Medisoft V21 should be available soon for your healthcare\physician back office this year, in 2016.  This new version will have features to help improve the revenue cycle management of your practice and help improve the medical and insurance billing functions of your clinic or office.

An available option for Medisoft Version 21 is Encoder Pro that helps with the medical coding of ICD-10 diagnosis codes and CPT procedure codes.  You can search using common terms or clinical terms, then pull that information back into Medisoft.  You can also cross code from ICD9 to ICD10 and vice-versa.  The program also allows you to enter a CPT procedure codes, and find the common ICD-10 codes that get billed with that procedure code.

Of course Version 21 will also come with built in compatibility with BillFlash patient electronic statement functionality.  This allows you to easily upload your patient statements electronically to BillFlash and let them do all the “heavy” work of printing, stuffing, and mailing your statements for only pennies more than the stamp you are already using.  Physician offices tell us this is a tremendous timesaver, and doctors love the fact that their statements gets out on a regular monthly cycle again!

Need custom insurance billing reports? Contact us at 888-691-8058 or 941-743-6666 and talk to us about your custom reporting requirements.

Medisoft Practice Choice is available as a cloud based EHR program to help you transition from paper medical records to online electronic health records, call us today at 888-691-8058 or 941-743-6666.

Are you still spending your valuable time manually posting EOB’s? If so, call us about signing up for electronic payment posting of your insurance checks, and in just a couple of minutes, post that large EOB quickly and easily without manual insurance payment posting.

Are you constantly having problems with your electronic clearinghouse?  Call us about our integrated clearinghouse that works right inside medisoft, and gives you information about your claims right in Medisoft and can help reduce your EDI frustrations and nightmares.

Call us today at 888-691-8058 or 941-743-6666 to talk to us about any frustrations you may be experiencing with your medisoft revenue cycle management and we’ll be happy to try to help you.

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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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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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Network Setup

While this course will not go through specifics of network setup and configuration, we will introduce you to some preliminary setup tools and troubleshooting tips that will help you identify whether a network is set up properly for use with the Medisoft program.

Network Hardware

Network hardware must meet certain requirements for use with the Medisoft program. NOTE: WE HIGHLY RECOMMEND GIGABIT SPEED NETWORKING, and Under NO CIRCUMSTANCES DO WE SUPPORT WIRELESS NETWORKS AS PACKETS CAN DROP.

Cables: All network cables must be CAT5 or better.

Network Interface Cards (NIC): All NICs must have the capability of data transfers at a rate of 100 Mbps or higher.

Hubs, Routers, and Switches: Whether you use a Hub, Router, or Switch will depend on your individual situation. Whichever device you choose must also have the capability of data transfers at a rate of 100 Mbps or higher.

Most wireless networks do not have data transfer rates of 100 Mbps or higher. Because of this, it is not recommended that you attempt to install and run the Medisoft program on a wireless network.

Network Components

Network components are items that must be configured within the network setup portion of your operating system. The following components are required on BOTH the server machine and any client machines.

Client for Microsoft Networks

File and Printer Sharing for Microsoft Networks

Internet Protocol (TCP/IP)

It is possible or likely that an office will have other network components installed. Generally, these additional components will not cause problems with the functionality of the Medisoft program. However, there are certain items that could possibly cause a problem.

The most common conflict comes with the installation of a Protocol other than TCP/IP. Usually, the protocol that will be installed is NetBEUI. NetBEUI is a protocol that requires very little setup or configuration. For this reason, people with less experience in setting up networks will set one up using NetBEUI as the protocol. Unfortunately, the Advantage Database Server does not support NetBEUI functionality. If you see both NetBEUI and TCP/IP installed in the network components, the system is probably running on NetBEUI, and therefore the Medisoft program will not be able to connect to the Advantage Database Server.


Tips and Tricks:
If the network is running on the NetBEUI protocol instead of TCP/IP, Medisoft will usually return the error 6420.
If you see both TCP/IP and NetBEUI installed on the same system, it often indicates that the person setting up the network was not able to successfully configure the TCP/IP protocol, and installed NetBEUI as a quick way to get network functionality. If removing NetBEUI causes the network to stop functioning, you know that TCP/IP is not set up properly.
Medisoft will not install onto Novell Networks.

Server Name

All computers on a network are given a name that will be used to identify that computer on the Network. The Medisoft Program uses this network name to connect to the data over the network. You can find the name of your server by right-clicking the My Computer icon and clicking Properties. If you click the tab labeled Computer Name, you will be able to identify the name of this computer on the network. It is imperative that you note the computer name, as it will be required in order to set up your Medisoft program.


Copyright 2012

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