do you wish to do AD Add NEW doctor CH Change EXISTING doctor lam ED Edit provider number labels PR Print doctor information Please enter your choice Single Group Billing When entering doctor information for a group you only need to enter the name address phone number CLIA and Tax ID number of the group The group s numbers are to be entered in the Set Parameters section of Bill Insurance where you answer Yes to 10 Bill as a Group Even though you may bill as a group the individual DOCTORS PIN NOT UPIN numbers should be entered as part of their information in Doctor Information Do NOT enter group numbers as part of the doctor s information See Group Billing in Bill Insurance However you should enter the group s CLIA in field 4 When billing as a group all patients should be assigned to the POC Doctor N
213. of purchase But it you request us to we will help you with these items Help may consist of but is not limited to configuring phone support training and diagnostic time These services are available at our current billing rates If you are unsure whether a problem is POC related we suggest you look in the Troubleshooting chapter first If you re unable to find your answer there call and ask for a PSC customer support technician He she will be happy to answer your questions Support Billing Our policy regarding discussion of phone support billing is as follows we are happy to discuss billing WHEN ASKED Otherwise we will assume you and your staff know the call will be billable if not covered by a PSC warranty a monthly lease or a maintenance agreement It is your responsibility to advise your staff of PSC support policies In the past a majority of our clients became irritated and complained when technicians were required to inform them repeatedly each time they made a billable call The clients knew when their calls were billable they just wanted their problems fixed We feel this policy is in line with the same policies followed by the medical community We can upon your request flag your account so the technician will inform you every time a call is billable This notification is done as a courtesy and we will make every effort to follow your request However it still remains the responsibility of the person calling for su
214. of the Cross Posting Report and the main Selection List CP Cross Posting summary report are not the same See the Cross Posting chapter Report Totals The Transaction Report shows by primary physician the total dollar amount of billings collections adjustments and refunds the total number of procedures performed and the total number of patients seen for whom procedures excluding 00000 have been entered Grand totals for all doctor are also printed 126 Section B TRANSACTION REPORT System Date vs Transaction Date The Cross Posting and Transaction Reports accumulate dollar amounts based on the date of the System at the time the transaction is entered The daily totals therefore reflect all transactions entered into the System that day regardless of the actual date of service for the transactions Net Change to the Accounts Receivable A net change to receivables amount is calculated for each primary physician by summarizing all of the day s transactions Deposit Slip The Deposit Slip printed after the Transaction Report shows the total number of checks total amount for all checks total amount of cash received total amount of credit card payments and a grand total of the day s receipts A breakdown of all checks received indicates the check number ABA number check amount and the patient name and number The deposit slip may be used as an actual deposit slip for banking purposes by attaching it to your bank s regular de
215. omatically posted against the oldest outstanding charge on the Patient s Ledger as in a Regular payment in Post Payments PLEASE NOTE Posting payments through Super Bill will likely result in misleading open charge reports and reimbursement reports If a patient is already recorded in the System you may go directly to the Add Charges or Post Payments portions of Super Bill without re entering the patient information Billing Information Sheet The Super Bill A BILLING INFORMATION SHEET is automatically printed by Super Bill for the patient before s he leaves the office The patient can submit this Billing Information Sheet to his her insurance carrier for reimbursement The Patient Ledger is permanently updated only after the Billing Information Sheet has printed properly You may wish to design your own super bill that works independently of the Super Bill program You may do this using the Encounter Form program Please see the chapter on Encounter Forms for further information Notes 123 Section B SYSTEM COMMAND SYSTEM COMMAND POC includes a System Command DOS prompt option SC Enter from the Selection List Although it can serve as a way to execute other DOS commands its primary function is the installation of POC updates Exiting DOS amp Returning To POC When you are finished with your DOS commands you can return to POC by pressing the Enter key as follows From the System Command prompt Enter comm
216. omit the six digit date i e 50 1 would enter a 50 personal check payment on the POC System date Remarks Patient 1 3 Posting Payments M R 564345876 Insured 1 Insured 2 SARA MITCHELL CARLTON MITCHELL CARLTON MITCHELL 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 Ins 1 PR PRUDENTIAL Pol Assign Ins 2 BS BLUE SHIELD Pol Assign Ins 3 Pol Assign Ins 4 Pol Assign 04 15 95 10 00 Personal CK POSTING A Regular B Open Item C Manual Annotaiton gt Dates of Service Enter Remarks Payment Reversal Post Unapplied Credit Dsiburse Unapplied Credit Here patient bring their insurance info on next visit CASH ONLY NO CHECKS Once a payment has been entered you can comment the entry with a remark This is very handy for Option B type payments adjustments and others which don t have annotations 108 Section B POST PAYMENTS Changing Payment Adjustment Headings Billings amp Collections Report CHECK PAYMENT CATEGORIES Usr Def Pmt 1 20 Usr Def Pmt 6 Usr Def Pmt 2 21 Usr Def Pmt 7 Usr Def Pmt 3 22 Usr Def Pmt 8 Usr Def Pmt 4 23 Usr Def Pmt 9 Usr Def Pmt 5 24 Usr Def Pmt 10 OTHER PAYMENT CATEGORIES Usr Def Pmt 11 37 UsrDef Pmt 13 Usr Def Pmt 12 38 Usr Def Pmt 14 OTHER ADJUSTMENT CATEGORIES 39 Usr Def Adj 11 41 Usr Def Adj 13 40 Usr
217. on Field Question 8 9 1 5 9 1 2 4 6 5 2 4 13 10 15 23 20 222 Section D STANDARD INSURANCE FORM STANDARD INSURANCE FORM Cont d Item on HCFA 1500 Box 9c Other Insured s Employer Name or school name Box 9d Other Insured s Plan Or Program name Box 10a Is condition related To employment Box 10b Is condition related To auto accident Box 10c In condition related To other accident Box 11 Insured s Policy Group Or FECA Number Box lla Date of Birth amp Sex Box 11b Employer s Name Or Group Name Box Ilc Insurance Plan name Or Program Name Box 12 Patients Authorized Signature Box 13 Insured s Authorized Signature Option Screen in POC Patient Insurance Information Patient Insurance Information Adding Charges 21 Questions section Adding Charges 21 Questions section Adding Charges 21 Questions section Patient Insurance Information Patient Insurance information Patient Insurance Information Patient Insurance Information Bill Insurance Set Parameters Bill Insurance Set Parameters Field Question 26 22 3 11 11 11 20 12 8 2 2 223 Section D STANDARD INSURANCE FORM STANDARD INSURANCE FORM Cont d Item on HCFA 1500 Box 14 First Symptom Box 15 Same Similar Illness Box 16 Dates patient unable To Work Box 17 Name of Referring
218. on eceico iecore reiner eae 7 Primary policy Print Zero Chakgesso n nanara n ores 58 Printer EVE 5 iesido i ecd ce aeter 162 Printer Set Up s Printing Forms 31 50 Procedure Code 00000 tro nets 49 Procedure Code Mask ics cccccsssessicsessscosaststoccsesaieoees 59 PROCEDURE CODES 13 27 46 49 112 113 Bypass Procedure Code Defaults 49 Changing A Gode uentris Changing Pr6S ucnieoane orici Description E Four Digit Codes Parallel Codes S for Same or Self rete Type of Setyice cose tees Zero Dollar Charges s PRINTERS recette tete rete eese aun PRODUCTION REPORT Before House Cleaning sss Codes Reported m ie System Data vs Transaction Date 117 Using Wildc rds erret Program Version Information Provider ID c aceite do ire UR ets Provider Number sa it ritrrrr rtf teriane PROVIDERS cor ER 118 R Rebilling erre te RECALL NOTICES Editing a Message Past Due Remindets aeree 119 Printing Recalls 119 Recall QU StOD uere ovi een 52 Recent Enhancements nnn 10 REFERRING PHYSICIAN REPORT 120 Responsible Party RETIRED EEDGERS i ntes 121 S for Same or Self Screen Colors uestem ettet tede 162 Search Patient by Policy SS Number 107 Sec rity COde ioter rre
219. on List Production Report USER SELECTED CATEGORIES DATES OF SERVICE PROCEDURE CODES 1 2 TOTALS Period 1 01 01 04 03 31 04 6 Range N A Period 42 01 01 05 03 31 05 7 Filter N A PATIENTS 3 Grand Totals Only NO 8 MR Filter N A 4 By Type of Service YES 9 ByList N A 5 Doctor ALL DOCTORS 10 Ins Co MEDICAID 11 Ins Co Totals Only NO PAYMENTS 12 Don t include payments 13 Primary insurance only 14 Allinsurance payments 15 All payments Enter the NUMBER you wish to change X to Exit _ 1 Enter 010194 Enter 033194 Enter 2 Enter 010195 Enter 033195 Enter 4 Enter 10 Enter MC Enter Enter Enter We need to change Period 1 We need to set the first period for the first of the year This is the last day of the quarter We need to change Period 2 We need to set the second period for the first of the year This is the last day of the quarter We want to group our procedures by type of service for easier analysis We want to search all Medicaid patients This is our insurance code for Medicaid This also changes 13 to show only Medicaid payments so we have an accurate comparison We re finished changing our categories If you have a dot matrix printer now is when we put wide paper in the printer or change our printer to print at seventeen characters per inch condensed As soon as we press Enter our reports will print Now we can review
