MultiLink Entry

MultiLink codes are used to enter multiple charge transactions at the same time. Many provider offices will find that they are entering the same groups of procedure codes for the same types of visit. An example of this would be a well-patient exam. MultiLinks allow you quickly enter all of those transactions.

MultiLink codes must be set up prior to clicking the MultiLink button in Transaction Entry. This is done by clicking the Lists menu and MultiLink Codes. You will see a list screen similar to the other list screens. Click the New button. The following screen will appear:

Code: The MultiLink Code field functions like the code fields in the other Medisoft list windows. The code is the value you will enter within transaction entry in order to enter charges for all the linked procedure codes.

Description: When entering the Description, it is important to make an entry that adequately describes the group of procedure codes. This will allow you to more easily determine when it would be appropriate to use this code.

Link Codes: The Link Codes are used to specify which codes will be entered into Transaction Entry when this MultiLink code is used. The transactions will be entered in the order they are entered into these fields. You can type the procedure code, or select it from the drop-down menu. If you need search capabilities, click the magnifying glass.

Tips and Tricks:

You can only enter charge type codes into MultiLinks. You cannot use MultiLinks to enter payments or adjustments.

Once you have finished setting up the MultiLink code, click Save.

After setting up your MultiLinks, they can be entered into Transaction Entry by clicking the MultiLink button.

Once you click the MultiLink button, you will see the following screen.

In the field labeled MultiLink Code, enter the code for the group of transactions you wish to enter. The Transaction Date field will automatically default to the program date specified in the lower right corner of the Medisoft screen. Once you are have selected the correct information, click Create Transactions. The desired charges will be listed in Transaction Entry. Click Save Transactions.

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Charge Entry and Edit

Once you have configured your data entry screen, you are now ready to enter charges. In this section we will discuss the methods of entering and editing charges. We will focus on the fields that default into the grid. We will also focus on issues that can arise during the charge entry process.

Column Sorting

To help practices manage your charges, you are able to click on any of the Grid Headers to sort by that column. Medisoft will remember your sort preferences.

Single Charge Entry and Edit

We will begin our discussion with the process for entering or editing a single charge. This process can be repeated in order to enter or edit multiple charges. In order to enter charges, click the New button at the bottom of the charge portion of Transaction Entry. (The top data entry section.) You will see a new line appear in the charge section.

Date: The Date field is the date of service for most charges. If you are entering a charge that requires a beginning and ending date, this field is where you would enter the beginning date.

Tips and Tricks

The Date field will default to the date listed in the lower right corner of the Medisoft screen. This date can be easily changed by clicking on the date. This will bring up the calendar. When you select a date, this will be the default transaction date for all new transactions.

Procedure: This field is where you would enter the actual procedure code for the charge. This code should have been entered into the Procedure/Payment/Adjustment List. Only codes with the Type field set to one of the 5 charge types or Tax can be entered in this portion of the screen. In the flow of office procedures, this should be specified on the superbill that the provider fills out during the patient’s visit.

Units: If multiple units of the same procedure were performed, enter the number of units in this field. After entering the Procedure Code, you may see that the units field automatically populate with a number. This is coming from the Default Units field of the procedure code setup. The Units field also corresponds directly to the Total field within Transaction Entry.

Amount: When entering Amounts you are specifying the amount you would like to BILL to the patient or insurance carrier. It is important to note that this amount is not the same as the amount of money you expect to be paid. This is especially true when dealing with insurance carriers. Most carriers base their payments on Allowed Amounts. We will discuss what an allowed amount is later.

You may see that the Amount field automatically populates with a default amount. This amount is calculated based on two fields:

  1. Case – Price Code: Within the patient’s case, you entered a letter from A to Z into a field labeled Price Code which is located on the Account tab.
  2. Procedure Code – Charge Amounts: On the Procedure Code Setup screen, you will see a tab labeled Amounts. This tab contains fields labeled A through Z. These fields contain default charge amounts that can be sent to Transaction Entry when this procedure code is entered. The amount that is sent will be determined by the value entered in the Case – Price Code field. If you entered the letter A for the Price Code, the value entered into field A on the Charge Amounts tab will be sent as the default charge amount.

You do have the ability to manually change any value that defaults into the Amount field.

Total: You do not have the ability to manually change the value that appears in the Total field. This field will be the amount that is billed for this line item on a claim. The value that is displayed here is based on the numbers entered into the Units field and the Amount field, as well as a setting within Program Options. Within Program Options, if the field labeled Multiply units times amount on the Data Entry tab is checked, the Total field will contain the result of multiplying the Units by the amount. If the program option field is not checked, the Total field will contain the same amount that is entered in the Amount field.

