Transactions

The Transactions tab will show you which charges are attached to this statement.

You will also have the same options on this tab as you did on the corresponding tab within Claim Management.

Add: Clicking the Add button will allow you to add eligible transactions to this statement. In order for a transaction to be eligible for addition, it must meet the criteria required for the type of statement you are editing. This means that all conditions discussed during the Troubleshooting Creating Statements must be met.

Split: If you click the Split button, you will be able to split transactions off of the existing statement and onto a new statement.

Remove: Clicking the Remove button will take the highlighted transaction off the statement. That transaction will then be subject to addition to another statement if it remains eligible.

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Patient Co-payment

When posting a Patient Co-payment, you will follow the same process listed for Patient Payment with the following differences.

Change Payor Type to Patient.

  1. The Copayment Code should correspond to the Payment Method chosen. In the example below, the Payment Method chosen is Cash; therefore the Copayment Code is COPAYCASH.

    

  1. When applying the payment, there is a new button available called Apply to Co-pay. This works exactly the same as when you apply a co-payment in the Transaction Entry screen. Notice on the example below that all the fields under the Co-pay column are grayed out except for the field where the procedure code still requires a co-payment.



 

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Patient Payments

To enter a patient payment, take the following steps from within the Deposit List:

  1. Click the New button.


  2. The following screen will appear.


  3. The Deposit Date field specifies the date of payment and adjustment that will be listed in the patient ledgers. This date will default to the computer’s system date. You can manually change this date in order to enter payments that were received on previous dates.
  4. The Payor Type field will default to Insurance. Change it to Patient. You will see the window display change.


  5. When selecting the Payment Method, you will have the option to select Check, Cash, Credit Card, or Electronic. Make your selection according to the method the patient used when making the payment.

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Insurance Payments

To enter an insurance payment from an EOB, take the following steps from within the Deposit List.

  1. Click the New button.


  2. The following screen will appear.


  3. The Deposit Date field specifies the date of payment and adjustment that will be listed in the patient ledgers. This date will default to the computer’s system date. You can manually change this date in order to enter payments that were received on previous dates.
  4. The Payor Type field will default to Insurance. This is the value you want here for a non-capitation insurance payment.
  5. Enter the entire amount listed on the check in the field labeled Payment Amount.
  6. In the field labeled Insurance, enter the insurance code for the carrier making the payment.
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Figure 1 – Medisoft Payment Entry

The entire purpose of billing insurance claims is in anticipation of the payment that will come as a result of the claim. It is important that you go through the process of applying the payments to the charges being paid. This will allow your aging, remainder billing, and collections to function properly.

These payments often require the entry of various types of adjustments. This depends on the insurance carrier making the payment. The adjustments will also require application to specific charges.

The document that will guide you through the payment/adjustment entry and application process is the EOB or Explanation of Benefits. This document is returned by the insurance carrier along with the payment for the services. Often this document is returned electronically to the doctor. In many instances, insurance carriers are moving towards a policy of ONLY returning electronic EOB’s.

Refer to the EOB handout to see what an EOB looks like.

 

When applying payments, there are three main data files you will be modifying.

  1. MWTRN.ADT: The mwtrn.adt table is the table that contains all of the transactions entered into the system. This includes charges, payments, adjustments, and comments. Most accounting reports are based on the mwtrn.adt table.
  2. MWPAX.ADT: This table is often referred to as the “PAX” table. It is used to link payments to the charges to which they are applied. This table plays a critical role in calculating patient balances, and which party is currently responsible for any given charge.
  3. MWDEP.ADT: The mwdep.adt table is the table that holds all deposits.

In the chapters to follow, we will discuss the manner in which the different payment interfaces update these three tables. It is critical that you understand these processes in order to more fully understand the reason different problems might arise in the use of and reporting on your data.

 

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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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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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Introduction To Medisoft Office Hours Professional Medical Scheduling Software

After completing the data entry outlined in Getting Started, we are ready to begin data entry and use of the Medisoft program. In the normal flow of an office, the first step in the care of a patient is the appointment scheduling process. Medisoft includes an appointment scheduler program called Office Hours Professional.

In previous versions, Office Hours Professional was an additional purchase add-on. The program came with a basic scheduler simply called Office Hours which offered basic appointment viewing options which worked best in offices with no more than one doctor.