220. orms NOT PUSH This is optional on some printers 2 Take the forms OUT of the box Feed them through the bottom slot under the printer and printer stand If you do not have a printer stand and plan to print multi part forms we strongly recommend you purchase one It will pay for itself almost immediately by reducing or eliminating paper jams which occur if forms are not fed from the bottom The idea is to have a straight line paper feed path especially with multi part forms A straight path will make your forms align better print cleaner and save wear and tear on your printer feed motor 3 Set the printer head gap adjustment lever AS FAR BACK wide as it can go and still print legibly Don t decrease the head gap because the printer ribbon is old and should be replaced This only squeezes the paper causes paper jams and reduces printer life When the ribbon begins to lighten noticeable REPLACE IT 31 Section A SYSTEM CONVENTIONS 4 After aligning we suggest you put pencil or grease pencil marks on your printer to mark proper alignment for each form in the future This will enable you to pre align the forms the next time you print Then use the N option to skip the alignment form Hint Use blue marks for statement forms red for insurance etc 5 Let the printed forms fall in a nice neat stack Stopping Printing In Progress PRINTING STOP PRINTING Y N Y Once you begin printing you may stop by hitting Esc
221. oscccasssssesscccersascosscetavss 103 Minimum balance esses 102 No detail Partial Statement Criteria Print Statement Line in Ledger 102 Printing Statements 100 Special Messages 103 Statement Parameters 101 Statement Cype iissreetri eren Updating eerte e edes Zip Code Order Payment Adjustment Headings Changing 69 109 Pending payMeNnt sie sid ceci itera 102 105 PN a eer dine niin e des 59 Plain paper statement 102 POG Error Messages eer rtt etn 174 POCDOGQC on eeicess teer erben 176 178 Pop Up Appointment Scheduler 25 Pop Up Ledgers Pop Up List Windows eee POST PAYMENTS Check and Cash Register Cross Posting Payments Dates of Service 3 Delete Paytnefit eectrre cet meer Find Patient by Policy SS Number 107 Manual Annotation Open Item ce debts Payment and Adjustment Types 105 Payment Entry Bypass see 108 INDEX 233 Section E Payment Option Bypass Payment Reversal Ex Payment Adjustment Headings 105 Refunds canc nme rad nite Minnie Regular as REMATES is noue aene dam eov egt To B Disbursed nentes Unapplied Credit YNS Option Power User Bypass Command 49 94 96 106 108 Pre Installati
222. otes 133 Section C AGING REPORT PAST DUE NOTICES AGING REPORT PAST DUE NOTICES Scenario Tania the Office Manager for Dr Morrow s practice likes to send mid month past due reminders to her patients as a means of keeping her accounts receivable under control She has found that the bright mid month reminders patient recall forms receive the proper attention from her patients making them a very effective collection tool She has previously set up her past due messages one for each aging category in the Recall Notice program To print this report and the notices from the main Selection List type AR Enter This enters Accounts Receivable from the main Selection List Accounts Receivable USER SELECTED CATEGORIES BALANCE DUE 1 Credits AGING 6 Current and over 2 Zero Balance 7 over 30 days 3 Balance Owing over 60 days 4 Unapplied Credit 9 over 90 days 10 over 120 days AMOUNT OF BALANCE OVER 5 N A INSURANCE 11 N A 13 First Patient 1 14 Last Patient END DOCTOR 12 All Doctors 15 List N A TOTALS 16 Patient s Totals OUTPUT LISTS 18 Incl 120 17 Primary Physician 19 Excl 0TO90 PRINT TO 20 Printer Enter NUMBER to be changed or press ENTER to print report X to Exit 9 Enter We want to first search all accounts over 120 days 15 Enter We want to change the type of detail that is printed 2 Enter We want an Open Charges detailed report so we can review t
223. p New Patient Patient Information You can now escape NP New Patient Information by pressing the Alt End keys simultaneously e Ability to enter a patient s name and responsible party s name as three separate fields This will prevent problems that might have previously been encountered in processing ECS billing e Automatic formatting of phone numbers and social security numbers Data for these fields can be entered without any spaces or dashes and the System will automatically put the entry in the appropriate format e In insured s information the System automatically defaults to patient s last name This will save keystrokes by allowing the user to accept the default and go on to the the insured s first name e An additional address line for the patient in Patient Information and in the Insured s Information e The full insurance address and contact name has been added to the Patient Information screen This makes finding this information much quicker e Both insurance street address and the zip code now show in the F5 pop up insurance list This makes it much easier to tell which insurance to select when there are several with the same name e A new question appears in the New Patient and Patient Information screens that asks for the other insurance coverage category when the insurance is Medicare All possible special codes are shown This prevents code selection from being skipped and makes it more accurate This new qu
224. perform all functions of appointment scheduling When finished just press Enter until the System returns to the precise point where you pressed F7 with no loss of data Claim Editor F8 Edit Claims Enter claim number to edit 1234 At any prompt except the main Selection List you may press the F8 key to instantly access the Claim Editor For more information on how to use the Claim Editor see the Bill Insurance chapter 25 Section A SYSTEM CONVENTIONS Enhanced Patient Ledger F9 Patient Ledger 04 15 95 92551 AUDIOMETRY SCREENING TEST 32 50 ICD 1 386 0 MENIERE S DISEASE ICD 32 ICD 33 Paid Adjusted lst Insurance 19 60 4 90 2nd Insurance 0 00 0 00 3rd Insurance 0 00 0 00 4th Insurance 0 00 0 00 Remaining Balance 8 00 Dr 1 Location 3 Claim 1234 Aging Date 04 01 2005 Press ENTER to return At any charge line on a patient s ledger you can view complete details pertaining to that charge by press the F9 key The System will display a pop up window containing date of charge procedure code description and amount of charge ICD code s pertaining to the charge detailed breakdown of payment s and adjustment s by carrier or other type of payment and remaining open balance of the selected charge treating physician locaiton where procedure was administered claim number if submitted to carrier and aging date of the selected charge You can return to patient ledger by simply pressing th
225. posit slip and simply writing the bottom line total on the bank deposit slip Clearing the Transaction Report After the report has been run and the information verified the Transaction Report must be cleared By clearing the report you will purge all the charges payments adjustments etc that are contained in this report You will not be able to print them again If you do NOT clear this report these transactions will be printed again the next time you print the Transaction Report INCLUDING any new transactions The new transactions will be appended to the pervious uncleared transactions and one report with ALL transactions totaled together will be printed For this reason it is important to clear the Transaction Report after it has been printed and verified Notes 127 Section B ZIP CODE LIST ZIP CODES The Zip Code program ZC Enter from the Selection List will maintain up to 32 000 Zip Codes In addition an unlimited number of One Time Only Zip Codes may be entered at the time you are entering an address One Time Only Zip Codes are only to be used for patients far outside your normal geographic area Normally all Zip Codes are permanently added to the System For cities that share the same zip code you should use the sixth position to code the city for example 90220C Compton CA 90220R Rancho Dominguez CA Both cities zip codes will be printed by the System as 90220 If using ZIP 4 addressing the Sy
226. pport to ASK if the call is billable 18 Section A INTRODUCTION TO POC INTRODUCTION TO POC Physicians Office Computer is a complete in office medical software system for patient financial information clinical data management and appointment scheduling This System has been designed by physicians to handle the vast bulk of paperwork related to medical office management Years of programming testing and documentation have gone into POC software which is now used by thousands of physicians in medical offices throughout the Country The true quality and power of the System will become increasingly evident to you over the years to come Physicians Office Computer POC operates entirely by the question and answer method making it simple to learn and easy to use This System has been designed to eliminate all unnecessary keystrokes Medical Billing POC handles just about every aspect of patient financial management automatically at the command of the user Only three simple tasks are performed before POC can do all the work associated with patient billing These three tasks are ENTERING PATIENTS ADDING CHARGES and POSTING PAYMENTS After performing these tasks each of which takes about a minute for experienced users POC will produce your Encounter Forms Patient Ledger Super Bills Insurance Forms Patient Statements Day Sheets Transaction Reports Recall Notices Aged Receivable Billings Collections Reports Alphabetized
227. printer ready You can make any necessary corrections before generating the file Once this report has been printed you will return to the Medicare forms screen refer to sample screen on page 63 m You can next select GE Generate electronic claim file You will be prompted to have your printer ready A pre submission report will be printed out This list will indicate any incorrect or missing billing information and provide you the opportunity to make the necessary corrections before transmitting your claim file Thus limiting the possible of having the claim rejected ELECTRONIC CLAIMS PRE SUBMISSION REPORT 08 01 06 TEST ECS FILE NAME C M080106 M TEST TRANSMISSION FILE NAME C M080106 XMT PAT LAST NAME CLAIM MESSAGE WRANING Invalid or missing Medicare policy number Missing provider number CLAIM 9 gt Total charge 173 00 WALLAMAKER Invalid or missing Medicare policy number CLAIM 10 Total charge 92 50 Missing referring physician Missing specialty code DOCTOR NUMBER NO OF CLAIMS BILLED AMOUNT 265 50 TOTAL CLAIMS SUBMITTED FROMS TO BE PRINTED TOTAL AMOUNT BILLED 265 50 Next you will be prompted Do you wish to update these charges Then you will be prompted Should this file be prepared for transmission Answering Y will generate the file in preparation for transmission to your carrier NOTE A file name i e C M080106 M will be displayed at the top of the screen
