MedBASE Lite User's Manual Windows
Contents
1. lt F8 Cancel gt Type in the Account the 10 Digit Health or all or part of the Surname First Name to select a patient If Return is hit without entering any search criteria then the full list of unsubmitted claims will be displayed in a browse window see below If more than one claim matches the search criteria then a partial list of claims will appear in the browse window Select the claim you wish to edit and close the window by clicking the mouse in the top left corner of the Claim Browse Window or by pressing the lt Escape gt key Select Claim and Close Window Patient Name Health Service Date Cancel RASMI MOHAMED 2124933313 22 08 91 BORDEN DANIEL 2403049076 17 12 91 BULAI MARTIN 3359562570 18 12 91 BIRD EILEEN 2218272611 18 12 91 SHIN CHOONG CHI 9417120533 18 12 91 PAKRI ARTUR 4461965616 18 12 91 BIRD EILEEN 2996062754 18 12 91 SELF HARVEY 1554281434 18 12 91 WALKER ELLWOOD 3679208631 18 12 91 KALSATOS SOFIA 2682397935 18 12 91 OSLINGER MARTIN 6975933131 18 12 91 VELDE NEIL 9572916618 18 12 91 CVETKOVIC VERA 3439584933 18 12 91 BARNABY CLYDE 5772 7400433657 18712791 lt F3 Submit gt Clicking on the lt F3 Submit gt button brings up the OHIP Submission screen as shown below This screen is used to both verify all unsubmitted claims for errors and or to create a machine readable file on diskette for submission to OHIP OHIP2. A new directory entitled MedLite will be present on the hard disk and will contain the MedBASE Lite application as well as the MedBASE Lite databases and the Submit directory Your MedBASE Lite program is now installed Starting the Program To start the program type MedLITE lt Enter gt at the C gt prompt The first time you start the program it will ask you for the original installation disk Insert the disk and select the correct floppy drive at the screen prompt A or B to register the program When the program is accessed for the first time the user will be asked to enter the provider information as shown on MedBASE Lite User s Manual Page 2 the Provider Information screen below Be careful to enter the correct information as you only get one chance to register Provider Informatio Register Provider Information Name DR JAMES ALLISON Group No 9008 BIl ling No 224340 Specialty No 88 District Code N Pay Type e Pay Provider Pay Subscriber lt Cancel gt lt Done gt To register simply enter the Provider Name format DR JOHN SMITH the Group No 0000 for a solo provider or the 4 digit OHIP registered group number the Billing No 6 digit physician number and Specialty Code 00 for general practitioners or the 2 digit OHIP specialty code The District Code is a letter which signifies the OHIP office to which you submit your computerized billings N for Toronto Make s
3. Submissio DR JAMES ALLISON 0000 224849 00 Submit Date 13 01 93 Cdd mm yy lt F9 Veri fy gt lt F Bi11 gt lt F8 Cance gt The current date will appear as the default in the Submit Date field To change this date simply enter a different date This date will entered on the submission diskette Clicking on the lt F9 Verify gt button at the bottom of the OHIP Submission screen is used to verify all unsubmitted OHIP Reciprocal and WCB claims for errors The errors checked for are listed on the following page MedBASE Lite User s Manual Page 4 Service code excluded from machine readable input Diagnosis code required for this service code Referring physician required for this service code Hospital number required Admission date required Service date is after submission date Service date is more than 6 months old Service date is after admission date Missing Health number for this patient Missing date of birth for this patient Reciprocal Claims require a specified province Reg for lt province gt must be __ digits Manual review required for this claim If errors are found an error report window will appear as shown at the top of the next page Click on lt F3 Print gt to print a report of these errors If errors are found they should be corrected before proceeding with the submission Click lt F7 Done gt to return to the OHIP Submission screen DR J ALLISON Provider D
4. in the form of telephone assistance on site technical maintenance as required as well as updates to the program and documentation An annual fee will be charged for this Ongoing Support as agreed upon at purchase Default of payment of annual support fee will result in suspension of all Ongoing Support This is the only agreement between you and MedBASE Software Inc It cannot and shall not be modified unless in writing and signed both by you and an authorized officer of MedBASE Software Inc You agree to be bound by this mutual agreement between you and MedBASE Software Inc