Office Hours Professional offers robust and customizable schedule viewing options. Additionally, it offers a more integrated interface to the Medisoft Program.

Office Hours Professional is also sold as a stand-alone product.

Providers and Resources

Providers

You will first need to identify the different schedules you need to create. The easiest list to create would be a list of Doctors, Nurses, and PA’s. These are the “Providers” who will be seeing, and treating the patients.

Office Hours and Office Hours Professional will automatically read your provider list from Medisoft. If you are using Office Hours Professional as a stand alone product, you will need to set up the Providers for whom you will need schedules. This process will mirror the Provider Setup from the Getting Started module.

This list is accessed under the Lists menu and Provider List.

Resources

After you have set up all the providers you need, you will want to identify the resources within the office for which you would like to create a schedule. Resources could include things like Examination Rooms, Meeting Rooms, and equipment such as X-Ray machines that need to be scheduled.

You can access the Resource List by clicking the Lists menu and Resource List.

When you create a new Resource, you will see that the screen is a fairly simple screen. In the Code field, enter the code you wish to use to identify this resource. The Description field should contain a short description that adequately identifies that resource.

Configuration

After installation, and setting up your providers and resources, it is important to configure your appointment scheduler prior to doing any appointment entry. You should start your configuration with the setup of your Program Options. It is important to note that the options set in program options are for the entire practice. You cannot make different selections for different providers.

It is important to note, that the Standard Program Options screen does not have any tabs. You will not be able to configure Multi-Views, or the Appointment Display settings within Office Hours. You must have the Professional version in order to have these options.

Professional Program Options

Start Time and End Time: Within program options, you will be able to set the start time and end time for your practice. These are basically the hours of operation, or the hours that are available for appointments or breaks to be scheduled. In a practice with multiple providers, you may have providers that have different hours they are in the office and available. This option should be set from the earliest time that any provider is available for an appointment, to the latest time that any provider is available for an appointment.

Interval: The interval field selects the intervals into which you wish to split your schedule. This interval should be the shortest length of appointment that will be scheduled for the office. Additionally, your interval should fit perfectly within the total amount of time available between your start and end times.

Columns: This field is only available in the Standard Office Hours Program Options. Here you will set how many columns (or appointments) you want to have available for each time of day, for each provider. In Office Hours Professional, you can simply right click on a column, and you will have the option to add or remove the column.

Use Pictures: If you select any of the options within Use Pictures, you will include a picture on the right side of your appointment or break display when certain conditions are met. This feature is only available in Office Hours Professional.

  • Break: The entry will display a coffee cup
  • Repeat: The entry will display one box offset and overlapping another box.
  • Note: The entry will display a paper with the corner folded over.


 

Appointment Status: The entry will display any of the following pictures for the corresponding appointment status settings.

Unconfirmed: Question Mark


 

Checked In: Check Mark


 

Missed: X


 

Confirmed: Box


 

Being Seen: Sun


 

Checked Out: C


Rescheduled: None


Cancelled: None

Default Colors: These three settings will determine what color defaults for appointments, breaks, and appointments in conflict with another appointment or break. In Office Hours Professional, you will be able to select colors for individual appointments.

Use Enter to Move Between Fields: This option will give the enter key the same functionality as the Tab key. This option is especially attractive to users used to DOS programs that had this same functionality.

Remind to Save View: Office Hours Professional gives you the option to modify the scheduler views you are using. If you make changes to a view, and this option is checked, it will remind you to save the views.

Use Automatic Word Capitalization: This option will automatically capitalize the first letter of each word you enter, such as the first letters of the patient’s first and last names.

Automatic Refresh: When using the multi-user version of Medisoft and Office Hours/Professional, you may have multiple people entering appointments at the same time. This option will set how often the program goes back and looks at the database, in order to update the view.

Tips and Tricks:

Some versions of Office Hours may allow you to enter a 0 in this field. DO NOT DO THIS. It will cause the program to go into an endless error loop. You will need data repair to fix this problem if it occurs.

 

Show Notes on New Appointments: If you check this box, Office Hours or Office Hours Professional will automatically give you a warning if notes are entered into the patient’s case.


Use Automatic Zip Codes: Medisoft and Office Hours both offer you the capability of remembering which City and State belong to a particular Zip Code. If this option is selected, your tab order will skip over the City and State fields, to the Zip Code field, when entering any address information. If you enter a Zip Code that has been previously utilized with a particular City and State, that information will automatically populate those fields.