Diag 1 – 4: The Diag 1 – 4 fields are where you specify which diagnoses were identified during the patient’s visit. These codes will be identified on the superbill filled out by the provider during the patient’s visit. Within these fields you should enter ALL the diagnosis codes that were identified during the visit. These fields determine what will print in box 21 of a CMS-1500 form.

1-4: The fields labeled 1-4 are fields known as Diagnosis Pointers. These fields correspond directly to the Diag 1 – 4 fields. These fields indicate which of the diagnosis codes apply to this particular transaction. Place a check mark under the numbers that correspond with the correct applicable diagnosis codes entered in the Diag 1 – 4 fields.

Tips and Tricks:

If you are entering multiple charges, it is critical that you enter exact same diagnosis codes in the exact same order in the Diag 1 – 4 fields. Failure to do so will cause the transactions to appear on different claims. If a diagnosis code doesn’t apply to a particular charge, simply uncheck the corresponding Pointer field.

Additionally, if you change the diagnosis codes for a transaction that has been previously placed on a claim with other transactions, that transaction will be removed from the claim.

Provider: The Provider field in transaction entry is where the attending provider (or provider who performed the procedure) is entered. This field will automatically populate with the provider who was entered into the case as the Assigned Provider. When you are creating claims for transactions entered, if you create based on Attending Provider, the claim will include provider information for the provider entered in this field within Transaction Entry.

Tips and Tricks:

If you enter multiple transactions with different Attending Providers, pay attention to how claims are created. If you create based on Attending Provider, you will get a different claim for each different provider listed on eligible transactions.

POS: POS stands for Place of Service. This field is used to specify where the service was performed. There are specific place of service codes that must be entered. A list of eligible codes is available in the Medisoft help file. You may also find information defaulting into this field. You have the ability to set default place of service codes both in the Procedure Code Setup, and the Program Options.

TOS: TOS stands for Type of Service. Similar to the POS field, this field requires entry of one code from a list of specific type of service codes. A list of eligible codes is available in the Medisoft help file. This field may also default a value. These defaults are set in the Procedure Code Setup screen. There is not a program option to default this value.

Allowed: Allowed amounts are only required when an insurance carrier is responsible for a charge. This amount is used by the carrier to calculate the amount of compensation that will be made for that charge. See Allowed Amounts Handout.

M1: The M1 field is used to enter modifiers. Modifiers give the insurance carrier more information regarding the charge. This can affect the amount of compensation. In some instances you will need more than one modifier. If this is the case, you will need to add the additional modifier fields to the grid.

Once you have entered your transaction(s) including all pertinent information, click the Save Transactions button at the bottom of the transaction entry screen.

If you want to edit a charge that has been previously entered, you simply need to make the necessary Chart, Case, Document, and Superbill number selections, and then editing the fields you need to change. Once you have made your changed, you will need to click the Save Transactions button.

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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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Reference Items, Account Aging, and Account Totals

At the top of the Transaction Entry screen, you are going to see various fields that reference different items in the patient’s account. These items can help you with various parts of the billing process. In this section we will discuss those fields and the information that can be found by using them. The items referenced on the default screen relate to the case that is selected. They do not relate to one particular transaction.

Reference Items

Last Payment Date: This field shows you the last time a payment was made to this patient’s chart. This field will be the same for each case a patient has. Additionally, this field is referring to any payment made to the account. It does not matter whether the payment came from the insurance carrier or from the patient.

Last Payment Amount: Similar to the Last Payment Date field, this field is chart specific. It will show you the amount of the last payment made into the patient’s account.

Last Visit Date: Medisoft will automatically track visits for you. A visit is defined as a calendar day for which one or more CHARGES have been entered for a case. Visits are tracked on a case by case basis, meaning each case will have a different date. This field shows the date of the last visit for the selected case.

Visit: When setting up the patient case, you had the opportunity to specify the number of visits that were authorized by the insurance carrier. Certain carriers will authorize a certain number of visits for certain circumstances. These are done using what is known as authorizations. Each authorization would require a separate case. The visit field automatically tracks how many visits have occurred in that case (and therefore under that authorization). It uses the same definition of a visit that was previously given under Last Payment Date.

This field can prevent the office from seeing patients who have met or exceeded their authorized number of visits, and therefore will not have coverage for that care. Additionally, the office can then let the patients know that they are getting close to their limit, and then let the patients take appropriate action to either obtain another authorization, or find an alternative means of care.

