Program Options

After creating a practice, you will need to set up the program options for that practice.  The program options will govern how the Medisoft program will react in certain situations.  It is usually good to set the program options once, and then only modify them if specific situations require that change.

In this chapter, we will not cover all of the program options, rather the more basic ones.  We will cover the more complex options in the chapters covering the affected portions of Medisoft.

The program options are accessed by clicking the File menu and Program Options.

 

 

Tips and Tricks:The program options settings are specific to the practice that is open when you adjust the settings.  This means that multiple users accessing the same data will be functioning under the same program options.  It is not possible to make these settings user specific, unless each user is accessing a different practice’s data.

 

 

General

 

 

 

 

 

 

 

 

Remind to Backup on Program Exit:  This field will enable or disable the Backup Reminder window that appears when closing the Medisoft program.

 

 

 

 

 

 

 

 

Tips and Tricks:It is generally recommended that you leave the Backup Reminder window enabled.  Backups are extremely important for any office.One possible instance when you might want to disable this reminder is if the office is using the Medisoft Backup Scheduler or another automated backup program such as a tape drive backup.

 

Backup Program:  By default this field is set to mbackup.exe.  This is the executable file that runs the Medisoft Backup Program.  We do not recommend that you change this field.

Command Line:  If you decide to use a third-party backup program, the Command Line field is used to pass parameters to this program.  Refer to the manual for the program you choose for a list of valid parameters.

Show Windows on Startup:  Once you have completed your preliminary data entry, you will spend most of your time in Medisoft within 1 or 2 windows.  These windows are Transaction Entry and Patient List.  Selecting either of these options will cause the windows selected to open automatically when Medisoft is launched.

Show Hints:  This option enables pop up help hints when your cursor is held above an icon for a few seconds.

 

 

 

 

 

 

Show Shortcuts:  If you select the option to Show Shortcuts, the available shortcut keys for the active window will display along the bottom bar of the Medisoft program.

 

Use Server Time:  This option helps you maintain the integrity of your data by ensuring that all computers are working off a central date (the system date and time on the server).

Calculate Patient Remainder Balances:  You can see the Patient Remainder Balances in various places throughout the program.  This field must be recalculated every now and then in order to ensure accuracy.  This option allows you to specify exactly when this amount will be recalculated.

Data Entry

 

 

 

 

 

 

Use Enter to move between fields:  This option changes the function of the Enter key to mirror the Tab key and move the cursor to the next field.

Use zip code to enter city and state:  If this option is enabled, the city and state fields of any address within the program will populate automatically if a zip code is entered which has previously been entered in conjunction with a particular city and state.

Tips and Tricks:If the Zip Code feature is enabled, the tab order of most screens containing an address will be changed.  The tab will move from the street fields to the zip code field.  Once the zip code is entered, if the city and state fill in, the tab will never move to those fields.  If the city and state do not populate, the next time you press tab, the cursor will move to the city field.


HIPAA

 

 

 

 

 

 

Auto Log Off:  This field is designed to help the practice maintain HIPAA compliance.  If you have set up your security profiles, a locked screen will prevent viewing and modifications to the program after the allotted number of minutes go by without activity in Medisoft.

Tips and Tricks:The timer for this feature is timing the use of the actual Medisoft Program.  If you are using other programs on the computer, but Medisoft sits idle for the specified amount of time, the program will lock down.

 

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Medisoft Practice Setup

Introduction

Once the Medisoft program has been installed, the office will need to go through and do a large amount of preliminary data entry before they will be able to begin the billing process.

Medisoft is a flexible program that offers many different ways of doing things.  As a Value Added Reseller, your success will depend on your ability to familiarize yourself with the options that are available within the program, and identify which setup will be most beneficial to a particular office.

This workbook follows the recommended order in setting up a new user’s system.

Tips and Tricks:If you have questions regarding any portion of the Medisoft program, you can press the [F1] button with that screen open.  The help files will open to the section regarding the window you have open at the time.

Practice Setup

The first thing an office would set up after installing Medisoft would be a practice.  A practice is defined as a group of data files related to the operations of one office or group of offices.

A practice shares a common list of patients, insurance carriers, procedure codes, diagnosis codes, and other data files.  A practice also shares a common Accounts Receivable total, although you do have the ability to report on each provider or doctor Accounts Receivable total.  All data files for a particular practice reside in the same sub-directory of your root data directory. (Example:  C:\Medidata\medisoft)

Tips and Tricks:Most medical offices will only need to create one practice.  The most common instance where multiple practices are created is in a Billing Service.  A Billing Service generally has multiple offices as clients, and therefore they need to create separate practices for each office.

 

In the previous section, we briefly discussed creating a practice.  We will review this process and expand the explanation of it.

Practice Creation

In order to create a new practice, take the following steps:

  1. Click the File menu and New Practice.  There is also a New button on the Open Practice screen.  Either of these options will bring you to the same process.
  2. 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.

 

  1. You will need to repeat this process for any additional practices you wish to create.


Practice Settings

Practice Tab

After you create a practice, the following screen will appear:

 

This screen is the first place you will begin entering information that will affect the billing process.  We will discuss each field that will have an effect, and what that effect is.

