Payment Entry

The goal of any business, including medical practices, is to make money. Payments are the result of the charges that have been entered and billed for. We have not yet covered the billing process. This will be covered in the next chapter. We will follow that up with a payment entry comparison chapter that will discuss the various ways of entering payments into Medisoft.

This chapter will discuss how to enter both patient and insurance payments using the Transaction Entry screen.

To enter a new payment, simply click the New button in the Payments, Adjustments, and Comments section of Transaction Entry. You will see the same fields available to you as were available when entering adjustments. We will discuss those fields below:

Date: The Date field should contain the date the payment was received. This date will default to the date set in the lower right corner of the Medisoft program.

Pay/Adj Code: This field is where you enter the code you previously set up for the type of payment you are entering.

Tips and Tricks:

Medisoft can print out various reports that are based on the procedure code that was entered. Using more specific payment codes for the different types of payments will allow you to get more detailed and specific information from these reports.

For example: If you set up different payment codes for payments from each insurance carrier, you will be able to easily run reports showing how much money came in from each carrier. If you set up a generic “Insurance Payment” code, you will not have the ability to filter on this level.

Who Paid: The Who Paid field is critical when entering payments. This field determines who gets credit for the payment. If you select a payment code that is set up for insurance payments, and then select the guarantor in the Who Paid field, the payment will not register properly as an insurance payment.

Tips and Tricks:

The Who Paid field is one of the fields you should look at when troubleshooting incorrect aging balances or remainder statement discrepancies.

If payments have been entered and applied, but have the incorrect value in this field, you may find transactions not appearing on remainder statements when they should. You may also find transactions appearing on the insurance aging reports after they have been paid.

Description: This field is used to give additional information regarding the payment. It is not a required field.

Provider: The Provider field is used to specify which provider is receiving the payment that is being entered. If you are in a multi-provider practice it is critical that you enter the correct provider in this field. Failure to do so could affect your ability to analyze the amount of money being brought in by each provider.

Amount: When entering the Amount, you will find that the program automatically makes any amount entered negative. This is because it is impossible to make a payment that increases the amount the patient owes. Any time you need to increase the amount a patient owes or need to issue a refund, you must use an adjustment code instead of a payment code.

Check Number: If the patient or insurance carrier pays with a check, this field is used to hold the check number. This will help you follow up if there is ever any question regarding which charges were paid with a specific check.

Unapplied: Similar to adjustments, payments must be applied to specific charges. The unapplied column will tell you what portion of that payment has not yet been applied. The values in this field cannot be modified from this screen.

Once you have entered all applicable payment information, click the Save Transactions button.

Payment Application

The payment application process is going to vary based on whether the payment is an insurance payment or a patient/guarantor payment.

Insurance Payment Application

If you are applying an insurance payment you will see the following screen:


This screen is similar to the adjustment application screen with a few differences. As in the adjustment application screen, you see charges represented by the Date, Document or Superbill number, Procedure Code, original Charge amount, and Balance.

Additionally, you will see a column labeled This Payment, where you will enter the portion of this payment that will be applied to each specific charge. The two new columns you will see are Payor Total, and Complete.

Payor Total: The Payor Total column will list how much has already been paid by that payor for each charge. The payor was determined in the Who Paid field of the Transaction Entry screen.

Complete: The Complete field is one of the most important fields within the Medisoft program. This field affects claims, statements, aging reports, remainder balances and many other functions within Medisoft. This box indicates that this payor has completed their responsibility for this particular charge. Placing a check mark in this field will move the responsibility for the remaining balance from the payor selected in the Who Paid field to the next responsible payor.

In most cases, you cannot bill secondary claims until the primary has paid. Remainder Statements will not print unless all responsible insurance carriers have made a COMPLETE payment.

This field will only appear if the payment Who Paid field is set to an insurance carrier.

We will discuss the effects of this field in more detail when we discuss claims, statements, and reports.

Tips and Tricks:

Most insurance payments should be marked as Complete. The only reason you would not check this field for an insurance carrier would be if you expected to receive more money from the carrier for that particular charge.

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Adjustment Entry

Adjustments are used to either increase or decrease the balance on a patients account. This can be done for many reasons.