If this field is for some reason showing the wrong number of visits, you can manually change it from this screen. Simply double click the word Visit. The following screen will appear.

You will be able to increase or decrease the Visit Number as needed. Once the changes are made, click OK. This process will change the visit series number listed in the patient’s case information.

Global Coverage Until: If you enter a Global Surgery code for this case the Global Coverage Until field will automatically calculate the date by taking the date that the global procedure was entered and adding the number of days entered in the procedure code.

Account Alerts: Account Alerts are red, two letter codes that are designed to alert you when the customer meets certain conditions. In order to receive some or all of these account alerts you must check them in Program Options, in the General tab, at the bottom in the Account Alert Settings area.

Account Aging


Account Aging: Depending on the tab being viewed, it will show the aging of the insurance carrier or the patient. The total will indicate the total amount from the insurance carrier’s or the patient’s aging. On the Patient’s tab it will indicate if there is any copay overdue. On the insurance tab TNB stands for Total Not Billed indicating that the claim needs to be created and sent.

Policy Copay: When entering the information into the case, you have the ability to enter a copay amount. The amount entered into that field will appear in this field. Medisoft will not automatically enter the copay for you, but it will help track missed copays. There is a new report call Outstanding Co-payment Report.

OA: OA is an abbreviation for Other Arrangements. This is a field in the case setup screen that will allow you to enter 4 characters. Whatever is entered into that field will appear in this portion of the screen.

Annual Deductible: Similar to visits, deductibles are handled on a case by case basis. You can enter the annual deductible into the insurance carrier tab of the case screen.

YTD: If you enter deductible type codes into a patient’s account, the amount field is filled out with the amount of the charge that was applied to a deductible. When this is done the accounts receivable for the patient is not affected. You simply move the balance responsibility from the insurance carrier to the guarantor. The amounts entered into deductible type transactions are totaled for the case and displayed in the YTD field.

Tips and Tricks

Medisoft will track deductibles for you on a case by case basis. It is important to note that the only party whose calculation matters is the insurance carrier.

Simply because Medisoft states that the deductible has or has not been met, does not mean it is true. If the patient has been seen by any other providers for any reason during that year, they will have made payments that were applied to the deductible. These transactions will not be in your providers system.


Charges: Shows the total number of charges that appear on the currently displayed Transaction Entry screen. If you are utilizing the Superbill or Document Number fields, this will be the total number of charges that have been entered into that specific superbill or document number.

Adjustments: Shows the total number of adjustments that appear on the currently displayed Transaction Entry

Subtotal: This field displays the sum of the Charges and Adjustments fields. The reason we state that it displays the sum is because the Adjustments field can contain either positive or negative values.

Payment: Shows the total number of payments that appear on the currently displayed Transaction Entry

Balance: The Balance field shows the total balance for the transactions currently displayed. These transactions are specific to the case that is currently selected. If you are utilizing the Superbill or Document Number fields, this will be the balance on the transactions entered specifically for that superbill or document number.

Account Total: This field is different from the other total fields that have been previously explained in one very important way. The Account Total field shows the entire balance for that patient’s account. This balance does NOT filter based on Case, Document, or Superbill.

If you delete transactions in the day to day operation of the program, this amount may show an incorrect balance total. In order to recalculate the amount, simply double-click on the amount.

Calculate Totals: The Calculate Totals field is located in the lower left corner of the Transaction Entry screen. If this field is selected, the totals will appear. If it is not checked, the only value that will appear is the Account Total field.

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Medisoft Mobile – Medisoft iPhone App Released (via SBWire)

Medical iPad App allows users to enter medical electronic superbills and check schedules from iPhones. Tampa, FL — (SBWIRE) — 04/01/2013 — today announced the release of Medisoft Mobile – A Medisoft iPhone App available for Free, now from the iTunes store. The…

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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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After entering appointments and printing superbills, the office is now ready to enter the procedures that were performed during the various patient visits. This process is done through Transaction Entry.

Within transaction entry, you have the ability to enter charges, payments, adjustments, and comments. The first three types of procedures generally have the effect of changing the patient’s and practice’s accounts receivable totals. They can also be used to change the party who is currently responsible for payment on a particular charge. Comments will generally not affect accounts receivable totals for either party.

Transaction Entry is the screen where most time is spent during the use of Medisoft. Because of this it is important that you have an understanding of the various options available to you on this screen. We will discuss some of the various billing scenarios you will deal with. We will introduce Transaction Entry as a tool for entering payments. When discussing payments, we will focus on copays. We will discuss insurance payments in the payment entry chapter.