228. r diagnosis you may enter the actual procedure or diagnosis code or alternately a unique index number assigned to each procedure anddiagnosis by the System This special index number must 27 Section A SYSTEM CONVENTIONS be preceded by the letter I for all diagnosis codes The list of index numbers may be obtained by printing out the list of procedure and or diagnosis codes Experienced users will almost always use the index number The benefit is fewer keystrokes and faster System response Index numbers are assigned sequentially in the order the codes are entered With proper preparation and an existing Super Bill that already has the CPT and ICD codes numbered sequentially 1 2 3 etc it is possible to have the System s index numbers correspond to the order of the procedure and diagnosis codes on your Super Bill This will allow you to enter for example 3 rather than 90040 when entering an office visit charge if a brief office visit was third in the list of office visits To have your index numbers arranged in POC in the same order as your Super Bill you must not have previously entered any codes go into the Procedure Code or ICD Code List program CHANGE index number 1 to your Super Bill s code number 1 your System was shipped with CPT and ICD index number 1 s TO BE CHANGED and the ADD the rest of the list in the corresponding order PLEASE BE ADVISED ONCE THE CODES HAVE BEEN ASSIGNED AN I
229. r regular deposit slip without having to fill in the detail While this is normally a daily procedure you should print the Transaction Report at least weekly If you suddenly have a hardware failure that results in corrupted data and you have not printed and cleared the report reconstructing patient ledgers and calculating the doctors totals could be extremely difficult if not impossible Another management tool the Billings Collections Report is printed optionally at the end of each day This report must be printed on the last business day of each month The Billings Collections Report lists the day s month to date s and year to date s totals of billings and collections by doctor with a detailed breakdown of collections and adjustments into fourteen pre defined categories and 20 User defined categories Finally at the end of the day or some other regularly scheduled time each day you must BACK UP all POC data files This back up is essential to the successful use of any computer billing system PLEASE NOTE BE CERTAIN TO READ THE CHAPTER BACKING UP AND FOLLOW THE PROCEDURES LISTED WITHOUT REGULAR BACK UPS YOU WILL EVENTUALLY LOSE PART OR ALL OF YOUR DATA Weekly Procedures Once per week or more often if you choose you should alphabetize your patients print insurance forms or generate the ECS file print patient recall notices and follow up on patients who have not responded to the previous week s recalls and optionally print st
230. r the first visit Generally your new patient information form should have patient information in the same order POC asks for it This makes new patient entry considerable faster After a new patient is entered into POC all financial and clinical information for this patient is maintained by the System When it becomes necessary to update a patient s demographic information such as a change of address or telephone number it is easily accomplished in a few seconds Add Charges amp Post Payments Charges are entered on the same day services are rendered or alternately on the following day With POC there is no reason to ever get behind in billing In practices seeing relatively few patients charges may be entered only once or twice a week Payments are entered on the day they arrive at the office from any source Super Bills Using the Super Bill feature all patient information charges and payments may be added to the patient s ledger before the patient leaves the office The entire process take one to two minutes for experienced users The system then prints a Billing Information sheet for the patient From this Super Bill entry the System automatically updates all management reports Mixing amp Matching Data Entry With POC you may perform most operations in almost any order or combination after patients have been entered on the System Super Bill patients may be entered along with patients for whom you will be doing insurance b
231. rID Birth date PC Procedure code Doctor PV Provider Drug treatment SX Sex ICD diagnosis code TR Treating physician Insurance company TS Type of service Medical record ZC Zip code Please enter you choice _ You may not use more than one entry for sex zip code range of birth dates medical record number or doctor nor more than three entries for provider remember a provider can be a referring physician a location of service or an outside lab nor more than four entries for insurance company nor more than four ICD codes but you may enter as many Procedure Codes allergies or drug treatments as you wish 72 Section B DATA SEARCH The System will optionally print the list of search criteria the name and number of all patients who satisfy the search criteria and the percentage of patients who fulfill the search criteria The list of patients fulfilling the criteria may be saved and used later when using POC s By List option It is important at this point to make a note of the name you assign and the criteria used for that search The list name can be up to 8 characters in length Note You cannot use punctuation as part of the name Open Charges Data Search allows a user to search for unpaid charges that occurred prior to a specified date This feature s main purpose is to find old unpaid insurance charges before the carrier s claim submission date expires To use this feature you first set the criteria to generate
232. ransaction Report First Work Day of a New Month Start of Da Is this the first work day of a new month This message appears when you start POC and enter a date that begins a new month If you answer Y Enter you will clear the month to date totals for all doctors in the Billings Collections Report If you have added any type of transactions since the last time you printed the Billings Collections Report POC will not allow you to cross into the new month until the report is printed 37 Section B STARTING POC New Fiscal Year Is this the first work day of a new FISCAL year This message appears after you enter a date that is the first work day of a new month If you answer Y Enter you will clear the year to date totals for selected doctors in the Billings Collections Report If you have added any type of transactions since the last time you printed the Billings Collections Report POC will not allow you to cross into the new year until the report is printed Notes 38 Section B POC SELECTION LIST POC Selection List Chapters Arranged Alphabetically POC s main Selection List is the menu of user choices that make up the POC System Each selection is prefaced by a two letter abbreviation for selecting the part of POC you wish to use The following Section provides specific information about each of the Selection List choices TERMINAL 1 SELECTION LIST Date 04 15 2005 Ver 8 0 S N PS10000
233. rd If an end of file is encountered the System will loop back to ENTER RCD ENTER NEW RECORD The program will loop back to ENTER RCD If you wish to write over the end of file enter OVERRIDE Enter Enter the new record or just press Enter to leave the record unchanged Enter the number of the next record you wish to change or press Enter to exit If you just pressed ENTER the program will loop back to ENTER FILE Notes Press Enter to exit 209 Section D RPLRCD POCDOC The RPLRCD utility allows you to change the record in any of the following designated files 1 PMAS 5 RESPARTY 2 TRANSREC 6 RESPART2 3 TRANSRC2 7 DATES 4 PAYMENTS 8 ACCOUNTS WHAT S ON THE SCREEN WHAT YOU DO REPLACE RECORDS ALLOWS FOR INSERTION OF ANY RECORD INTO THE APPROPRIATE FILE ENTER YOUR CHOICE FILENAME ENTER RCD READ VERIFY The screen will display the record IS THIS THE CORRECT RECORD The System will prompt for new field entries The screen will display the modified record IS THIS CORRECT RECORDING INFORMATION When finished the program will loop back to ENTER RCD Notes From the System Command prompt type RPLRCD Enter Enter one of the above numbers or press Enter to exit Enter the record number or press Enter to exit Enter Y Enter Enter Y or N Enter Enter the new field or press Enter to leave unchanged Ent
234. reserved letter T as this indicates and index number to the System CODE DESCRIPTION CHARGE SURO1 INCIDENTAL APPENDECTOMY 0 00 Type of Service Medicare Considerations Type of service refers to medical care surgery consultation etc as required on insurance forms in some states The codes for type of service are located on the back of some insurance forms From the operators standpoint depending upon the State and whether the practice submits insurance claims electronically type of service is an optional entry and may be left blank However if you do not normally accept assignment on Medicare patients you must use TYPE OF SERVICE 5 for lab charges This will screen lab charges to a separate insurance form with the assignment block checked as yes and will also prevent the lab charges from printing on Patient Statements until payment is received from Medicare This design is based on current Medicare law at the time of publishing that states all doctors MUST accept assignment on lab charges Payments for Medicare patients in this case must be applied using B option of Post Payments Additionally if the second character of the type of service code is an asterisk i e 2 the System will treat the procedure in the same fashion that it treats TYPE OF SERVICE 5 codes If you wish the TYPE OF SERVICE 5 to be unaffected by the previous examples enter 5 Space when creating or changing a code Description Although