  1. Refund – (Positive Adjustment) When a patient is in need of a refund, it is because they or their insurance carrier have paid more than is necessary. This causes that patient’s AR total to be smaller than it should be. When a refund is issued, the office is correcting that discrepancy. Refund adjustments will increase the patient’s AR total (and simultaneously decrease the practice accounts payable total).
  2. Disallowed Amount Adjustment – (Negative Adjustment) When billing insurance carriers, if you bill for an amount higher than the allowed amount, you will be required to write off the difference between the billed amount and the allowed amount. These write-offs are done using adjustments. Medisoft Advanced and Medisoft Network Professional will calculate and enter these adjustments automatically using the deposit list. Medisoft Original users must enter these adjustments through Transaction Entry. This process will lower the patient’s AR total.

    Courtesy Adjustment – (Negative Adjustment) If you want to write off a balance as a courtesy to your patients this is done using an adjustment. This process will decrease the patient’s AR total.

    Small Balance Write-Off – (Negative Adjustment) Many patients carry balances that are so small that it is not worth it to try and collect the balance. These balances are cleared using a Small Balance Write-Off. Medisoft Advanced and Medisoft Network Professional contain a utility that will automatically perform these write-offs. Medisoft Original users must manually enter these adjustments through Transaction Entry. This process will decrease the patient’s AR total.

    Error Correction – (Negative OR Positive Adjustment) During the billing process, you will find that data entry errors are made. Patients may be charged too much, or too little. A payment may be entered for the wrong amount. These corrections should generally be made using error correction adjustments. This gives you a complete record of what was originally entered, and the steps taken to correct the error. Deleting charges and payments is not recommended, as you will not have this record of what was previously entered.

    Takeback Adjustment – (Positive Adjustment) Takeback adjustments are used when insurance carriers have overpaid on a charge. Often these carriers will take the money back on a future EOB. The patient with the overpaid charge may not be on the EOB where the money was taken back. If a charge was overpaid by an insurance carrier, the balance on that charge is artificially low (it has been overpaid). Because the balance on the charge is lower than it should be, we need to RAISE the balance (and therefore the patient AR total). Medisoft Original users must do this through Transaction Entry. Medisoft Advanced or Network Professional users can enter these adjustments through the Deposit List.

    Withhold Adjustment – (Negative Adjustment) Withhold adjustments are usually used in conjunction with Takeback adjustments. When a provider receives an EOB that has had compensation withheld due to previous overpayment, they still need to pay the balances that would have been paid if not for the previous overpayment. This is done using withhold adjustments. Medisoft Original users must do this through Transaction Entry. Medisoft Advanced or Network Professional users can enter these adjustments through the Deposit List.

Adjustments are entered into the lower portion of the Transaction Entry screen. There are fields here that apply to adjustments, and there are fields that do not apply to adjustments. In this section, we will discuss only the fields that apply to adjustments.


Date: The date field functions the same way when entering adjustments as it did for charges.

Pay/Adj Code: This is the field where you enter the adjustment code for the type of adjustment you would like to enter. Generally, these codes should have been set up previously. (See MED103: Getting Started) If the code is not already set up at this point, you can press the [F8] button with your cursor in the Pay/Adj Code field to create a new code. If the code is set up but you wish to edit the properties of this field, you can press the [F9] button with your cursor in this field.

Who Paid: This field is not necessary when entering adjustments.

Description: Enter any additional descriptions you wish to add to the adjustment you are entering.

Provider: If you want to be able to track adjustments by providers, enter the provider responsible for the amount being adjusted into the Provider field.

Amount: The Amount field is the key field when dealing with adjustments. Most adjustments are entered with the intent of lowering the balance. In order to accomplish this, you should enter a minus sign (-) and then the amount you wish to write off or adjust off. If you have set up your procedure codes properly, the minus sign will automatically be entered for you. In order for this to be automatically added, the field labeled Make Adjustment Negative must be checked within the adjustment code screen.

If this field is not checked, the minus sign will not be automatically added, and any number entered without manually typing the minus sign will be viewed as a positive adjustment.