Use Transaction Entry to make Copays: When integrated with Medisoft, Office Hours Professional will allow you to enter copay information from the scheduler screen. Within Medisoft, it is possible to enter payments either through Transaction Entry, or through the Deposit List. If this option is checked, Medisoft will automatically open Transaction Entry to that patient and case, whenever the Copay option is selected from within Office Hours Professional. If this option is not checked, the copay will be entered directly into the deposit list.

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 immediately, unless the payment code selected is a prepayment.

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

 

Speed Report: Office Hours Professional gives you the ability to assign one report to a Speed Report icon that appears at the top of the screen. This option determines which report will print when this icon is selected.

 

 

 

 

 

 

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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 www.MedicalBillingSoftware.com

 

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.

 

 

 

 

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Installation of Medisoft Network Professional

Installation of Medisoft Network Professional consists of 2 different installations. First you will need to install and configure the program on the server machine. You will then proceed to install the Medisoft client on all workstations that will be accessing the server. The server installation will install the Advantage Database Server, and is only to be done on the computer that will be acting as server on the network. The client installation will install the actual Medisoft program, and should be installed on ALL machines that will be using Medisoft to access and manipulate the data.

Tips and Tricks:
For best performance, the server machine should be used strictly as a server. This means that nobody will be using the server machine as a workstation. This prevents the server from locking up and possibly corrupting the data.

Server Installation and Configuration

  1. Insert the Medisoft 14 CD in the server CD-ROM drive. The Installation splash screen appears.
  2. On the Installation window, click the Advantage Tools link. Click the Advantage Server link. The Advantage Database Server for Windows NT/2000/2003 Setup Wizard window appears.
  3. On the Advantage Database Server for Windows NT/2000/2003 Setup Wizard Welcome window, click the Next button. The License Agreement window appears.

        

  4. On the License Agreement window select the I Accept radio button and click the Next button. The Destination Folder window appears.


  5. On the Destination Folder window, select a directory for the Advantage Database Server installation—the default location is the recommended choice. Click the Next button. The Installation window appears.


  6. On the Installation window, click the Install button. A progress bar appears tracking the installation. The Product Information window appears.


  7. On the Product Information window in the Serial Number field enter the Advantage serial number. Select the I have a product validation code radio button. Enter the Validation Code and the optional Replication Code if given. Refer to the Advantage Certificate of Authenticity included with the installation materials for the serial number, validation code, and the replication code. Click the Next button. The Product Owner window appears.


 

Tips and Tricks:
Advantage Serial Numbers are 7 digits long. They contain only numbers.
Advantage Validation Codes and Replication Codes are 5 characters long. They contain only letters.

 

  1. oduct Owner window, in the Registered Owner field enter the name of the registered owner of the Advantage Database Server. Select the Automatic Startup radio button (recommended choice). If the Manual Startup option is selected, refer to the online help for instructions on starting and stopping the Advantage Database Server. Click the Next button. The ANSI Character Set window appears.


Tips and Tricks:
If you select the Manual Startup option on this screen, the Advantage Database Server will not automatically start when the computer is started. This will result in Medisoft returning an error 6420 unless Advantage is manually started.

 

 

 

 

  1. On the ANSI Character Set window, do not change the drop-down list option from the default, English (U.S.). Click the Next button. The InstallShield Wizard window appears.


Tips and Tricks:
Medisoft is only licensed for sale in the United States. Any computer that will have Medisoft installed on it must have its regional settings set to English (American). If either the Windows setting or the installation option is not set to English (American), Medisoft will return the error 5175.

 

  1. At the OEM/Localized Character Sets prompt, leave this at USA and click the Next button.


     

  2. The InstallShield Wizard Completed window appears. Click Finish.


  3. If an Advantage Database Server Utility window is open, click the Exit button to close the configuration utility.

    

Tips and Tricks:
You may need to access the Advantage Configuration Utility later in order to adjust some of the settings. You can access the utility by clicking Start, Programs, Advantage Database Server 10.0, and Advantage Configuration Utility.
The number you enter on this screen will automatically optimize your Advantage configuration for the number of computers you will be using. If you enter a number higher than your purchased user license, you will not be able to access Medisoft on more machines. You will simply be setting aside too many resources, which can affect the system performance.