5. the fee paid is within 1 00 of the fee billed Otherwise the claim item will be marked as a discrepancy The underpayment and overpayment limits may be edited as desired Click the lt Continue gt button to proceed with the reconciliation The OHIP Reconciliation screen will show the progress of the reconciliation both in the form of a status bar and in the table indicating the total of records reconciled of discrepancies not found ie on the RA diskette but not in the database and previously processed When the reconciliation is completed a prompt will appear asking whether you wish to print the Reconciliation Summary reports These reports include 1 Reconciliation Totals and List of Discrepancies 2 Summary of Claim Items Not Found if applicable 3 Message from the Ministry of Health if present on RA diskette Click lt Yes gt or lt No gt as desired Click lt Done gt to exit the OHIP Reconciliation screen lt F5 Summary gt Clicking on the lt F5 Summary gt button brings up the Claim Summary screen as shown at the top of the following page This function is useful for printing a summary of claims in a given date range or account range The date range can be used for detailed daily weekly or monthly claim summaries The account range is useful for verifying entered data against original data keeping track of the accounts entered in a given time period The generated report details all of the mandatory
6. 000 100008 13 Verification Complete S errors found Acct Service Date Error 006999 AISSA 14 11 92 Service date before adnission date 006999 ABGIA 14 11 92 Service date before adnission date 006999 G313A 15 11 92 Service date before adnission date 006999 Z437A 16 11 92 Service date after subnission date 006999 JOBIA 17 11 92 Service date after subnission date lt F3 Print gt lt F Done gt NOTE Only one error is reported for any claim item It is advisable to reverify the submission prior to proceeding with billing to ensure that a second unrecognized error was not present Click on the lt F7 Bill gt button when you are satisfied that the OHIP submission is error free All unsubmitted OHIP Reciprocal and WCB claims will be processed OHIP claims without a valid Health will not be submitted After processing is complete a machine readable ASCII file will be created and a file save window will appear with a prompt to insert the OHIP submission diskette Insert the diskette and click Save The file will be saved on the diskette and a duplicate copy will also be saved in the Submit directory on the hard disk The diskette will be ejected and a prompt will then appear asking whether you wish to print a Billing Summary Click lt Yes gt or lt No gt as desired Be sure to record the number of Claims and Records The OHIP Submission screen will then be exited It is advisable to check all submission disket
7. MedBASE Lite User s Manual Windows MedBASE Lite User s Manual Page 1 Introduction MedBASE Lite is a simple yet versatile billing system designed for the Apple Macintosh and IBM compatible PC s The MedBASE Lite program is designed for the physician who is accustomed to billing via OHIP card and through a simple and intuitive OHIP card like interface the user is able to take full advantage of the attributes of computerized billing MedBASE Lite is similar to the full featured MedBASE program with respect to claim entry error checking computerized billing and reconciliation The Lite version does not offer certain advanced features such as multiple provider capabilities magnetic card reader data entry sophisticated database functions appointment scheduling or accounting functions but should these features prove desirable to the user then an upgrade path to the full featured MedBASE program is available MedBASE Lite makes full use of many of the intuitive tools characteristic of mouse based systems with the aim of providing a user friendly environment for the operator A minimum of operator training is necessary for using the program and the layout is designed to maximize efficiency and minimize operator error This manual is intended for those using the PC based MedBASE Lite application The manual assumes that you are familiar with basic MS DOS operating system commands and are acquainted with the use of the mouse and menu driv