Check Number: This field is not necessary when entering adjustments.

Unapplied: After entering an adjustment, it is important that you apply that adjustment to specific charges. The balance you need to adjust is attached to specific charges. If you do not apply your adjustment to those charges, your balance numbers could be incorrectly calculated. The Unapplied field shows you what portion of the adjustment has not yet been applied.

Once you have entered all applicable fields, click Save Transactions.

Adjustment Application

As stated, after entering your adjustments, you need to apply that adjustment to specific charges. This is done by clicking the Apply button in the lower left portion of the Payment/Adjustment entry section of the Transaction Entry screen.


Once you click the Apply button, the following screen will appear.


The charges that appear on this screen will be limited to the charges that appear on the Transaction Entry screen. This means you will only see charges for the selected chart number, case number, and possibly document or superbill number. If you are using document numbers or superbill numbers, you can see charges that are not linked to the specific document or superbill number by clicking the Show All field prior to clicking the Apply button.

The charges listed will show you the Date From (or date of service), the Document Number (or Superbill number), the Procedure Code, the original charge amount, and any remaining balance on that specific charge. You will only see one column that will allow you to make any entries. That column is the This Adjust column. In this column, you will enter the portion of the adjustment that will be applied to each individual charge. You can either apply the entire amount to one charge, or split the adjustment up and apply the same adjustment to multiple charges.

You should apply the adjustment until the Unapplied amount at the top of the screen shows 0.00.


Once you have completely applied the adjustment, click the Close button. You will return to the main Transaction Entry screen. Click the Save Transactions button. You have now entered and applied an adjustment.

 

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Taxable Transaction Entry

In most states it is illegal to charge tax on medical procedures. However, many offices and practices sell items directly to their patients. These could include equipment, vitamin supplements, and other similar items. The sale of these items is often subject to sales tax. In order to enter a taxable transaction and the charge for the sales tax, take the following steps:

  1. Set up a procedure code for the taxable item. (See MED103: Getting Started) When setting up this code, make sure you place a check mark in the field labeled Taxable.
  2. Set up a procedure code for the actual sales tax. (See MED103: Getting Started) When setting up this code, make sure you enter Tax as the procedure type and enter the tax percentage in the corresponding field.
  3. Open the Program Options screen. On the Data Entry tab you will see the following fields:


    The fields that affect the tax functionality are labeled Auto Create Tax Entry and Default Tax Code. If you would like to use the tax feature, the Default Tax Code is required. You should enter the tax code set up in step 2 into this field.

Tips and Tricks:

If the tax amount changes in your area, you should set up a new tax procedure code. This new code should have the new percentage. You would then need to change this code within the program options.

The Auto Create Tax Entry field determines exactly how taxes will be entered. If this field is checked, whenever a charge is entered using a procedure code that is marked as Taxable, a second line item will be entered automatically for the sales tax. The amount on that line item will be based on the tax percentage entered in the procedure code set in the Default Tax Code field, and the charge amount entered for the taxable charge.

If this field is not checked, if a taxable charge is entered, you must click the Tax button in order to create the charges for the tax amount.


Following this process will allow you to enter transactions that include sales tax amounts.


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EDI Notes – New to Medisoft

There are circumstances where transaction level notes are required on your electronic claims. Use this window to manage such notes that need to be attached to individual line items. Items added to the EDI Notes List will generate additional ANSI segments in the 2300 and/or 2400 loops. Items in the EDI Notes list are specific to each line item or charge entry. You should refer to each Insurance Carrier for assistance in determining the necessity of these notes.

You can add the following segments:

  • Line Note (NTE)–usually used for special instructions or notes not entered anywhere else in the claim.
  • Test Results (MEA)–usually used to specify physical measurements or counts, including dimensions, tolerances, variances, and weights.
  • Contract Information (CN1)–used to specify basic data about the contract or contract line item. This information is required when the submitter is contractually obligated to supply it on post-adjudicated claims. You can also enter claim-wide contract information on the EDI Note tab of the Claim window.
  • Line Supplemental Information (PWK)–used and required when attachments are sent electronically but are transmitted in another functional group rather than by paper; or required when the provider deems it necessary to identify additional information that is being held at the provider’s office and is available upon request by the payer (or appropriate entity), but the information is not being submitted with the claim.