You can open Transaction Entry by clicking the Activities menu and Enter Transactions.

Patient, Case, Document, and Superbill Selection

When you first open Transaction Entry, the screen will look like this:

The first fields you will need to enter are the Chart and Case numbers.

Chart: In this field you should enter the chart number of the patient for whom you need to enter transactions. If you do not know the chart number, you have a few options.

Click the down arrow next to the Chart Number field. This will give you a list of all patient chart numbers that currently exist within your database.

Click the magnifying glass button. This will bring up the Patient Search window.

From the Patient Search window you can sort the list of patients by clicking on the heading of the field you wish to use to sort.

You can also click the magnifying glass button. This will bring up a detailed search window. You will be able to use the options available to you on this screen to search the entire patient database for specific values.

Case: The Case field will not be available to you until you have entered the Chart Number. Once you have entered the Chart Number, the drop down menu for this field will include all cases that have been entered for that Chart Number. In order to help practices with patients with numerous cases, the case numbers are listed with the newest cases at top.

As you can see, the case Number, Description, and Annual Deductible will appear on this drop down menu. For this reason, it is important that you assign your cases descriptions that would allow you to quickly determine which case would be appropriate for that particular visit.

Tips and Tricks:

If you need to add a patient chart number or a case number to the list, simply press [F8] with your cursor in the corresponding field.

If you need to edit the information in either the patient setup or the case setup, press the [F9] button

Document Number: The Document Number field will only be available to you if you have selected the Force Document Number field on the Data Entry tab of the Program Options screen. Additionally, you cannot have the Use Serialized Superbills option checked on that same screen.

Document numbers are used to further group transactions together. Some offices create a new case for each visit. In this circumstance, there is not a benefit for the office in using the Document Number feature. If you do not create a new case for each visit, document numbers allow you to more closely link payments and adjustments to the charges they were applied to.

It is important to note that if this feature is turned on, by default you will only see transactions for the document number that is selected. There is a field on the Transaction Entry screen labeled Show All. This field will allow you to see all transactions entered into that case regardless of document number.

Tips and Tricks:

If you properly utilize the document number feature, your patient statements will group transactions together by document number. This will make them more understandable to patients who want to know exactly where their payments went.

Superbill: The Superbill field functions similar to the Document Number field. It is only available if the Force Document Number field has been selected as well as the Use Serialized Superbills field within Program Options.

In addition to properly setting up the program options, you must be using Office Hours or Office Hours Professional in order to use the Serialized Superbills feature.

Superbill numbers are used like a Document Number to group all transactions related to a specific visit together. Additionally, they are used to link transactions to the appointments entered into Office Hours.

Because the billers are using the superbills in order to complete their data entry for charges, the Superbill field can be entered prior to entering the Chart and Case fields. The office would simply need to enter the serial number from the top of their superbill, and the applicable Chart and Case numbers would automatically populate.

Similar to when using the Document Number field, the only transactions that will be displayed will be those transactions that have been entered under that particular Superbill number field. If you want the ability to see all transactions regardless of superbill number, place a check mark in the Show All field.

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Hurricane Charley hit us full force. I remember hunkering down with my wife in the bathroom of our house. The wind was blowing fiercely, we could see little minin cyclones spinning grass and debris in our backyard. I remember getting all suited up and running out to the barn to try to call in the horses to the barn for safety. They didn’t want to come in, instead they were content with sticking their huge “rumps” to the wind (they are quarter horses), and waiting out the storm outside in the pasture. Then suddenly I heard an “explosion” and turned around to see a plastic shed in the bar flying in pieces all over. I considered that a much needed encouragement to head back to the house and hunker down some more, I ran to the front door and as I entered the house, my wife said “Harry look at the barn”, I looked and saw it “flying away”, obliterated with chunks of metal roofing and wood spinning wildly in the air, pelting the path I had used to run back to the house.

From personal experience, I know the damage natural disasters can bring. Luckily, at my office, we had put all the equipment up on the desks from the floor (for floor standing computers), made backups, took backups off site, and survived with minimal interruption to business (we did cart the server to a staff members house down south in Fort Myers florida, where they had internet access and electricity). I can remember doctors offices in Punta Gorda, that received the brunt of the storm, wading around the streets picking up paper medical charts, (talk about HIPAA violations! lol)

Look at what happened with Hurricane Sandy in the northeast. Even fortune 500 firms had damages they were not expecting because of all the consequences of what a hurricane could do.

