Transaction Entry Buttons

Transaction Entry has various buttons at the bottom of the screen.


These buttons perform the following functions:

Update All: The Update All button is used to update the displayed transactions to include changes made to either the Case setup or the Procedure Code setup. These changes would affect which payors are responsible for the particular charges, or the type of transaction.

Quick Receipt: If you click the Quick Receipt button, Medisoft will print out the walkout receipt format that is selected on the Billing tab of the Program Options screen under the Receipt field. This receipt is usually given to the patient on their way out of the office. The receipt details what procedures and payments were entered during that visit.

Print Receipt: Clicking the Print Receipt button will allow you to select a walkout receipt format for printing. These receipts will have the same properties as the receipt printed under the Quick Receipt button.

Tips and Tricks:

Walkout receipts will never contain insurance payments. These receipts are only designed to show which transactions were entered on the day of the visit. Insurance payments are not received in advance.

Print Claim: The Print Claim button will look at the transactions listed on the screen, and print claims for the transactions that have insurance carriers listed as eligible, responsible payors, AND have not previously been placed on a claim. This process will create a claim or claims in claim management for these transactions.

View eStatements: Select this button to open the BillFlash eView page for the guarantor associated with the case. See the BillFlash section of the eStatements chapter of the EDI documentation for more details.

Close: Clicking Close will close the Transaction Entry screen. You will need to apply any payments before clicking this button. If you have not saved your transactions before clicking this button, you will be prompted to do so.

Save Transactions: This button is used to save any new or edited transactions.

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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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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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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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Medisoft Office Hours and the Medical Billing Process

Office Hours and Office Hours Professional are critical pieces in the patient billing process. Office Hours Professional offers you the ability to view patient balances, and enter patient copays. These features are only available when Office Hours Professional is utilized in conjunction with Medisoft.

View Patient Balances

When a patient comes in for an appointment, it is generally a good practice to check on any outstanding balances. This would allow you the opportunity to collect on some or all of the outstanding balances.

In order to quickly check the patient balance, you can right click on the patient’s appointment and choose Quick Balance or you can click the Balance button from within the appointment.

You will then see the Quick Balance screen.


This screen will show the remainder balance. The remainder balance shows the amount due on charges that have been paid by any insurance carrier that would be responsible for the charge. These totals are lumped together into a Remainder Balance.

Patient Copays

You have the ability to enter copays for the patient from within the Office Hours program. It is good practice to collect the copay amounts at the time the patients check in to the office. This prevents the loss of revenue due to unpaid or uncollected copay amounts.

You have the ability to enter copays through either Transaction Entry or through the Deposit List. This decision was made when setting up your Program Options. If you would like to use transaction entry, place a check mark in the field labeled Use Transaction Entry to Make Copays. If you want to use the deposit list, do not place a check mark in this field.


Tips and Tricks:
In most circumstances, at the time the copay is made, the services for which the patient is paying have not yet been performed. If you enter your copay into Transaction Entry, you will be asked to apply the payment right away, unless the payment code is marked as a prepayment.

For this reason, we suggest entering your copayments through Office Hours Professional into the Deposit List.

Once you have made your selection, you will be able to enter your copays from within Office Hours Professional. This can be done by opening the appointment and clicking the Enter Copay button.


You can also right-click on the appointment, and click Enter Copay.

Your screen will then open to either Transaction Entry, or the Deposit List.

Deposit List

If you are applying your payments through the Deposit List, the following screen will appear.


You will need to fill in the fields with the applicable payment information. For detailed information on these fields, refer to the chapter discussing Payment Entry. As you can see, the Chart Number field will automatically populate with the chart number entered in Appointment Entry. If the appointment was not entered using a chart number, this feature will not be available for that appointment.

Print Receipt: The Print Receipt field will only appear if you are applying payments through Office Hours Professional. If this field is checked the program will print a simple receipt that shows the copay was made. This receipt format cannot be modified or changed, and will only include the copay that was entered at that time. This receipt will print when the Save button is pressed.

Once you have filled out all applicable fields, click Save.

At the end of the day, or on the next day, you will need to go into your Deposit List and apply the payment to the charges.

Transaction Entry

If you have selected the option to enter copays through transaction entry, the program will function differently when the Enter Copay option is selected. When this option is selected, Medisoft will open transaction entry to the Chart Number and Case Number that were entered in the appointment entry screen. If you have not entered a chart number or case number for an appointment, this feature will not be available for that appointment.


When you enter your payment, you will need to make sure you use a code that has been set aside as a prepayment. The charges normally have not been entered at this point in the billing process. This will prevent you from applying the payment. If the payment was not set as a prepayment, you would not be able to save and exit the Transaction Entry screen.

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Medisoft Office Hours Professional View Appointment Calendar for Mental Health Appointments, Physician Scheduling, Surgery Scheduling, or Physical Therapy Scheduling.

The Calendar within Office Hours (Standard) and Office Hours Professional functions in the exact same manner. You simply select the day you wish to view, and the schedule for that day is displayed.


 

When Office Hours is first opened, it will default to today’s date (based on the system date). You have the ability to manually select the date by simply clicking on the date you wish to see. You can advance the Day, Week, Month, or Year by simply clicking the arrows next to those fields.

As you are browsing the calendar, you may find that you want to quickly return to today’s date. This can be done by clicking the Edit menu and Go to Today, or by pressing [CTRL]T. This option relates closely with our next appointment finding option, Go to Date.

Go to Date

Within the Edit menu, you will see the option Go to Date. You can also press [CTRL][G] in order to access this feature. This feature lets you quickly browse to a specific date’s schedule. When you select this window, the following screen will appear.


You have the ability to select the date from the drop down menu, or to specify the number of days, weeks, months, or years you wish to advance the schedule. Once you have made your selection, click Go. You will be taken to the corresponding date’s schedule.

 

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Medisoft Office Hours Professional How To Print Supberbills From Medisoft

Superbills are also known as Routing Slips. This report will print one page per appointment scheduled. That page will include a listing of the diagnosis codes and procedure codes used by the office. The doctors take these sheets into the examination rooms with them, and indicate which diagnosis codes and procedure codes were performed during the visit. These sheets are then passed on to the billers, who use them to do the data entry into Medisoft. Because Superbills are used in conjunction with the billing process, this option is only available for those who are using Office Hours in conjunction with Medisoft. An office would generally print out the superbills for the day at the beginning of the day. Those sheets would then be inserted into the charts for the patients that will be seen that day, so they would be available for the doctor.

 

Print Blank Superbills

Some practices have the need to accommodate walk-in appointments. Often these practices do not want to create a patient record in Medisoft until after the appointment. Since the Print Superbills report requires a patient chart to be in the appointment, there is a Blank Superbills report so you can simply select how many superbills you want to print.

It is also possible to print blank Superbills from within Medisoft

 

There is also an option in Program Options in Medisoft ; Data Entry Tab; to determine if you want “Serialized Superbills”. This means that Medisoft will print a unique serial number on each superbill or encounter form and you will only be able to input or enter charges or transactions based on the superbill number. If there is not a superbill printed, you cannot enter charges or transactions (except for payment posting).

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