235. responsible party Policy number or patient s date of birth by pressing the F4 key This function can be accessed at the Sub Menus in Posting Payments Adding Charges Patient Ledger Super Bill Patient Information and Clinical Data Patient Search Search for patient by 1 Social security number 2 Telephone number 3 Other ID 4 Medical record number 5 Patient s first name 6 Responsible party name 7 Policy number 8 Patient s date of birth Please enter your choice __ Notes 95 Section B PATIENT LEDGERS PATIENT LEDGERS Patient Ledgers PL Enter from the Selection List allows you to view and print ledgers using a variety of options You may also add and change ledger notes Patient Ledger Bypass A POWER USER BYPASS COMMAND Patient Ledger What do you wish to do SD SINGLE ledger AL Print ALL ledgers RA Print RANGE of ledgers LS Print LIST of ledgers Please enter your choice 9999V_ When entering a patient s account number you may append a V i e 9999V to bypass directly to viewing the ledger append a P to bypass directly to printing the ledger append C to bypass directly to changing the ledger note Patient Ledger What do you wish to do SD SINGLE ledger AL Print ALL ledgers RA Print RANGE of ledgers LS Print LIST of ledgers Please enter your choice MITCHELL You may also enter a patient s name at the Patient Ledger menu saving the extra Enter t
236. rges and aging so the appropriate action can be taken To print this report from the main Selection List type DS Enter This enters Data Search from the main Selection List Data Search What do you wish to do VU View search list criteria SC Set criteria for search Search amp print patients Set range for search LP Load previous search RI Re initialize SL Sort list Please enter your choice SC SC Enter We need to set the criteria for the search Data earch SEARCH CRITERA Age OC Open charges Allergy OD Other ID Brith date PC Procedure code Doctor PV Provider Drug treatment SX Sex ICD diagnosis code TR Traeating physician Insurance company TS Type of service Medical record ZC Zip code Please enter you choice IN_ IN Enter NONE Enter Y Enter Enter SP Enter N Enter Y Enter CASH Enter N Enter Enter AR Enter We are going to use an insurance company search This identifies all patients who do not have insurance a third party payor Yes this is correct We are finished setting the criteria Now we are going to search our patients No we don t need to print this report Yes we do want to save the list We are going to call our list CASH No we don t want a list of excluded patients This returns us to the main Selection List Now we go into the Accounts Receivable Program 131 Section C CASH PATIENTS AGING REPORT Acco
237. rocedure code that contains the designated code in the sixth position when entering procedures 89 Section B NEW PATIENTS For example When recording a 90060 office visit for a patient designated with the fee schedule M the System will automatically look for procedure code 90060M If 90060M is found that procedure code will be used If 90060M is not found the System will then look for the code 90060 in the standard fee schedule If found it will use 90060 the standard code Acceptable codes are any upper and lower case character on your keyboard except for these three reserved characters and Space Remember UPPER and lower case codes are not the same code Additionally we do not recommend using or These are wildcard symbols and make using Data Search and Production Report more difficult For more information on Alternate Fee Schedules press F1 at the Alternate Fee question Insured s Name If the insured policyholder is someone other than the patient and the statement is not to go to the primary insured enter the name and address of the person who is to receive the statement as Insured 1 and enter RP Responsible Party as the code for Insurance Company 1 Then proceed to enter the actual Insured s name and insurances in the next columns If Insured 1 is the same as the patient then enter S for same If the policyholder designated as insured 2 is the same as insured 1 enter S Same for Insur
238. roll backward and forward through the lists that appear in the pop up list windows PgDn advances through the list one page at a time while PgUp backs up one page at a time Home jumps to the beginning of the pop up list and End will jump to the end of the list If you enter an S for search the System will ask you to enter a search phrase This phrase is a partial description name company or city you are searching for in the pop up list If the search does not find the item you are looking for on the first try enter an N to find the next occurrence Pressing the Enter key selects the line that you are currently on as the accepted input and exits from the pop up list window To exit the pop up list window without making a choice hit Esc Pop Up Ledgers F6 If you want to view a Patient Ledger within POC except from the main Selection List press F6 at any question and the System will instantly go to the beginning of the Patient Ledger program and display the current patient s number if any or alternately you may enter another patient s number You may perform all functions of patient ledgers view print or change ledger notes When finished just press Enter until the System returns to the precise point where you pressed F6 with no loss of data Pop Up Appointment Scheduler F7 At any time except at the main Selection List you may hit F7 and the System will bring up the Appointment Schedule program You may
239. s Please enter your choice _ The Report REFERRING PHYSICIAN REPORT FOR 01 01 95 03 31 95 04 15 95 PAGE 1 REFERRING PHYSICIAN PATIENTNAME BILLED COLLECTED NORMAN JOHNSON MD JODIE STEVENS 505 00 50500 CARLTON MITCHELL 152 16 101 28 MARYANNE BOWERS 325 19 325 19 CANDICE CLEAVER 319 94 0 00 DENNIS BRICKLIN 142 50 59 34 1445 59 991 61 120 Section B RETIRED LEDGERS RETIRED LEDGERS Retired Ledgers RL Enter from the Selection List works in conjunction with Housecleaning and allows you to view the Retired Ledgers created by Housecleaning You must have Retired Ledgers either on floppy disks or on your hard drive to use this program Notes 121 Section B SETUP PRINTER SETUP PRINTER You can now select among multiple printers from within the POC Main Selection List The printer setup can be configured for each workstation This provides you with the advantage of having one printer dedicated to printing out forms while using a second printer to print out reports or Super Bills as an example To make changes to the above default settings select SP at the Main Selection List Enter the line number of the printing operation you wish to redirect At the Enter port to print to prompt enter the desired printer port and press the Enter key When prompted Should changes be made permanent enter Y or N and press the Enter key Printer Configuration Accounts Receivable Report Insuran
240. s are not part of the warranty provision However if PSC determines that the reported problem is not an error as defined above or may have resulted from improper use of the SOFTWARE Equipment or Network then LICENSEE agrees to reimburse PSC for all labor time and materials in accordance with the PSC s then currently applicable rates PSC warrants to the original LICENSEE that the disk s on which the SOFTWARE is recorded is free from defects in materials and workmanship under normal use and service for a period of ninety 90 days from the date of delivery as evidenced by a copy of the receipt Further PSC hereby limits the duration of any implied warranty ies on the disk to the respective periods stated above Some states do not allow limitations on duration of an implied warranty so the above limitation may not apply to you PSC s entire liability and your exclusive remedy as to the SOFTWARE and or disk s shall be at PSC s option either a return of the purchase price or b replacement of the SOFTWARE and or disk that does not meet PSC s Limited Warranty and which is returned to PSC with a copy of the Payment Check If failure of the SOFTWARE and or disk has resulted from accident abuse or misapplication PSC shall have no responsibility to replace the SOFTWARE and or disk or refund the purchase price Any replacement disk will be warranted for the remainder of the original warranty period or thirty 30 days which ever is longer THE ABOVE
241. search all accounts over 90 days 15 Enter We want to change the type of detail that is printed 2 Enter We want an Open Charges detailed report so we can review the account before sending the notice 14 Enter We are going to use a previously generated list for input Oto90 Enter We are going to use the exclude list we created in the previous run 17 Enter We are going to create an output list that includes all patient accounts with charges over 90 days 90 Enter We are going to call our list 90 18 Enter We are going to create an output list that excludes all patient accounts with charges over 90 days These patients have balances ranging from current to over 60 days 0to60 Enter We are going to call our list Oto60 Enter We are finished changing the categories and are ready to print Enter As soon as we hit Enter our report will print and our list will be generated AR Enter This re enters Accounts Receivable from the main Selection List USER SELECTED CATEGORIES BALANCE DUE 1 Credits AGING Current and over 2 Zero Balance over 30 days 3 Balance Owing over 60 days 4 Unapplied Credit over 90 days 10 over 120 days AMOUNT OF BALANCE OVER 5 N A INSURANCE 11 N A 13 First Patient 1 14 Last Patient END DOCTOR 12 All Doctors 15 List OTO60 TOTALS 16 Patient s Totals OUTPUT LISTS 18 Incl 60 17 Primary Physician 19 Excl 0TO30 PRINT TO 20 Printer Enter NUMB
242. sed on the date of the System at the time the transaction is entered The daily totals therefore reflect alltransactisns entered into the System that day regardless of the actual date of service for the charges Clearing Billings Collections Report Totals The Today s totals automatically clear when the System date is changed The month to date totals automatically clear when the month is changed The year to date totals will also clear when the month is changed if you tell the System it is a new fiscal year 67 Section B BILLINGS COLLECTIONS REPORT Printing the Billings Collections Report This report may be printed at any time and as often as you wish It definitely should be printed at least once every month at the end of the month for every doctor on the System after all transactions have been recorded and the Transaction Report has been run on the last day of the month These final month end reports should be saved At the start of a day you will be asked if you want to print the report when changing to a new month If you answer N Enter and you have not entered any NEW transactions since the last time you printed the report you will be allowed to continue Your report totals will then be cleared by POC If you HAVE entered transactions since the last time you printed the report you will not be allowed to continue into the new month You will be returned to the Enter Today s Date question where you must enter the last day of