What can we learn? Here are some suggestions for preparing for natural disasters:
1- Always backup your data on a regular basis.
2- Always “rotate” your backup media (this means if you are backing up to tapes; memory sticks; CD’s or DVD’s or other media, don’t put all your eggs in one basket. Diversify, spread your risks to multiple media). We suggest a media for monday; tuesday; wednesday; thursday; and 5 or so fridays (one for each week, and on week 6, you would rotate and use media #1 again); 3 or 4 minimum monthly media; and yearly media backups.
3- Take backup media offsite in case of robbery; fire, or other disaster destroys your office and everything inside.
4- We learned that communications and power are two very important aspects in a disaster. We had voicemail on our phone lines, and thought we were still receiving messages from customers and clients after the storm. We were wrong, the phone companys “voicemail” was in town and was damaged in the hurricane, and we had no way to communicate with our customers since the phone lines were down. I remember driving every day for a few hours up to Sarasota FL, to FedEx Kinkos, to hookup my laptop to check emails, and use the cell towers in Sarasota to call customers. Later we hooked up a generator so that the office could function on a limited basis when phone service was restored.
5- Think in advance of alternate locations to setup your office in case of disaster. One of the most busiest businesses thriving in the Hurricane Sandy disaster are temporary office locators who find locations for clients on a temporary basis.

Do you have any suggestions for preparing for disasters in your home or business?

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In an article from the MGMA, they state that the average out of pocket cost for a “commercial health plan” patient, each time they visit the doctors office, is approx $110 per visit.  This is a far cry from the simple days when patients only paid a $5 or $10 copay and that was all.

What does this mean to your medical practice cash flow? Several things, first it means that you need to understand the whole revenue cycle management concept and be aggressive in your patient collections since they are paying a bigger portion of your bill.

I use this analogy all the time when consulting with doctors offices;  You wouldn’t expect to go shopping to your local Grocery store, get to the checkout counter, have them bag your groceries, take the bags and yell out to the cashier as you are leaving “just bill me for these” would you?  No, you go shopping, you pay for your products or services right then and there; medical offices need to have the same philosophy about payment for services.

What can you do? Several things, lets start with a short list:

1- Eligibility verification

2- Collection of Copays, co-insurance, and other fees at time of visit.  (Its a whole lot easier to collect from someone face to face, than for them to leave and try to play “telephone tag” afterwards.)

3- Sending regular statements

4- Calling patients to remind them to pay their bill.

5- For some specialties, consider a financing plan where the patient pays the plan and you get your money up front, and the plan takes the responsibility of collections.

6- Create and follow a collection policy.


I will go into further details in subsequent blog posts, so stay tuned.


All The Best,


Harry Selent, MHA


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Medisoft Data Conversion – use care when following this information, ALWAYS have a backup and copy of your database before converting. And better yet, let us do this for you by calling us at 888-691-8058 or 941-743-6666.  Not responsible for any data loss if you do this yourself.  Proceed with caution!


The data conversion process depends greatly on the version you will be converting from. Conversions can be divided into 3 categories.

  1. Windows Medisoft Advantage Conversion: This conversion is the easiest type of conversion. This applies to conversions from any version of Medisoft 5.55 or higher.
  2. Windows Medisoft Borland Conversion: This conversion is somewhat difficult. All data will convert in this conversion. This applies to conversion from any WINDOWS version of Medisoft 5.44 and earlier.
  3. DOS Medisoft Conversion: This conversion is the most difficult of the 3 types. While it is possible to convert all data, it is not recommended. DOS versions of Medisoft are 4.33 and earlier.
Tips and Tricks:
Consider letting us convert your older Medisoft database by calling us at 888-691-8058 or 941-743-6666 at


The processes for each of these conversions are outlined below.

Windows Medisoft Advantage Conversion (5.55 and higher)

This conversion can be done in 2 ways.

  1. If you restore a backup that was made in a previous version of Medisoft (5.55 or later), the conversion will automatically occur once the restoration process is complete.
  2. If you have installed the new version of Medisoft on the same computer that held the old program, the new version of Medisoft will recognize your Root Data Directory. You will simply open the Medisoft program to the practice that you want to convert, and the conversion will automatically begin and complete.
Tips and Tricks:
If you have installed a newer version of Medisoft onto a computer that has had earlier installations of Medisoft on it, the program will automatically open to the last practice opened in the previous version. If you want to open to a different practice, hold the [F8] button down while double-clicking your Medisoft icon.
The Convert Data option in the File menu is ONLY for conversions from Borland and DOS versions of Medisoft.