Similarly, if the number entered is too low, you may encounter error messages as a result of not enough resources being available. The general formula used to determine the number of connections in the Configuration Utility tab is 10 times the number of users.

 

  1. Option: On the Installation window click the Exit link or continue other installation processes.
  2. You will now need to create a root data directory that will house any datasets that you may create within the Medisoft program. This directory generally resides on the c:\ drive of the server, and is generally named Medidata. You can create this folder by opening a Windows Explorer window, and clicking the File menu, and selecting the New then Folder option. You will see a new folder on the C:\ drive named “New Folder”. You will need to rename that folder to Medidata.


Tips and Tricks:
The root data directory should reside on the same drive as the Advantage Database Server.
It is good practice to place the Medidata folder directly on the root of C:\. This will make it easier for you to support your customers by not having to search for the data directory. For this reason, it is best practice to maintain consistency in naming, and always naming your root data directory “Medidata”.

 

  1. Right-click on the new Medidata folder and click Sharing and Security.
  2. Select the radio button labeled Share this folder. You will see options for Share name, User Limit, Permissions and Caching. The Share name will automatically be populated with the word Medidata. Do not change this. Click the Permissions button.


  3. You will need to grant Full Control permissions to everyone you want to have access to your Medisoft data. The easiest method of setting up permissions is to grant Full control to Everyone and the SYSTEM user. Once set up, click OK.


Tips and Tricks:
It is not required that you grant Full Control to everyone. It is, however, required that you grant full control to any WINDOWS users you would like to have access to your Medisoft data. If you don’t grant access to everyone, each individual user or group of users must be granted permissions separately depending on your network configuration.
If a user is granted read access only, they will be able to open Medisoft, but as soon as the program attempts to append any files, an error will occur stating that the user does not have rights to this path.

 

  1. Click the Security Tab. You will need to make the same adjustments to this screen as you did in the Permissions screen. All requirements are the same. Once completed, click Apply, and then click OK.
  2. If you successfully shared the Medidata folder, you will see a small hand under the folder in the Windows Explorer window.


You have now completed the installation and configuration of the server.

Tips and Tricks:
If you will not be using the server machine as a workstation that will access Medisoft directly, you do not need to take any more installation steps on the server.
If you will be using the server as a workstation as well, you will need to proceed with the client installation on the server.

 

Client Installation and Configuration

The steps outlined under Client Installation and Configuration must be taken on ALL the computers that will be running the Medisoft program.

  1. Insert the Medisoft 17 CD in the local CD-ROM drive. The Installation window appears.
Tips and Tricks:
If the installation window does not appear automatically, open a Windows Explorer window, and browse to your CD-ROM drive. You will see a file labeled AUTORUN.EXE. Double-click that file, and the installation process will begin.

 

  1. On the Installation window click Install Medisoft. The Warning window appears.
  2. On the Warning window click the Next button. If you do not close all other Medisoft applications before proceeding with the installation, you will be asked to reboot your computer. The Welcome window appears.


  3. The EULA must be accepted to continue.


  4. The Subscription Agreement must be accepted to continue.


  5. On the Welcome window, select the version of Medisoft you wish to install. For this example, we will select Medisoft Network Professional. After making your selection, click Next.



 

  1. On the Select Installation Type window, click the Express Install radio button. Note: This choice is the recommended option. It is never recommended to uncheck the option Install Communication Manager; it does not speed up the installation significantly. Click the Next button.


 

  1. On the Select Destination Directory window, choose the path where you would like Medisoft installed.


     

Tips and Tricks:
If Medisoft has previously been installed, the installation will automatically point to the directory into which Medisoft was previously installed. If you wish to change this, click Browse and select a different directory. If Medisoft has never been installed onto this computer, the default installation directory will be C:\Program Files\Medisoft.
The installation program will automatically add the sub-directory “bin” to the installation path that is specified. This is important to note because any add-on products must reside in the same directory as the Medisoft program. A common error made during installation of these programs is that someone specifies that they want a program to install to C:\Program Files\Medisoft\Bin. The result of this is that the program installs to the directory C:\Program Files\Medisoft\Bin\Bin. The add-on program then returns an ACE32.dll error message.

If you wish to exclude certain components of the installation, such as the Tutorial Data, or Office Hours program, you will need to select Custom Install.