    If you would like to view or enter an EDI note for a specific transaction, highlight that transaction and click the EDI Notes button.


    You will see the following screen:


    Click New to add as many EDI notes as required by carrier.

    Claim Level EDI Notes should be entered in the Comments tab within the Case.

    Details: Click this button to add national drug code (NDC) information to the charge.


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Transaction Notes

You have the ability to enter notes specific to a certain transaction. When viewing the Transaction Entry screen with the default grid settings, the first field along the left side of the screen is the note indicator.

This field appears blank if there is no note attached to the transaction. If there is a note attached to the transaction, you will see a sheet of paper occupying this field and indicating that a note is attached.


If you would like to view or enter a note for a specific transaction, highlight that transaction and click the Note button.


You will see the following screen:


In the Type field you will need to select the type of note you wish to add. The type of note you select will depend on what you want to do with the note. If you want the note to appear on a patient statement, you would need to select the type labeled Statement Note.

Once you have entered the Type, enter the note into the field labeled Documentation/Notes. When finished, click OK.

If you are simply viewing a previously entered note, the screen will appear with the Type and Documentation/Notes displaying the previously entered values.

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NOTE: This tutorial is Extremely Important – This is the place to go to when you have questions about why a claim is not printing or sending; why an item is or is not printing on a claim form; why a procedure charge or claim is or is not printing on a report; why medisoft charges are showing or not showing on a statement. It all depends on how Medisoft “sees” the status of a charge item, whether when it was billed, was a primary and secondary responsible? If so, were they billed? If billed, has it been paid? And if it has been paid, has it been marked “Complete”? If an item was NOT responsible for insurance 1, then it would not print on a claim. If a charge was billed, and paid, but not marked as complete, then next responsible party will not be billed until it is marked as complete. One common example is a patient tells you they have only one insurance, you enter charges and bill, then when they get a statement, they call you and tell you they have a secondary policy. It is common then to go into the medisoft case for that patient, and add a secondary policy and policy #, but then that’s all. And then you still have problems. The reason for the problem is that the system still thinks there is only one policy and there is no secondary (even though the info is in the Policy #2 tab in the case)- the solution to this situation is to click on the UPDATE ALL button at the bottom of the transaction entry screen AFTER you enter the policy #2 info, when you do that (and you can do that at any later time if you forget), you will see in the Charge Reference Information, that the Insurance 2 box will be checked, once it is checked, you can bill a secondary insurance company. The other common scenario is questioning why a patient is not getting a statement (or why a secondary is not printing) even though there is payment from the insurance company and you see a dollar amount in the AMOUNT PAID section, but the box is not checked (note, when you enter a insurance payment in medisoft, there is always a COMPLETE box , make sure it is always checked if payment is complete for that insurance company y). If the box is not checked , and it should be, go back to the transaction entry screen for that payment; highlight the line, and click APPLY, and then find the payment and mark it complete if it is indeed complete), and then the next responsible party will be billed.

Charge Reference Information

Along the upper right side of the Transaction Entry screen you will see two tabs. The first tab is labeled Totals. This tab is automatically selected when transaction entry is opened. It contains all the fields discussed in the previous section. The second tab is labeled Charges. This tab contains fields that relate to the currently selected charge.



Responsible: The fields located in the Responsible portion of this screen will indicate which payers are responsible for payment for the currently selected charge. The Guarantor field should ALWAYS be checked. The Insurance fields will show a check mark if the corresponding insurance carrier is responsible for payment on the selected charge. Additionally, the Insurance fields will be affected by data entered into both the case screen and the procedure code setup screen. Fields that will affect whether or not an insurance carrier is responsible include the following fields:

  1. Procedure Code – Patient Only Responsible: If the Patient Only Responsible field is checked within the procedure code setup – that procedure code will NEVER list an insurance carrier as responsible for the charge.
  2. Procedure Code – Don’t Bill To/Only Bill To: If values are entered into either of these two fields, it is possible that the procedure code will not list particular insurance carriers as responsible for the charge.
  3. Procedure Code – Billing Charge: If the procedure code type is set to Billing Charge instead of Procedure Charge, the insurance carrier would not be responsible for the charge.
  4. Case – Cash Case: The Cash Case field appears on the Personal tab of the case setup. If this box is checked, transactions entered into that case will not show insurance carriers as responsible parties.
  5. Case – Insurance 1, 2 or 3: In order for an insurance carrier to be responsible for a charge, the insurance carrier must be entered into the case. If the insurance carrier is not entered, the check mark will not appear in the responsibility for that carrier.