Beginning with version 12, the conversion routines do not include the prior version’s Audit Table. Conversions that may have run for hours in previous versions of the software now are completed in a fraction of the time. New Audit Table is added and users can start with version 12. At any time after the conversion, MediUtils is able to convert the prior version’s audit table to version 12. The old and new audits will be merged. Old audit information conversion will be required for audit reports of pre-conversion old data in version 12. All users must be logged out before using MediUtils. Consider updating the audit table after hours.


MediUtils is an executable located in same directory where Medisoft (MAPA.exe) was installed (typically C:\Program Files\Medisoft\Bin). After making certain all users are logged out of Medisoft and Communications Manager is shut down, launch MediUtils.exe by double-clicking the executable.


Windows Medisoft Borland Conversion (5.0 – 5.44)

  1. This type of conversion cannot be done by restoring a backup.
  2. This conversion does not look for the actual data files in order to convert. It connects to the older data through the mwdblist.adt file (which contains a list of practices and the paths to that practice data). For this reason, it is generally best to perform this conversion on the computer that contains the Borland version of Medisoft.
Tips and Tricks:
If the office plans on upgrading the hardware as well as their Medisoft software package, you will need to either install the new version of Medisoft on the old machine, or you will need to install the old version of Medisoft on the new machines.
Often, offices do not have their original disks. For this reason, it is generally easier to install the new version on the old machine, and convert on that computer (or in your office).


  1. Unlike the Advantage conversion, you cannot simply open the practice and automatically convert the data. If you have not set up any data in the current version of Medisoft, you will see the Create Data screen. Click Convert Existing Medisoft Data.

    File menu and Convert Data.

    Select the Medisoft Windows 5.x radio button. Click OK.

  2. When the following screen appears, click Convert.

  3. If you have never converted Borland data on this computer, you will see a screen telling you that the required installation program is not installed. Click the Install button. An installation process will complete without prompts.

  4. The following screen will appear. Click the Search For Data button.

  5. Any Borland Medisoft datasets that are available on that computer will be displayed. Place a check mark next to the data that is to be converted, and click Start Data Conversion. The conversion process will begin.

  6. The practice will now appear within your practice list for the Advantage version of Medisoft. The data has not yet been converted to the current version. You will need to double-click the practice name, and the conversion process will complete.

DOS Medisoft Conversion

  1. This type of conversion cannot be done by restoring a backup.
  2. Unlike the Advantage conversion, you cannot simply open the practice and automatically convert the data. If you have not set up any data in the current version of Medisoft, you will see the Create Data screen. Click Convert Existing Medisoft Data.

    If you have already created a set of data in your new version of Medisoft, you will need to click the File menu and Convert Data.

  3. Select the Medisoft DOS radio button. Click OK.

  4. The following screen will appear. Click the Search For Data button.

  5. Any DOS data that is on this computer will be found. Place a check mark next to the practice you wish to convert, and click Start Data Conversion.

Tips and Tricks:
If you have copied DOS data from another computer to this computer, you may find that the conversion program does not find the data. In order to avoid this, place the DOS data into the exact same directory in which it resided on the previous computer.


  1. You will now be asked to select the conversion type. There are three types of conversions available.

    No Transactions Converted: This option will convert only demographic information. This is the recommended type of conversion – DO NOT DO ANY OTHER TYPE, and be sure to have a backup of your old database, better yet, have two copies!!!.

    Patient Balances Forward: This option will find each patient’s balance, and create one transaction in the new windows version for a balance forward of that amount. If a client does not like the No Transaction option, this is the option that would be recommended next.

    Convert Transactions: This option is only available if you click the More button. This option will convert all transactions into the Windows version. Unfortunately, due to differences in the payment application process, payments will not be applied properly once the conversion is complete. This will cause discrepancies in balances and aging. For this reason, this option is not recommended.

    Once you have selected the type you wish to use, click OK.


Tips and Tricks:

Most users will run both the DOS and Windows versions concurrently for a time after conversion. Any new charges would only be entered into the new system. Payments would be entered into the system containing the charges that they are being applied to. Eventually the balance of the DOS version would approach zero, and you will be able to discontinue the use of the DOS version.

  1. Once the initial conversion is complete, the following screen will appear. Click OK.

  2. The practice will now appear on the practice list, but will go through an Advantage conversion when opened.





Copyright 2012

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