8. anual Review lt Fi New gt lt F2 Select gt lt F3 Submit gt lt F4 Reconcile gt lt FS Summary gt lt F6 Quit gt J Prov Enter the 2 letter abbreviation for the province to be billed as done with manual Reciprocal Medical billing Registration Enter up to 12 alpha numeric characters as required for the specific province will be verified prior to billing Patient Address Enter the street address city and province in the 3 fields at the bottom of the screen Postal Code Enter the postal code format A9A 9A9 Reciprocal claims will be submitted and reconciled in an automated machine readable manner as with other OHIP claims MedBASE Lite User s Manual Page 7 lt F6 Quit gt To quit the program click on the lt F6 Quit gt button It is important to exit from the program before shutting the computer off For technical advice and support call MedBASE Software Inc at Phone and FAX line 416 778 5852 Emergency Service 416 417 2743 MedBASE Lite User s Manual Page 8 MedBASE LICENSE AGREEMENT MedBASE Software Inc will assume that in purchasing this software package you have agreed to be bound by the terms of this license agreement If you do not accept the terms of this license agreement you may return the package to MedBASE Software Inc within 30 days of purchase for a full refund MedBASE Software Inc grants to you and you accept a Software License to use the program and documentation deliv
9. claim and patient data for each claim item as well as totals MedBASE Lite User s Manual Page 6 Claim Summar DR JAMES ALLISON 0000 224840 00 Rect Range 1 to 1 Date Range 01 01 93 to 13 81 93 Cdd mm yy Outstanding Claims Only lt F3 Print gt lt F Done gt You can specify a Date Range Acct Range or limit the summary to Outstanding Claims only ie claims which have not yet been reconciled To print the summary click the lt F3 Print gt button Click the lt F7 Done gt button to exit Reciprocal Medical Billing If RMB is entered under the Payment field on the MedBASE Lite billing screen then a slightly altered Reciprocal Medical Billing screen will appear as shown below This screen is identical to the usual billing with the exception of 6 fields These are listed below Provider B000 224340 90 DR JAMES ALLISON Prov Registration Date of Birth Account Payment Payee BC 3124524222 12 04 46 96000881 RMI Referred by Facility In Patient Adm Surname First Name Sex 100008 1302 23 04 92 HALLORAN MARTIN M Service Fee Service Diag Service Fee Service Diag Code Billed Date Code Code Billed Date Code z442A 243 70 1 24 04 92 413 fod Z440B 88 58 1 24 04 92 413 lA 62978 49 95 1 24 04 92 413 EA Asasa 22 94 1 24 04 92 413 fin ahs i 4 Address 24 MEMORIAL LANE VANCOUVER BC Postal Code C J M
10. en commands For new users unfamiliar with this environment we recommend reviewing your MS DOS User s Manual Proper operation of the program requires that MedBASE be properly installed as described below The application is compatible with Systems using MS DOS 3 2 or higher or MS Windows 3 0 Because of the potential memory demands of a large database system we recommend at least 1 MBytes of RAM with MS DOS and preferably 4 MBytes of RAM with Windows A hard disk with a capacity of at least 20 MBytes is recommended MedBASE is compatible with all IBM Compatible computers from the XT to the newer 486 systems Getting Started Installing the Program To install MedBASE Lite insert the diskette entitled MedBASE Lite Program into the floppy disk drive This disk contains a file of the compressed code of the MedBASE Lite application and related files Note this installation procedure assumes that you wish to install the program on the C harddrive Contact MedBASE Software for specific installation instruction if you wish to use any other drive Make the floppy disk drive the current drive by typing A lt Enter gt 0f B lt Enter gt depending on the drive into which you have inserted the MedBASE Lite Program diskette Then simply type Install lt Enter gt The program will begin installing itself When the installation is complete remove the MedBASE Lite Program diskette and reboot your computer by turning it off and then restarting it
11. ered with this Software License Agreement MedBASE Software Inc retains the copyright protection of the program and documentation Under copyright laws you agree not to transfer the program and documentation in any form to any party without prior written consent of MedBASE Software Inc Further you agree that copies of the program shall be made only for backup and archival purposes These archival copies must be retained in your possession Except as provided in this Agreement you may not transfer sub license lease or rent time share or lend the program and documentation your copies of such ot any of your rights under this License Agreement except by prior written consent from MedBASE Software Inc You may not alter decompile reverse engineer disassemble reverse translate or in any other way derive any source code from this program You may not remove or obscure MedBASE Software Inc s copyright notices in either hardcopy or machine readable portions of the program and documentation MedBASE Software Inc shall not be liable for any tort indirect special or consequential damages such as loss of profits or loss of goodwill that may result from improper use of this software The liabilities of MedBASE Software Inc shall be limited to a refund of the product s price The program supplied by MedBASE Software Inc may be installed and used on only one computer terminal MedBASE Software Inc agrees to provide Ongoing Support