Another thing that can affect the responsible fields is the order of entry. The responsibility for each transaction is determined at the time the transaction is saved. If you change or add information into any of the fields listed above after the transaction has been entered and saved, those changes will not automatically affect the responsibility. In order for those changes to take affect, you will need to press the Update All button at the bottom of the Transaction Entry screen.


Billed To: The fields located in the Billed To section will give you information about where in the billing process the highlighted transaction is. The Claim field will let you know what claim the highlighted transaction is on. The Insurance 1, 2, and 3 fields indicate which carriers have been billed. These fields relate closely to the Responsible fields. If a carrier is not responsible for a transaction, it will not show that it has been billed. The only carriers you will be concerned with are the ones listed as responsible for the transaction.


Amount Paid: The Amount Paid fields are related closely to the Responsible and Billed fields. These fields will show you the amounts that have been paid by the various responsible parties. Additionally, there is a check mark field next to the payment amount. This check mark shows that the payment from that carrier has been marked complete. In this example, we can see that the primary insurance carrier has made a payment that has been marked complete. The secondary carrier has not yet paid. The tertiary carrier has a check mark. This is due to the fact that the tertiary carrier is not responsible for this charge. Based on this example, you would expect to see this charge on a Secondary Insurance Aging report. You would NOT expect to see this charge on a Primary Insurance Aging report because the primary carrier has made a completed payment. You would not expect to see this charge on a Tertiary Insurance Aging report because the tertiary carrier is not responsible. You would NOT expect to see this charge on a Remainder Statement because all responsible insurance carriers have not made completed payments.


Date Created: The Date Created field tells you on which date the charge was entered into the program.

Last Statement Date: This field tells you the last date a statement was printed for this particular charge. This can be useful when looking at individual open charges, and trying to figure out why they have not yet been paid.

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Transaction Entry Display Configuration

Now that you understand the reference fields at the top of transaction entry, you are ready to configure the transaction entry portion of the screen to meet your needs.

Screen Size and Proportions

The transaction entry portion of the screen is divided into two parts. The upper portion is used to enter charges. The lower portion is used to enter payments, adjustments and comments. You have the ability to change the size of the charge and payment portions of the screen. Hold the cursor between the two portions until it shows two arrows pointing up and down. While holding your left mouse button down, drag the window until the proportions meet your needs.

If do not like any changes you have made to the display of your screen, you can click the Window menu and Clear Window Positions. It is important to note that this will clear any custom display settings that have been made anywhere within Medisoft.

Custom Grid Settings

Both the charge and payment portions of Transaction Entry come with fields that default into the display. These fields may meet your needs, or they may not. You have the ability to customize the grid to include or exclude fields according to your needs.

In order to modify the grid settings, take the following steps:

  1. Select a Chart and Case Number. You do not have the ability to modify the grid unless these are selected.
  2. Click the small black dot on the far left of either the charge or payment portion of the screen.



    Earlier versions do not have a black dot. Click the small square button that looks like part of the header.


    The following screen will appear. This screen will allow you to modify the fields and captions that appear in that portion of Transaction Entry. The Field column will give you a list of all the data fields that are currently displayed on that view. The Caption column lists the labels that will appear at the top of that particular column. The Width column indicates how many characters will display in the currently set column width.

    The fields are listed in the order they appear on the display. The first field listed will be along the far left of the display screen, and as you move down, each subsequent field will be directly to the right of the previous field.


Tips and Tricks:

It is important to note that you can change the Caption for any particular field that is being displayed. Use this feature with care. Mislabeling a field could lead to improper data entry and rejected claims.