 

  1. On the Ready to Install window click the Next button. The Installing window appears and tracks the progress of the installation.
  2. On the Installation Completed window click the Finish button. The installation program closes.
  3. Repeat steps 1 through 10 for each client workstation.

Connecting the Medisoft Client to the server data directory

After installing the Medisoft client on each workstation (new installs only), you will need to connect each Medisoft client to the server data directory.

The process for connecting to the server is as follows:

  1. Double-click your Medisoft icon.
  2. If this is the first time you have installed Medisoft on this computer, the following screen will appear. Here you will need to enter the path to your root data directory (Medidata folder). If you are using Medisoft Network Professional, this path MUST be a UNC Address. (Example: \\SERVER\Medidata) If you don’t know the UNC Address for your Medidata folder, you can click the Browse button and browse to it. You must browse through Network Neighborhood. Once your path has been entered click OK.


Tips and Tricks:
Medisoft Network Professional DOES NOT work with mapped drives.
When using your server computer as a workstation, you must still connect to the Medidata folder using UNC. (This means you are going to type the EXACT same thing in this window on every computer, both workstation and server.) Once you have identified the path, write it down and take it with you to each computer. This method helps you avoid needing to browse on each computer, and ensures accuracy in connecting to the directory.

The traditional UNC (Universal Naming Convention) is \\NameOfServer\Medidata. You will need to replace certain portions of this example with values depending on your network setup. You will need to use the name of your server and the name of your root data directory.

The only time this path will read C:\Medidata is on a single user install.

  1. You may see an error stating “You do not have rights to this path”. This error means either the path you entered does not exist, Windows networking is not enabled or that you don’t have sufficient rights to access the path.


Tips and Tricks:
You can test your path outside the Medisoft program. This is done by opening a Windows Explorer window and typing the exact same path in the Address bar. If you get the same error, you have identified that the problem lies outside the Medisoft program.
  1. You may see the following error window. If you do, click the Details button.


  2. You will now see the full error that is preventing you from connecting to the data. This generally indicates a problem with the Advantage Database Server, or a problem with your network.


  3. If you have never connected to this Medidata folder as a root data directory, you will see the following screen. Click Yes.


  4. You may receive a registration warning screen. You will need to either click Register Now or Register Later.
  5. Once your registration process is completed, you will see the following screen on new installations only. Click Create a new set of data. (Conversions will be discussed later.)


Tips and Tricks:
The tutorial data set is a valuable tool used for practicing using the program, as well as determining whether a specific problem is data related or system related. If you do not install the tutorial data now, you may do so at any time by clicking File, Open Practice.
The create practice process will only need to be run once for each practice. Subsequent connections to the server will recognize the data and be able to open it.

 

  1. You will see the Create a new set of data window. Enter the name of the practice as you would like it to appear in the practice list. You will also be asked to enter the data path. The first portion of the path will be defaulted to the value you entered when initially connecting to the Advantage Database Server. You will simply need to enter the name of the sub-directory within Medidata that you would like to hold the data for this practice. Once entered, click Create.


Tips and Tricks:
If your root data directory has been entered incorrectly, and you need to change it, you can do so. Exit the Medisoft program, and while holding down the [F7] button on your keyboard, double-click on the Medisoft icon. You will be returned to step 2 of this process.
When naming your sub-directories, it is best practice to choose a short name that can be easily identified. For example, use the doctor’s last name, practice name, etc. It is not considered good practice to name multiple practice data directories using names such as data1, data2, data3, etc. This makes it difficult to identify exactly which practice belongs in each sub-directory.

 

  1. If the sub-directory you chose either doesn’t exist, or it exists but no data files are located in the folder, the following window will appear, letting you know that the data does not exist. Click Yes. The data will be created



  2. If the sub-directory you chose already exists AND data files already exist within that folder, the following window will appear, letting you know that the data will be opened. Click Yes.


  3. If you need to create more practices, it can be done by clicking the File menu and New Practice. This will bring you to the window referenced in step 9.
Tips and Tricks:
Once you have created and opened a practice, the Medisoft program will remember which practice was last opened on each computer. The next time you start the Medisoft program, it will automatically open into that practice.
In some instances a practice may be damaged, or you might not have security access to the last practice opened. This would prevent you from opening Medisoft. If you hold the [F8] button while double-clicking your Medisoft icon, the program will open to the practice list, and you will be able to select which practice you wish to open. You will also be able to create a new practice.

 

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