12. rd Provider B0D0 224340 00 DR JAMES ALLISON Health Version Date of Birth Account Payment Payee 6911094959 12 06 63 ESSE HCI P Referred by Facility In Patient Adm Surname First Name Sex 100008 1302 14 12 92 BRADSHAW PHILIP M Service Fee Service Diag Service Fee Service Diag Code Billed Date Code Code Billed Date Code AGO7A 24 50 1 14 12 92 413 fo cossa 16 18 1 15 12 92 413 for oh fod E LR A A C J Manual Review lt Fi New gt lt F2 Select gt lt F3 Submit gt lt F4 Reconci le gt lt FS5 Summary gt lt F6 Quit gt Several buttons are present at the bottom of the screen and are accessed by clicking on them with the mouse or by pressing the corresponding Function Key Their functions are described on the following pages MedBASE Lite User s Manual Page 3 lt F1 New gt This allows you to save the current card and bring up a new blank card If there are no service codes entered on the card the account will be deleted lt F2 Select gt This brings up the Claim Select screen as shown below allowing you to select a previously saved but unsubmitted claim for editing Clicking on the lt F8 Cancel gt button returns the user to the previous MedBASE Lite billing screen Claim Select Search List by Unsubmitted Claims Only Surncme First Name OR Awaiting new search criteria Account
13. tes to ensure that a submission file is present Duplicates from the Submit directory can be copied onto a new diskette if necessary MedBASE Lite User s Manual Page 5 Click on the lt F8 Cancel gt button if you wish to exit and bypass the billing procedure This will be necessary when you wish to correct errors identified during verification before proceeding with billing The OHIP Submission screen will then be exited lt F4 Reconcile gt The lt F4 Reconcile gt button is used to reconcile previously billed claims from a OHIP Remittance Advice RA Diskette After selecting lt F4 Reconcile gt a window will appear asking you which drive the OHIP RA diskette is in Insert the OHIP RA diskette and select the corresponding disk drive either A or B A list of files on that disk will then appear Select the RA file it should begin with a P as per the new OHIP format If you select a file which is not an OHIP Remittance Advice file an error message will appear If a proper file has been selected the file will be read the diskette ejected and the OHIP Reconciliation screen will appear as shown below OHIP Reconciliatior OHIP Reconciliation in progress Accept underpayment if within 1 00 Accept overpayment if within 1 00 Records Reconciled Discrepancies Not Found Prev Processed 456 449 3 4 Cont inue gt As a default the claim item will be reconciled if
14. ure that the dot beside Paytype is next to Pay Provider by clicking it with your mouse Click the lt Done gt button to exit Entering Claim Information When the program is started and the provider information has been entered the MedBASE Lite billing screen will appear as shown at the top of the following page The screen resembles an OHIP billing card and is filled out exactly as one would for a regular OHIP card However for patients previously entered entry of the Health will bring up the other patient information automatically Account s are generated automatically by the program in a sequential fashion starting with Account 00000001 and provide a unique identifier for each claim Health and Referring Physician are automatically checked for validity at the time of entry to prevent operator error The Payment field must be marked as either HCP the default WCB or RMB to indicate either OHIP Workmens Compensation Board or Reciprocal Medical Billing claims respectively Entering RMB will bring up a slightly modified billing screen displayed on Page 7 similar to the manual Reciprocal billing card A Facility and an In Patient Admission date are required for hospital inpatients You will notice that after the Service Code and of services are entered the Fee Billed will be entered automatically You may overwrite this if you wish to edit the fee As on the manual OHIP card up to 10 claim items may be entered for each ca
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