If you would like to change the order of the fields, you can simply click on a field name and drag it to the position you want it to occupy, or you can use the and buttons to help you set the order for your fields.

If you would like to add fields that are not currently listed, click the Add Fields button. The following screen will appear. The Add Fields screen will give you a list of all fields that you can add to the display. Fields that are already displayed will not be listed on this list. Additionally, it is not possible to add fields to the list. Highlight the field(s) you wish to add, and click OK.

Note: The Windows multi-select functionality will work on this screen. Simply hold the [CTRL] button while clicking the fields you wish to add.


If you would like to remove unneeded fields from the list, highlight the field you wish to remove and click Remove Field. This feature will not work with the Windows multi-select functionality. You must remove the fields one at a time.

If, at any time, you want to restore the defaults for that particular window, click the Restore button.

Once all needed changes have been made, click OK.

Certain fields are used more often than others. The following is a list of the fields that are most often added to the Transaction grid, and the purpose the fields fill.

Claim Number: The claim number field is used to quickly tell the user which claim each transaction is on. This information is also given in the charge tab of the referential information at the top of the screen; however you can only see one transaction at a time in this view. Adding the Claim Number to the grid allows a complete overview of the claims containing the displayed transactions.

Date Created: Many reports are run using the date the transaction was created. This is especially true for the aging and analysis reports. Adding this field to the grid can allow you to quickly see which report filters will cause the displayed transactions to print.

Date To: Some procedures may be performed over the course of more than one day. These procedures require two dates, the beginning and the ending service dates. This field allows you to enter the ending date.

Statement Dates: These fields will allow you to quickly see the dates that statements including this charge were sent to the guarantor.

Document Number: The Document Number field is helpful when using the Serialized Superbills or Document Number features. If you are using these features and you select the Show All field, you will be able to see all transactions regardless of document or superbill number. Adding the Document Number field to the grid will allow you to see the document and serial numbers when multiple numbers are being displayed.

Facility: Adding this field allows you to specify a different facility for each transaction. It is important to note that transactions with different facilities will never create on the same claim. This field will default to include the value entered into the Facility field of the case. Additionally, changing the facility for a transaction that has already been placed on a claim with other transactions will remove that transaction from the claim. It will be added to a new claim the next time claims are created. This information affects box 32 of a paper claim, and loop 2310D.

Tips and Tricks:

If you are printing paper claims, the default formats pull the facility information from the patient case. If you want the forms to print the facility information from the Transaction Facility field, you will need to customize the form to do so.

Minutes: The Minutes field will automatically be added to the grid if the Practice Type field in the Practice Information screen is set to Anesthesia. This field is only necessary for anesthesiologist billing.

Modifiers: Medisoft only defaults one modifier field into the grid. There are some circumstances when more modifiers are needed. You can add the modifier fields 2 through 4 in order to accommodate the necessary additional modifiers.

Remainder: The remainder field indicates how much money is still owed on that particular transaction.

Copay: When checked, this field indicates that the patient copay should be applied to this procedure. This field is automatically checked if the Require Co-pay field is checked in the procedure code.


Copayment Expected Amount: Adding this field will show the copayment amount expected by the patient according to what was entered in the copayment amount field of Policy 1 in the patient’s case.

Copayment Paid: Indicates when a copay has been applied to the procedure code.

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Medisoft Office Hours Professional Scheduling Appointments How To Schedule Medical Appointments For Doctors, Physical Therapy Appointments, Mental Health Appointments.

You should now have the ability to quickly and easily search for time slots for you to schedule your appointments. From here, the process for actually scheduling the appointments is simple.

Simply double-click the time slot you wish to schedule the appointment for. It is important to note that if the time slot is governed by a template, you will see the template reasons listed along the left hand side of the screen.


Once you have double-clicked the appropriate time slot, the New Appointment Entry screen will appear.

We will now discuss the different options you have on this screen.

Chart Number: The Chart Number field refers to the chart number for the patient for whom you are scheduling the appointment. It is important to note that not all appointments are for existing patients. There will be circumstances where there is not an existing chart number. Because of this, the Chart Number field is NOT a required field.

