Reports Menu

When printing reports through the Reports menu, you will not have the visual interface window available to you within Statement Management. Additionally, you will not be able to use these statements for integration with the Medisoft Collection Module. You will also be unable to utilize the Cycle Billing functionality available through Statement Management.

To print statements through the reports menu, take the following steps:

  1. Click the Reports menu and Patient Statements.
  2. You will see a screen asking you to select the statement format you wish to print. If you select a remainder format, the statement will only include charges that have a balance and have been paid by all responsible insurance carriers. If you select a standard format, the statement will include all charges with a balance that has been placed in statement eligible cases. Make your selection and click OK.


  3. You will be prompted to specify the device to which you wish to output your statements. Only printing or exporting to a file will result in those charges being marked as billed. Make your selection and click Start.


  4. The Data Selection Questions screen will appear. Enter the filters you would like to apply to the statement and click OK.


Tips and Tricks:

The Date From range when printing patient statements does not limit the charges that will be included in the statement balance. The function of this filter specifies the date range that should be included in the statement detail for previously billed transactions. If you want all charges to be included in the detail of the statement, enter a date range that will include all possible transactions.

The Chart Number range is asking for the range of guarantors NOT the range of patients.

 

The eligible statements will now be printed

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Cycle Billing

Cycle billing is a feature that can increase the cash flow to the office. Using cycle billing allows an office to send statements out more than once a month without sending multiple statements for the same transactions. This feature is most useful in offices that do not require frequent, regular visits for their patients. To use cycle billing, take the following steps: (Note: Steps 1-3 are only required for initial setup of cycle billing. Once these steps are completed, you can begin the process of billing starting with step 4.)

  1. Open the Program Options screen to the Billing tab.


  1. You will see a section of the screen labeled Statements. In this section, there are two fields that must be configured in order to use Cycle Billing. Place a check mark in the field labeled Use Cycle Billing. You will also need to specify the length of your cycle. This is done in the field labeled Cycle Billing Days. This field should usually have 30 entered in it. With this number we are specifying the number of days that must elapse before a statement is printed again.


  1. After setting these values, click the Save button.


  2. Open Statement Management by clicking the Activities menu and Statement Management.
  3. There are certain fields that are useful when doing cycle billing. These fields do not default into your grid display within Statement Management. You will need to add these fields to the grid. Click the small black dot to modify the grid.


  1. The Grid Columns window will open. Click Add Fields.



  2. While holding the [CTRL] button down, click on the fields labeled Last Billing Date and Next Statement Date. This will select both of the fields. Click OK.


  3. You will see those two fields added to the Grid Columns window. Click OK.
  4. You will now see columns in Statement Management labeled Last Billing Date and Next Statement Date.
  5. If you follow the steps outlined above for billing your statements, you will see these fields populated. As long as you are using cycle billing, the transactions attached to statements will not appear on another statement until the date listed in the Next Statement Date field.


As previously stated, Cycle Billing is not a tool that all offices would find useful. If patients have multiple visits during a particular month, it is possible that they could get multiple statements during that month. If patients are only seen few times each year, cycle billing will allow them to send statements as often as they would like, without sending multiple statements to the same patients/guarantors.

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Billing Patient Statements

After creating your statements, you are now ready to bill them. When a statement is first created, it is not marked as either a paper statement, or an electronic statement. This gives you the option of sending the statement either way.

Printing Paper Statements

In order to print your paper statements, take the following steps:

  1. Create your statements using the process outlined previously.
  2. Click the Print/Send button.


  3. The following window will appear. Select Paper. You will also see a field labeled Exclude Billed Paid Entries. This field will cause the statements to ignore any transactions that have a balance of zero, regardless of whether the entire statement has been paid or not. We recommend that you check this. Once you have made your selections, click OK.


  4. You will now be asked to select a format for your patient statements. Medisoft comes standard with the formats listed. You also have the ability to modify these formats in order to create your own. If the statements you have created are remainder statements, you MUST select a remainder statement format. If the statements you have created are standard statements, you MUST select one of the other formats. After making your selection, press OK.


  5. The program will now prompt you to select where you would like to output your statements. In order for the statement to be marked as billed, you must select either the option to Print the report on the printer or Export the report to a file. Make your selection and click Start.


  6. You will see the Data Selection Questions screen. This screen will allow you to filter your statements. The Statement Total Range will default to 0.01 to 99999. This means that you will only get statements with a total between 1 cent and $99,999. If you want zero or negative balance statements, you will need to modify this value. You will also see a Statement Number Range. This filter will default to a range including the entire range of statements in statement management. Do not change this filter. Make any other selections you wish to filter on and click OK.


  1. The statements will be sent to the output device previously specified.

You will note that Statement Management works in a much different manner than Claim Management. The statements printed are NOT limited to those statements with a status of Ready to Send and a batch set to 0. You will get any statements that have charges with outstanding balances on them.

Additionally, if the same patient or guarantor has multiple statements created in statement management, those statements will NOT print out on separate forms. They will be combined into one statement when printed. There is one exception to this condition. If you have created statements in both the standard and remainder formats, the statements will not merge with other statements with a different type.

Tips and Tricks:

It is possible that charges appear on a remainder statement prior to being paid by the insurance carrier. This has to do with the allowed amount settings. See the Allowed Amount handout for more information.

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Taxable Transaction Entry

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

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


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

Tips and Tricks:

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

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

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


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


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New mobile ipad, iphone apps for Medisoft in version 18 sp2 to be released soon. Now enter superbills and appointments on your ipad or iphone and the info will show up on the office database. To be available soon, stay tuned…

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Default Printer Setup

Users can specify default printers for Superbills, Claims, Statements and Reports.  When any of these items are printed, Medisoft will automatically select the printer that was defaulted. The user will be able to change from the default.  Defaults will be stored on a per-workstation, per-login basis.  If the users do not have a default for a report it will print to the printer that they have set at default in their Windows settings. This feature is only available in Advanced and Network Professional.

To set up default printer options, click on the “Reports” menu then ‘Default Printer Options’.

 

 

 

 

 

 

 

 

 

 

 

Choose the ‘Report Style’ from the list to limit the type of reports viewed. If you want to have all of the reports listed print to the same printer, then choose the entire list by clicking the first report and hold your shift key and click the last item in the list. If you only want selected reports to default hold your Control Key and choose the reports you want to print to the specified printer.  Click ‘Select Printer’ and the Windows printer selection window will appear. Choose the printer and default settings for the reports and click “OK”. The printer name will be displayed next to the report title. When you are finished selecting default printers, click ‘OK’ to close the window.

 

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