243. sibility of data entry errors Displays insurance company address in New Patient screen so you can double check your data entry before making it permanent e New fields for Emergency Contact and Emergency Contact s Phone Number providing additionally valuable and easily accessible information at a glance Procedure Codes Ability to change procedure code prices simply by entering the amount of the desired increase as a percentage You can do what if scenarios and printout a report to review before making the changes permanent ICD Codes e Longer description fields for ICD codes giving the user more latitude and flexibility Clinical Data Allergies and drug treatments can now be deleted Patient Statements e Plain Paper Statements has a formatted area for the patient to enter their credit card information including the authorization of amount to be charged to their credit card 13 Section A RECENT ENHANCEMENTS All new Patient Statement feature makes the statement Balance Due properly reflect a true Patient s Responsibility portion A new formula makes the statement Balance Due properly reflect a true Patient s Responsibility portion New handling of Finance Charges whereby no finance charge will be added to any charge s designated as pending carrier payment One part and plain paper statements have a new option to print a place on the statement for patients to fill out their credit card information as a w
244. splay the names and numbers of the patients in the range specified Notes 191 Section D POCDOC CLRWRK The CLRWRK utility clears all Workers Compensation information from the WORK and TWORK files WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type CLRWRK Enter CLEARING WORK COMP INFO DONE WARNING THIS PROGRAM EXECUTES WITH NO OPTION TO ABORT Notes 192 Section D COUNTPR POCDOC The COUNTPR utility counts the number of records in any POC file The last number on the screen is the record number of the first end of file mark encountered This may or may not be the true EOF for that file WHAT S ON THE SCREEN WHAT YOU DO RECORD COUNTER VERIFIER ENTER FILE ENTER RECL ENTER STARTING REC ma H ND OF FILE When finished the program will loop back to ENTER FILE Notes From the System Command prompt type COUNTPR Enter Enter the drive assignment plus the name of the file i e ASTRANSREC or press Enter to exit Enter the record length for the selected file and press Enter Enter the number of the record where this utility is to begin and press Enter To exit press Enter 193 Section D POCDOC DELICD The DELICD utility deletes all ICD codes not used by patients on the system WHAT S ON THE SCREEN WHAT YOU DO From the System Command prompt type DELICD Enter DELETE UNUSED ICD CODES
245. st general word first i e HERNIA HIATAL rather than HIATAL HERNIA By entering the descriptions this way the ICD codes will be grouped together in the pop up list windows making it easier to choose the correct variation of the diagnosis Changing A Code When changing a code entering an S Enter for Same in any field will leave that field unchanged Notes 83 Section B INSURANCE COMPANY LIST INSURANCE COMPANY LIST Insurance Company List IL Enter from the Selection List will maintain up to 32 000 insurance companies and their associated information Insurance Codes You must choose a unique code for each insurance company that you enter into POC Up to five UPPER CASE or lower case alphanumeric characters of your choosing can be used for every insurance company code you add to the System Codes are case sensitive AETNA is not the same code as Aetna or aetna These are three unique codes to POC POC requires that you make unique codes for insurance companies with more than one location i e AE1 AE2 AES etc for several Aetnas at different addresses POC does NOT allow the use of these reserved characters in a code UCM t Ll W4 X Po Please note There are six restricted UPPER CASE codes These six restricted groups of characters are preassigned by POC and must not be changed otherwise the System will fail to work properly These six codes and their names are M Medicare MC Medicaid BS Blue Shiel
246. st to most current charge When viewing a charge to post against that has an the asterisk means the charge showing is the remaining balance not the full charge Use this option to reverse payments and adjustments only While it will reverse a payment or adjustment on the Patient Ledger this option will NOT reverse a payment out of the Deposit Slip 105 Section B POST PAYMENTS Post Unapplied Credit This option is used to post a payment without paying off closing any charges and allows you to enter a description for the payment Disburse Unapplied Credit This option displays all of the unapplied payments on the patient s ledger allows you to pick one and then lets you disburse it over the charges you have selected Delete Payment This option does not appear as a selection until after you have entered a payment or adjustment are ready to record it and then decide to make a change before making a permanent record PLEASE NOTE If you need to make an adjustment with no payment select the appropriate option and enter the adjustment amount when asked for the AMOUNT OF PAYMENT Then select the desired adjustment category at the FORM OF PAYMENT question Refunds Use this option for refund checks only Do not enter adjustments or reversals here Doing so will cause serious errors in your reports When using the REFUND option only one refund per patient can be entered at a time A refund or payment reversal cannot
247. stem will replace the letter code with a hyphen in the place of the C or R and print as follows Compton CA 90220 5405 Rancho Dominguez CA 90220 5405 Changing A Zip Code When changing a Zip Code entering an S Enter for Same in any field will leave that field unchanged Notes 128 Section C Custom Reports 129 Section C PREFACE PREFACE You can use these reports just as we have them documented here or you can use them as a basic foundation with variations for your own reports These reports are by no means a representation of every report POC is capable of generating Please utilize them as a learning tool You will soon discover how versatile POC is In some cases you ll discover POC is capable of producing the same report using different methods Just choose the one that is right for you The nice thing about all this versatility is it can be quickly learned and you don t have to pay extra for custom reports Try some of our reports and try some of your own Have fun Remember we re always happy to help If you create a great report of your own tell us about it we may publish it in the next manual 130 Section C CASH PATIENTS AGING REPORT CASH PATIENTS AGING REPORT Scenario Carol the Office Manager for Dr Stevens practice wants to follow up on all past due patients who don t have any insurance coverage She needs a report showing each patient account the unpaid cha
248. surance code to be excluded MC Enter second insurance code to be excluded M _ The above example excludes patient with MC Medicaid OR M Medicare from receiving finance charges Remember code matches are UPPER and lower case sensitive You may exclude groups of codes by matching the codes with selected wildcards For example M excludes patients with ANY insurance code that begins with M i e Mc METRO MASS etc See Data Search for a complete description of wildcards When adding Finance Charges POC will request the annual percentage rate enter 18 as 18 and NOT 18 and the aging category for which finance charges are to apply One month s interest will automatically be calculated and added to each qualifying Patient Ledger as a new charge with a Procedure Code of Finchg Finance charges do not print on insurance forms PLEASE NOTE YOU MAY ADD FINANCE CHARGES AT ANY TIME AND ARE NOT REQUIRED TO PRINT PATIENT STATEMENTS WHEN FINANCE CHARGES ARE ADDED HOWEVER SINCE THE SYSTEM WILL CALCULATE INTEREST FOR ONE MONTH YOU SHOULD NOT APPLY FINANCE CHARGES TO ANY GIVEN ACCOUNT MORE OFTEN THAN ONCE PER MONTH Finance charges are included in both the Transaction Report and the Billings Collections Report under the primary physician regardless of who the treating physician was for the unpaid charges 103 Section B PATIENT STATEMENTS Changing Patient Statement Forms POC comes with three statement programs a 6 part Sp
249. t Is this the correct claim When editing a claim you can change the 21 Questions screen from Add Charges 62 Section B Patient M R JODIE STEVENS 554 12TH STREET FALLS CHURCH VA 22042 Insured 1 SAME Edit Claims BILL INSURANCE CLAIM Insured 2 DWIGHT STEVENS 554 12TH STREET FALLS CHURCH VA 22042 1 386 0 MENIERE S DISEASE Enter NUMBER or diagnosis to be changed You may change the diagnosis too If the doctor s or group s information is incorrect change the doctor information in Doctor Information and the group numbers within Set Parameters in Bill Insurance For the sake of maintaining accurate financial totals the System does not allow you to edit the charge itself If the charge is incorrect you need to re enter the charge in Add Charges Remember to REVERSE the original charge if you re enter it Electronic Claims Submission Medicare Forms What do you wish to do ST CU Single insurance form Current insurance forms All insurance forms Range of insurance forms Generate ECS file AL RA EC Please enter your choice _ If your System has optional Electronic Claims Submission ECS you will have a fifth selection EC after you choose the type of insurance ECS requirements vary greatly from state to state and its implementation requires the assistance of POC or your dealer In addition to a POC ECS module you will also need a mo