Tips and Tricks:
If you do not enter your appointment using the patient chart number, certain functions such as Enter Copay will not be available to you. Additionally, the appointment will not be displayed on lists of appointments for that patient throughout both the Medisoft and Office Hours programs.

 

If the chart number does not exist, but you wish to set one up at that time, you can simply press the [F8] button. This will open a patient entry screen, and allow you to create a new patient record. If you select a patient chart number, and need to change some information in that patient’s record, you can press the [F9] button. This will open that patient’s record for editing.

Tips and Tricks:
Any field within Medisoft or Office Hours that has the drop down view as well as the magnifying glass search button will have the [F8] New and [F9] Edit functionality.

 

Name (no title): The Name field is the field to the right of the chart number and is a required field when entering a new appointment. If you do not have the chart number, simply enter the name of the patient into this field. If you entered the chart number, the Name field should have automatically populated with the name entered in the patient entry screen.

Phone and Cell Phone: Similar to the Name field, the Phone number fields will automatically populate if the Chart Number is entered, and the phone numbers have been entered into that Patient’s record. These fields are not required; however, it is a good practice to utilize these fields.

Resource: If your office is utilizing the resource scheduling capabilities of Office Hours, you would specify the resource being scheduled for this appointment in the Resource field. Again, resources would be used to schedule items such as exam rooms, x-ray machines, etc. Anything in the office that requires exclusive use.

Note: The Note field is used to give any special information that might be needed for that appointment. As it’s name states, it holds notes.

Case: If you do not enter the Chart Number, the Case field will not be available for entry. Additionally, if you are using Office Hours Professional as a stand alone product, you will not have access to the case field. This field will default to the newest case entered into that patient’s account. If you have selected the appropriate program option, the pop-up note from the Allergies and Notes field of the case screen will appear once the case is selected.

Similarly to the chart number, if the case number does not exist, but you wish to set one up at that time, you can simply press the [F8] button. This will open a case entry screen, and allow you to create a new patient case. If you select a patient case number, and need to change some information in that patient’s case, you can press the [F9] button. This will open that patient’s case for editing.

Reason: The Reason field is not a required field. Here you will specify the reason for the appointment. These codes were previously set up during the configuration of Office Hours. If you are using a template, your reason code may default to the reason code associated with that template.

If you are using templates, and the Reason code you enter is not listed as an appropriate reason for that time slot, the following warning screen will appear.


Clicking Yes will indicate that you want to proceed with the scheduling. This effectively overrides the template. Clicking No will return you to the New Appointment Entry window.

Length: If you have your reason codes and templates set up properly, the Length field will default to the length set up in the Reason code. If you need to change the length of this appointment, you can manually do so. If you are not utilizing reason codes or templates, you will need to specify the length of the appointment manually. The default value will take up one time slot or interval. As in the setup of Length fields in other places in the program, the length of your appointment should evenly match the intervals set up in Program Options.

Color: Similar to the Length field, the color field will default based on a properly set up reason code and template. If you are not using reason codes or templates, this field will default to the default appointment color set in program options.

Date and Time: The Date and Time fields will default to the date and time assigned to the time slot you selected. You do have the ability to manually change these values. When creating a new appointment, we recommend that you do not manually change these values. You do not necessarily know whether the time slot you are assigning is taken or not.

Provider: Similar to the other fields on this screen, the provider field will default to the provider whose schedule was selected on the grid. This can be changed manually, but we do not recommend that you do this for the same reasons listed in the Date and Time section.

Repeat: If you wish to schedule a repeating appointment, you can do so by clicking the Change button. For information on the Repeating settings, refer to the Repeating Appointment Handout.

Need Referral: If the patient needs a referral in order to see this provider, check this box. This will allow you to print a list of your appointments that need referrals, and allow you to follow up on those prior to the patient coming in to the office.

Status: This feature is only available in Office Hours Professional. The default appointment status is Unconfirmed. The rest of the options are utilized after an appointment has already been saved. See the Appointment Status Worksheet for information.

Once you have entered all applicable information, click Save. You have now successfully entered a new appointment.

 

Warning Fields

There are a number of warning fields in the appointment screen that are hidden unless they are triggered by certain events. These alerts are only available in the Office Hours Professional version.

Account Alerts: These are the same account alerts that are visible in other parts of Medisoft, including Transaction Entry. For these alerts to be visible they must be turned on from within the Medisoft Program Options.

Patient Has Future Appointment: You will get this warning if you create a new appointment for a patient that already has an appointment scheduled in the future. If you click on the magnifying glass then the Scheduled Appointments screen appears and will show all future appointments for that patient.

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Medisoft Office Hours Professional Appointment Maintenance Changing Appointment Status Rescheduling Appointments

You have the ability to modify or edit any appointment at any point in time. In order to do so, simply double-click on the appointment you wish to modify.

Changing the Appointment Status

This feature is available in Office Hours Professional only.

One reason you would want to edit an appointment is to change the appointment status. For more information on this process, refer to the Appointment Status Handout.

One important item to note is that it is not necessary to open an appointment in order to change the status. You can simply right click on the appointment, and select the status you would like to assign. If you would like to change the status to Checked In (when the patient shows up for their appointment), you can also press the [F2] button.

The appointment status report will only function properly if you go through the process of changing the appointment status codes as the patients are processed and seen.

Rescheduling Appointments

If you need to change the status of an appointment to Rescheduled, you can either right click on the appointment to choose Rescheduled, or double click on the appointment and change the status to Rescheduled there. You can then enter the date and time of the new appointment.

Another way to reschedule an appointment is to put the appointment on the Wait list. To do this, right click on the appointment and select Add to Wait List.

You will now have the ability to search for the date and time for the new appointment.

The next available appointment slot for the date and time frame searched will appear on the schedule. Click Yes if this is an acceptable appointment time, or click Retry to search for another time slot. Clicking No will place the appointment back onto the wait list until another search is done again. The search will go 3 months forward from that date when performing the search.

If you want choose not to use the search functionality, you can simply navigate to the new appointment date and time and then drag the appointment from the waiting list into the new time slot for the appointment.

If you are following the process of changing the appointment status throughout the process of patient care, you will be able to print out the Appointment Status Report.


In addition to the Appointment Status Report, modifying the appointment status will allow you to print the Appointment Analysis reports. These reports require that appointments within the given ranges have a status of Checked Out, and a total appointment time length of more than 1 minute. This means that the status codes should have been used throughout the appointment process. Simply changing the status to Checked Out will not cause this report to work.

This report is used to analyze how much time is spent in each step of the process. It will track the time spent checked in, but before being seen. It will then track the time that the patients are being seen. This time period is ended when the status is changed to Checked Out. You will then be able to see how much time on average patients spent being seen, how much time on average was spent waiting, and how much total time patients spent in the office.

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Medisoft Office Hours Reporting For Medical Scheduling Software

In addition to the Appointment Status Report, and Appointment Analysis Reports, Office Hours offers various other reports that can help your office in different ways. These reports can be printed from the Reports menu.

Appointment List: This report will give you a list of all appointments for a given date range and range of providers. You will see the time of the appointment, the name of the patient, the phone number, the length of the appointment, and any notes. This information will be given for each scheduled appointment that falls within the given ranges. This list can be used to make reminder calls.

The Appointment List can be printed in one of two different ways – with or without blank appointments. This is helpful to practices who want to have more clear visibility to blank appointments in the daily schedule. These two schedules show the difference that this option makes on the same appointments for the same doctor on the same date.

 

 

 

 

 

 

No Show Report: No Show reports are important to an office because they cost the office money. The time not spent seeing those patients who did not show up could have been spent seeing other patients. This report will give you the information for each appointment that was missed, as well as totals showing how many appointments were missed.

In order for this report to function properly, you must be properly utilizing your appointment status options.


Print Appointment Grid: The option to print the appointment grid will allow you to print a list of all appointments showing on the currently displayed view. This report can be printed in list format, which would be a format similar to the Appointment List.


 

This report can also be printed in a Grid View. This option will show the entire schedule for the day, including any blank appointment slots.


There are other reports available within Office Hours and Office Hours Professional. Please refer to the Help Files of these programs for more detailed information regarding these reports and the information available on them.

 

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