250. t Payments PI Patient Information PL Patient Ledger Please enter your choice The Mini Selection List with the patient number in the upper left corner allows the use of a POWER USER BYPASS COMMAND to skip the patient name question and go directly into the program accessing the same patient This feature is for those who like to enter all activity one patient at a time If you wish to work with a different patient using the Mini Selection List just hit the Esc key The patient name and number will be cleared To exit the Mini Selection List just hit Enter without making a choice and POC returns to the main Selection List Alternately if you are in the Mini Selection List and you want to go to another part of the System that is not shown on the screen and you know the two letter mnemonic i e BI for Bill Insurance just type it and hit Enter to take advantage of another POWER USER BYPASS COMMAND Even though the Mini Selection List only shows four choices three at any one time any main Selection List choice may be entered with the exceptions of the System Command Billings Collections Report and the Transaction Report The System will take you directly to your choice without having to return to the Main Selection List 30 Section A SYSTEM CONVENTIONS Parallel Procedure Codes The purpose of parallel procedure codes is to automatically translate a CPT code or whatever codes you customarily use for procedures to an
251. t the end of the ledger is only for the range of dates selected 97 Section B PATIENT LEDGERS Columns Patient 1 3 Patient Ledgers Phone 703 259 8704 M R 3488765482 Insured 1 Insured 2 JODIE STEVENS SAME DWIGHT STEVENS 554 12TH STREET 554 12TH STREET FALLS CHURCH VA 22042 FALLS CHURCH VA 22042 Ins 1 BC BLUE CROSS Ins 2 AE AETNA s 4 mm Pase1 12 08 94 BALANCE FORWARD j 336 00 12 08 94 INT HOSP EXAM INTERMED j 386 00 12 08 94 DIAGNOSTIC ULTRASOUND i 441 00 12 08 94 Personal CK 200 241 00 04 15 95 COMPREHENSIVE EXAM NEW PT j 281 00 04 15 95 3 CALORIC VESTIBULAR TESTING i 305 00 Have patient bring their insurance info on next visit CASH ONLY NO CHECKS Press ENTER to continue _ As you view the Patient Ledger you will see two columns of dollar amounts on the right The first of these columns is the transaction amount The second column is the patient s running balance Lines ending in and asterisk indicate the charge has been partially paid If the line ends in an o no payment has been posted against that charge and it remains open Nothing next to the charge indicates the charge is fully paid The column to the right of the o and shows the treating physician System doctor number for the procedure This column will contain the doctors number if the procedure was provided by a doctor other than the primary physician entered in New Patient or Patient I
252. t type UNXPOST Enter UNCROSS CROSS POSTING PRINT EACH TRANSACTION Enter N Enter HARD COPY Enter Y or N Enter ENTER FIRST PATIENT Enter the number of the patient where this utility is to begin or press Enter to exit ENTER LAST PATIENT Enter the number of the patient where this utility is to end and press Enter The screen or printer will list all patients within the range Any that are changed will have the message X POSTED TRANSACTIONS CORRECTED When finished the program will loop back to ENTER FIRST PATIENT NUMBER To exit press Enter Notes 214 Section D INSURANCE FORM GENERATOR INSURANCE FORM GENERATOR WARNING These instructions have been included for the benefit of Physicians Office Computer support staff authorized Physicians Office Computer dealers and with prior POC approval experienced computer technicians Professional Systems Corporation PSC shall not be held liable for the misuse of this utility Unauthorized use which shall be determined solely by PSC may constitute a violation of your PSC maintenance agreement and result in expensive format file repairs BEFORE RUNNING THE VxIFORM UTILITY MAKE A COPY OF ALL POC FORMAT FILES If things don t go as planned you can always restore the files 215 Section D INSURANCE FORM GENERATOR INTRODUCTION This program will allow generation of insurance format files under the headings Standard
253. the previous month and print the Transaction Report Then you can print the Billings Collections Report before continuing into the new month Totals Enter Doctor Number 1 3 5 7 If you want to see more than one doctor s totals when viewing or printing the Billings Collections Report enter each doctor s numbers separated by commas i e Enter Doctor Number 1 3 5 7 Enter If you want all doctors totals on separate reports type Enter Doctor Number ALL Enter If you want just the grand total of all doctors type Enter Doctor Number TOTAL Enter If you want a SINGLE report that COMBINES the totals of selected doctors type TOTAL followed by a SPACE and then the doctor numbers Enter Doctor Number TOTAL Space 1 3 5 7 Enter If you want SEPARATE reports for several doctors and a total page for those doctors type the doctor numbers separated by commas and the word TOTAL Enter Doctor Number 1 3 5 7 TOTAL Enter 68 Section B Categories The Billings Collections Report BILLINGS COLLECTIONS REPORT breaks down payments into twenty two categories of which fourteen are user definable Adjustments are divided into twenty categories and correspond to the appropriate payment category Changing Payment Adjustment Headings 15 16 17 18 19 35 36 39 40 Billings amp Collections Report sr Def Pmt 1 sr Def Pmt 2 sr Def Pmt 3 sr Def Pmt 4 sr Def Pmt 5 Usr Def Pmt
254. the time the corresponding charges are entered DS Enter This takes us to Data Search SC Enter We need to set the criteria for the search Data Search SEARCH CRITERA Age OC Open charges Allergy OD Other ID Brith date PC Procedure code Doctor PV Provider Drug treatment SX Sex ICD diagnosis code TR Traeating physician Insurance company TS Type of service Medical record ZC Zip code Please enter you choice MR_ 153 Section C OB GYN DELIVERY ADMISSION REPORT MR Enter We are going to use a Medical Record Number search JUL95 Enter We want to search for ALL patients with JUL95 in their Medical Record Number Y Enter Yes this is correct Enter We are finished setting the criteria SP Enter Now we are going to search our patients N Enter No we don t need to print this report Y Enter Yes we do want to save the list JUL95 Enter We are going to call our list JUL95 N Enter No we don t want a list of excluded patients SL Enter We want to sort the list Patient Ed Jord LIST AVAILABLE TO BE SORTED ZZ ZZ CASH OPENMC JUL95 BILLING ALL all patients Enter NAME of list file JUL95_ JUL95 Enter MR Enter PR Enter We need to tell it the name of our list We want it sorted in date Medical Record Number order and expand it to show more information Now we want to print our sorted list Patient Li sata User Selected Options 1 Include Address Yes 2 Include
255. tially paid off and 3 the payment or adjustment was NOT recorded with the YNS option See Partial Statement Criteria below and the New Patients and the Post Payments chapters for further assistance Billing Cycle 9 The billing cycle sets the frequency of how often a patient receives a Patient Statement If your office bills every day or week and you want your patients to receive a Patient Statement only once a month set the billing cycle to 28 days The System will look at the Statement sent date on the Patient Ledger and determine if 28 days or the specified number of days have passed since the last statement If the number of days passed is greater than the billing cycle the System will print a Patient Statement If not it will skip the patient s statement during the current print run If new charges have been added to the patient s account a statement will be printed during the next run regardless of the number of days in the billing cycle Minimum Balance 10 A Patient Statement will only be printed for a designated patient when the balance of the patient s account is equal to or greater than the minimum balance You may wish to set the Patient Statement minimum balance to at least 50 cents It costs that much just for the paper and postage If you want credit balances to print set the amount to a minus amount i e 99999 00 Partial Statement Criteria 11 You can choose between two options when printing Patient Statements
256. time If for any reason Recall Notices are not run the System will print the delayed Recall Notices the next time recalls are printed Editing a Recall Message Recall Notices are edited one line at a time Enter each line as you wish it to appear on the Recall Notice When you have finished with the current line press Enter to continue to the next line After you have press Enter on the last line the System will ask if your notice is correct If the notice is not correct you can edit it by entering new information on lines you wish to change Just press Enter on those lines you don t want to change and press Space Enter on the lines you want to delete Recalls As Past Due Reminders Sending mid month reminders to delinquent patients is a very effective past due follow up tool The idea is to send them two weeks after statements have gone out which provides a continual reminder of the status of their account Please see Aging Report Past Due Reminders in Section C for step by step details 119 Section B REFERRING PHYSICIAN REPORT REFERRING PHYSICIAN REPORT Referring Physician Report RP Enter from the Selection List allows the user to find physicians who have referred patients during a range of dates which patients they have referred how much has been billed to those patients and how much has been collected What do you wish to do SI Print SINGLE referring physician AL Print ALL referring physician
257. tle Bar at the top of the POC window Click on Properties 9 Click on the Full Screen check box in the Options tab 10 Click on the Layout tab 11 Change the Screen Buffer Size to Width 80 Height 25 12 Change the Window Size to Width 80 Height 25 13 Click the OK button 14 Click on Save Properties for future windows with same title 15 Click the OK button 16 Press Enter to exit out of POC 17 Right click on the new POC Icon 18 Click on Properties 19 Click on the Screen tab 20 Click on the Full Screen check box 21 Click the OK button ONOaARWN Section A INSTALLATION Billing Services and Multiple Groups POC is designed to bill for one group of doctors group billing bill as a group per set of data files You cannot use POC to bill a solo practice s and a group practice s with the same data set nor should you All financially independent practices MUST be given their own data set in different subdirectories This prevents the possibility of financial transactions from inadvertently being posted to the wrong practice POC has available at minimal cost a set of batch files designed to create new doctor group data directories copy master list files to the new directories and simplify user transition from one practice to another The setup procedure for multiple data sets requires the assistance of POC or your dealer You MUST call to receive the latest configuration instructions Failure to
258. to add remarks on the newer red HCFA 1500 If the description of a REM line starts with a minus sign the must be the first character you enter followed by the actual remark the remark will NOT print on Patient Statements Regardless of any style of remark ALL remarks will appear and print on a patient s ledger so be careful with the wording of these remarks Maximum Transactions Per Entry A maximum of twenty five transactions per patient may be entered at one time in Add Charges before making a permanent record Charge Reversals At the Enter Procedure Code question you may reverse a charge by typing REVERSE Enter A charge reversal cannot be entered at the same time any other regular charge is entered for a patient Only those charges which have not had payments posted against them may be reversed If you wish to reverse a charge that has been posted paid or adjusted against you must first reverse the payment or adjustment Separate Insurance Forms Printing Options If you want groups of procedures to print on consecutive separate insurance forms you can enter the special Procedure Code ZZINS to force an insurance form break between groups of procedures If this Procedure Code is not part of your permanent Procedure Code list you may add it by entering the code as follows Procedure Code PPINS Enter Description INSURANCE BREAK Enter Type of Svc Enter Charge Enter When completed it looks like
259. transactions when the Transaction Report is run faster but transactions don t appear on Patient Ledgers until after the Transaction Report is run 4 Whether to age charges from the date of service the date of operator entry or the date of first statement Please be advised You should choose one method and stick with it Changing aging methods will NOT affect the aging of transactions that are already in the System 5 Set the default for PRINTING ledgers to start with the first transaction or with the first open transaction 6 Use the standard or the enhanced super bill 7 Print one or multiple diagnosis pointers on the charge line of Medicare forms Before running VxINIT you need to have all workstations EXit POC if your System is multi terminal 8 Set the default for automatic adjustment 9 Set recall notice form type SC Enter Responds with Enter command VXINIT Enter Respond appropriately to VxINIT s questions and make your changes When done hit the Enter key to return to POC s Main Selection List To activate your changes you need to EXit POC and then restart POC in order to load your new System Parameters 164 Section D WINDOWS INSTALLATION MICROSOFT WINDOWS INSTALLATION Microsoft Windows XP Windows 2000 Single Terminal If you are transferring an existing POC installation from an old system to a new system just copy the existing POC folder or directory to your new computer s CAPOC
260. trolled by user defined criteria see System Configuration Section D This resolves some inconsistencies created by months with different numbers of days For aging category purposes the 1st to the 1st is 30 days one month regardless of how many actual days have passed Family members are listed individually under the Head of Account and family account total with corresponding aging is provided The Accounts Receivable program provides an option to print all patients with individual account balance lines or a summary report of the practice totals The Accounts Receivable Totals Only summary report is a one page report by either primary or treating doctor number broken down into five aging categories PLEASE NOTE When printing a DETAILED A R Report 16 with TOTALS by TREATING physician 17 the DETAILED part of the report will be by PRIMARY physician and the TOTALS will be by TREATING physician 40 Section B ACCOUNTS RECEIVABLE Printing the Accounts Receivable Report This report can be printed at any time and by any number or combination of user defined options such as primary and treating physician insurance company aging category credit zero or balance due accounts amount of balance and patient range The AR should be run at least once every month at the end of the month using the System s preset criteria all patients all aging categories all balance categories you may wish to exclude zero balance pat
261. umber used for the group billing usually Doctor 1 Thus all patients will be registered to Doctor 1 regardless of who their actual treating physician s might be The members of the group doctors 2 999 should have their System doctor numbers entered as the treating physicians when charges are recorded If your practice has multiple sets of group and treating provider numbers you need to enter each group as a doctor Enter the name address phone number Tax ID number and the appropriate CLIA and group provider numbers Set Parameters section of Bill Insurance field 10 Bill as a Group must be set to No After entering the groups proceed with entering the treating physicians If a physician sees patients at more than one location he she must be entered once for each location with the appropriate treating provider and CLIA numbers When entering patients the patients must be assigned to the POC Doctor Number that corresponds to the office location at which they were seen Thus all patients who were seen at Office A will be assigned to Doctor 1 all patients seen at Office B will be assigned to Doctor 2 etc When charges are recorded for a patient the appropriate treating physician number must be entered in Add Charges 78 Section B DRUG LIST DRUG LIST Drug List DL Enter from the Selection List allows you to view print add change and delete drugs The System will hold 32 000 drug codes If you wish to CHANGE a drug
262. unts Receivable USER SELECTED CATEGORIES BALANCE DUE 1 Credits AGING Current and over 2 Zero Balance over 30 days 3 Balance Owing over 60 days 4 Unapplied Credit over 90 days over 120 days AMOUNT OF BALANCE OVER 5 N A INSURANCE 11 N A 13 First Patient 1 14 Last Patient END DOCTOR 12 All Doctors 15 List N A TOTALS 16 Patient s Totals OUTPUT LISTS 18 Incl 17 Primary Physician 19 Excl PRINT TO 20 Printer Enter NUMBER to be changed or press ENTER to print report X to Exit 15 Enter We want to change the type of totals that are printed 2 Enter We want an Open Charges report 6 Enter We only want past due accounts 14 Enter We want to use our Data Search created list CASH Enter This is the filename we created in Data Search Enter We are finished changing the categories and are ready to rint Enter if you have a dot matrix printer now is when we put wide paper in the printer or change our printer to print at seventeen characters per inch condensed As soon s we press Enter our report will print Notes 132 Section C SLOW PAY AGING REPORT SLOW PAY AGING REPORT Scenario Debbie the Office Manager for a large group practice has been asked to follow up on some Medicare payments that seems a little slow in coming She needs an aging report showing each Medicare patient account the open unpaid charges and aging so the appropriate action can be ta
263. use Usually all data can be backed up onto one tape so it requires much less effort As a result it gets done You can backup whenever it is convenient during the day i e while at lunch or just as you go home at night You do not need to be there when the system is doing the backup It is perfectly OK to leave the computer running and pull the tape out the next morning The tape software can verify the data is accurate Cons a tape unit is an additional purchase the tape software may be slightly more involved to learn different manufacturers use incompatible formats and therefore the data cannot be read on different machines 2 BACKUP TO FLOPPY DISKS Pros inexpensive no additional equipment to purchase semi easy to learn Cons Over half of the floppy disk backups we receive at POC have a major error in them backing up to floppy disks takes a tediously long time if you have a lot of patients usually resulting in the backup not being done daily or at all it can work OK but may be unreliable Not recommended if data fills more than two 2 disks 3 BACKUP TO A DIFFERENT DIRECTORY OR ANOTHER HARD DISK This method is better than never backing up at all BUT NOT MUCH We strongly recommend against this method There are many reasons this method will fail you at some time 4 CD DVD WRITER RE WRITR Easy to use reliable inexpensive Most new systems have a CD RW drive CD R can be read by any system with a CD drive This is the preferred media
264. ust enter S Enter for same and the System will automatically pick up the previous INSURED S address 91 Section B NEW PATIENTS Insurance Company Code When adding a new insurance company to the System and assigning your unique code to access this carrier in the future you must enter a unique 1 5 character identifier for each new insurance company This also applies to insurance companies with more than one location Each location must carry it own unique alphanumeric code i e AE1 AE2 AES etc for several Aetnas at different addresses Refer to the chapter on Insurance Companies for assistance Worker s Compensation If this patient already exists on the System as one of your regular patients you should add this patient to the System again to give him her a new and separate account number for the worker s compensation billing This is easily done with the Copying Duplicating A Patient feature in New Patients You may wish to give the new account a different doctor number that has been specifically set aside for worker s compensation or enter WC in the medical record number Patient Number POC automatically assigns a patient number to each new patient entered into the System This is a two part number such as 1 543 The first part of the patient number refers to the primary doctor to whom the patient is assigned The second part is the unique patient number assigned by the System Whenever you are asked to enter a pat
265. veral Procedure Codes each one performed on a different date enter the Procedure Codes separated by commas and when asked for the dates enter the dates separated by commas Make sure you enter the dates in their respective order If you enter more dates than Procedure Codes the system will assign the extra dates to the last code in the list From To Dates Patient Adding Charges Patient Age 37 MR Insured 1 Insured 2 SARA MITCHELL CARLTON MITCHELL CARLTON MITCHELL 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD 6281 HAWTHORNE BLVD MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 MANHATTAN BCH CA 90266 1 V22 2 NORMAL PREGANCY 2 114 9 COCCIDIODOMYCOSIS CURENT BALANCE 189 00 FEE SCHEDULE 90250 HOSPITAL VISIT LIMITED Enter date s 040105 040505 Charges entered in Add Charges may be entered for multiple from to dates If you wish to enter from to dates enter the first date and the final date separated by a blank space as in the above example 48 Section B ADD CHARGES Bypassing Procedure Code Defaults A POWER USER BYPASS COMMAND After entering Procedure Code s when asked Is This Correct you may use the Yes Bypass option YB Enter to bypass the date unit location and doctor questions If the patient has insurance and there is more than one diagnosis the System will ask you for the diagnosis number s otherwise it will skip that question too YB assumes the default values of these quest
266. w Patient program Please refer to the New Patients chapter for additional information common to both programs SCREEN 1 Patient Demographics Pati Inf 1 Mitchell Sara 4 04 11 1953 8 Female 12 Unknown 2 6201 Hawthorne Blvd 5 703 259 0704 9 Unknown 3 Huntington Beach CA 92647 6 703 332 6378 10 Not a student 13 SSA or ID 245 66 5521 17 Med Rec 3488765402 14 Other ID VA454545342 18 Fam Head 15 Send Statements Yes 19 Employer STATIONERS INT 16 Finance Charges 20 Rel of Info Yes 22 Dr 1 PHYSICIANS OFFICE COMPUTER 21 Fee Schedule 23 Ref Phy Enter NUMBER to be changed _ 1 Name 4 Date of Birth 8 Sex 12 Marital Status 2 Address 5 Home Telephone 9 Employment Status 3 City State Zip Code 6 Other Telephone 10 Student Status 7 Emergeny Phone 11 Emergency Contact Name 13 SSAorID 17 Medical Record Number 14 Other ID 18 Head of Family Account 15 Send Statements 19 Employer 16 Finance Charges 20 Release of Information 22 Doctor Primary 21 Fee Schedule 23 Referring Physician 93 Section B SCREENS 2 amp 3 Insured s Information Patient Patient Information Dobbs Fred C Insured 1 1 SAME 14 2 15 3 HOMELIFE 3433 ARLINGTON BLVD TORRANCE CA 90503 Insured 42 STEVENS DWIGHT 554 12TH STREET FALLS CHURCH VA 22042 Spouse 18 Male Unknown PRUDENTIAL 3654 WILLOW RUTHERFORD NJ 07070 PATIEN
267. wledge and assistance The pcAnywhere software can only be turned on activated by you when needed during a support session When the software is turned off deactivated your system can not be accessed remotely In very rare cases the only way to repair a corrupted POC system is to send your data to our office Most of the time a 56k modem connection will work using the Windows communication software Hyperterminal However when the database has grown large it may take hours to transmit by 56k modem If you have high speed access that same database would only take minutes to e mail Your only other option would be to send us your back up on disk or tape 163 Section D SYSTEM CONFIGURATION SYSTEM CONFIGURATION The Initialization Program VxINIT EXE This program is only for the use of experienced computer users You should always make a backup of the System Parameters file SYSPAR before proceeding This program allows you to Configure terminal settings Select the appropriate printer driver this includes laser and DeskJet drivers Change the DRIVE PATH Change System toggles for 1 Whether the add patient recall question appears at the end of Add Charges 2 Whether the add drug treatment question appears at the end of Add Charges 3 Multi Terminal only Whether the System appends transactions immediately to the master files slower but transactions appear on Patient Ledgers immediately or appends
268. y If you were accessing the hard drive you have a serious hard disk failure Call your hardware dealer TROUBLESHOOTING 175 Poc Doc DESIGNED EXCLUSIVELY FOR PHYSICIANS OFFICE COMPUTER 176 Section D POCDOC PocDoc WARNING These instructions have been included for the benefit of Physicians Office Computer support staff authorized Physicians Office Computer dealers and with prior POC approval experienced computer technicians Professional Systems Corporation PSC shall not be held liable for the misuse of these utilities Each unauthorized use which shall be determined solely by PSC may constitute a violation of your PSC maintenance agreement and result in expensive data repairs and lost data BEFORE RUNNING ANY POCDOC UTILITY BACKUP ALL POC DATA FILES AND CHECK THE BACK UPS If things don t go as planned you can always restore the backup 177 ALLDOC1 CHGDOC CHGINS CHGSCRTY CKBALDUE CLRCROSS CLRFAM CLRICD CLRINS CLRLGR CLRWRK COUNTPR DELICD DELPAT DELRVS DTRFX DXFIX FILLEF FINDTR FIXERR FIXFAM FIXINS FXDATES ICDFX OTOFX PMASPAD RANDREAD RANDWRITE RPLRCD RVSFX TRACEFAM TRACELGR UNXPOST Notes POCDOC Brief Description Alphabetical Order Convert to a one doctor system Change patients from one doctor to another Change an insurance code Change security code Balance ledger and accounts Clear cross posting report Clear family membership Clear ICD co
269. y members The system will also print only one statement for the entire family with one balance due for the family 88 Section B NEW PATIENTS The patient designated as Head of Family determines whether a statement is prepared for the entire family If you are adding patients who will be billed as a family account enter the Head of the Family first before entering other family members When adding other family members to the System you can search for their Head of Family by hitting the F4 key at the Head of Family prompt If you change the head of the family the System will request the patient number of the new Head of Family If you do not know the number just press Enter and the System will display the next available family member Details Concerning Patient Statements Patient Statements are always sent to Insured 1 or if there is no Insured 1 to the patient If the statement is not to go to the primary insured enter the name and address of the person who is to receive the statement as Insured 1 and enter RP Responsible Party as the code for Insurance Company 1 Then proceed to enter the actual insured s name and insurances in the next columns In the case of family account members Patient Statements are sent to the Head of Family account Whoever is entered as Insured 1 for the Head of Family will receive the Patient Statement s for the whole family regardless of who is listed as Insured 1 for the other f
270. y patients for whom a particular drug has been prescribed These drugs and their codes are maintained in the Drug List Allergies Once you have entered allergies for a patient the System will give a warning if you attempt to enter a Drug Treatment for a drug which has previously been listed as an allergy for the patient Note When recording allergies if a person is allergic to PENICILLIN the System will not recognize that AMPICILLIN is a type of PENICILLIN However the complete list of allergies will appear at the top of the Screen for review whenever the operator enters a new Drug Treatment Patient Notes Patient Notes can be used for any type of information you wish to keep in the System for any patient This may include medical record notations billing information or any other desired use Patient Notes are not retrievable by Data Search Since Patient Notes take up an enormous amount of disk space the System allows you to delete Patient Notes once the need for them has passed You should print Patient Notes before deleting them to be sure of having a permanent hard copy record Do not delete notes for any patient unless you are absolutely sure you want to delete the entire note from day one to present for that patient If you wish to create a letter or a report with a word processor and merge it with patient notes you must use DOS s EDIT program or a word processor in ASCII mode so it does not put control sequences into the file
271. you paid for this product PSC as Licensor grants to you the LICENSEE a nonexclusive right to use and display one 1 copy of this PSC software program hereinafter the SOFTWARE on a single COMPUTER i e with a single CPU at a single location If the single COMPUTER on which you use the SOFTWARE is a multi user system with a single computer file sever attached to a Local Area Network LAN the license covers all users on that single LAN LICENSEE shall allow POC software to only reside on a single central processing unit or a single LAN PSC reserves all rights not expressly granted to LICENSEE 2 OWNERSHIP OF SOFTWARE As the LICENSEE you own the magnetic or other physical media on which the SOFTWARE is originally or subsequently recorded or fixed but PSC retains title and ownership of the SOFTWARE recorded on the original disk copy ies and all subsequent copies of the SOFTWARE regardless of the form or media in or on which the original and other copies may exist This License is not a sale of the original SOFTWARE or any copy 3 COPY RESTRICTIONS This SOFTWARE and the accompanying written material are copyrighted Unauthorized copying of the SOFTWARE including SOFTWARE that has been modified merged or included with other software or of the written materials is expressly forbidden You may be held legally responsible for any copyright infringement that is caused or encouraged by your failure to abide by the terms of this License Sub

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