Practice Name and Address:  The Practice name and address information must be entered properly, as this information will be sent on electronic claims.

Type:  There are three options available under the type field.  If you do not choose a type, Medical is the default practice type and does not add any additional fields.

  1. Anesthesia:  This option will enable the ability to bill transactions for a specified number of minutes.  This is only necessary for Anesthesiologists.
  2. Chiropractic:  This option will cause certain fields required for Chiropractic billing to appear within the program.  These fields are as follows:

 

Level of Subluxation

Treatment Months/Years

Nature of Condition

Date of Manifestation

Complication Ind.

  1. Medical:  This setting should be used for all other practice types.

Federal Tax ID:  Enter the Tax ID number assigned to the Practice in this field.  This field may affect electronic claims for group practices.

Tips and Tricks:When entering a Tax ID number, do not enter any formatting such as spaces, dashes, or any other symbols.  Simply enter the 9 digit number. 

 

Extra Fields:  Do not enter anything in these fields unless expressly told to do so by your Electronic Claims Module Documentation.

Practice Type: If you are a solo (individual) provider select the Individual button. If you are a member of a group and use an Organizational NPI, select the Group Practice button.

Entity Type:  This field offers you the option to select either Person or Non-Person.  Select Person if the office is a solo practitioner.  Select Non-Person if the office is a group practice or billing under a company name such as Dr Johnson LLC.


Practice IDs Tab

 

This grid houses practice billing information such as group or individual NPI, taxonomy, tax IDs, claim filing status (group or individual) and connects this information to insurance carriers and the doctors in your practice as a series of rules.  You will want to set up at least one entry (rule) on the grid.  You could associate IDs and codes to all providers, insurance carriers and facilities or you could associate different IDs and codes to each provider, carrier or facility or any combination of these.  Click the Help button and read important information regarding this tab and assigning rules.  Proper configuration of this tab is critical for billing.  Also, be aware that there is a similar grid in provider setup that works in conjunction with this tab which is discussed later in this document.

Tips and Tricks:If converting from a version older than Medisoft 16, it is likely that multiple Legacy IDs will be converted into this grid as Group Provider IDs.  This will not be desirable as most Insurance Companies will reject if these IDs appear on claims.  There is no “NPI Only” setting in Medisoft 17.  Many VARs are careful to delete Group Provider IDs from the older version prior to converting to Medisoft 17.If needed, you can quickly delete all items in this grid by holding down the Ctrl button and then pressing the Delete button.  Once deleted, the action is not reversible.

 

 

 

 

Click New to enter Practice IDs.

 

 

National Provider ID:  The NPI is the standard unique health identifier for health care providers.  It consists of a 10 digit identifier (9 numbers followed by a check-digit) that standardizes one number for each provider used by every insurance carrier.  This standard was part of the HIPAA legislation to establish a unique identifier to improve the efficiency and effectiveness of electronic health information.  Once established, the provider’s NPI will not change regardless of job or location changes.

Taxonomy Code:  Taxonomy Codes are a 10 character provider specialty code used for electronic billing.  There will be circumstances when submitting electronic claims where you will be asked to supply a Taxonomy Code.  Enter this code here.  Refer to your electronic claims documentation for more information regarding this field.

Tax Identifier:  If the practice name is a business or organization, it would be appropriate to select this radio button and enter the 9 digit Tax ID.

Social Security Number: If the practice name is a person’s name, it would be appropriate to select this radio button and enter the 9 digit Social Security Number.

Legacy Identifiers:  The Legacy Identifiers available on this screen are rarely used.  If an Insurance Carrier requires a legacy ID, it may be input here.  If these IDs are input, they should be specific to one Insurance Carrier or Class.

 

Practice & Statement Pay-To Tabs

 

 

These tabs are identical. Use these tabs when both practice and billing service information is needed.  Practice Pay-To is used for electronic claims.  Statement Pay-To is used for electronic statements.  Use these tabs to create a separate pay-to address location such as a PO Box instead of a physical address.

Open Practice

After setting up multiple practices, you will need to be able to switch between these practices.  This is done by clicking the File menu and Open Practice.

The following screen will appear and will give you a few options:

 

Opening a Practice:  To open a practice on the list, simply highlight the practice and click OK.  You can also double-click the practice you wish to open.

Tips and Tricks:Medisoft will remember the last practice that was opened.  When you start the Medisoft program, it will automatically open this practice.

 

Deleting a Practice: You have the option to delete a practice from the open practice screen.  If you would like to remove the practice from the list, highlight the practice and press the Delete button.

Tips and Tricks:When viewing the open practice window, you are actually viewing the contents of a data file.  The name of that file is mwdblist.adt.  This file is located in your root data directory (usually Medidata).When you delete a practice, you are not actually deleting the data files for that practice.  You are simply deleting the reference to that practice from the mwdblist.adt file.  The name of the practice that appears on the Open Practice window is also stored in the mwdblist.adt file.  If the name is spelled wrong, you will need to delete the practice and create a new one that points at the same data path.

 


Finding the Data Path: Find the data location of any practice by clicking and holding the cursor over the name of any practice on the Open Practice window.

****Remember to do a daily, weekly, monthly, quarterly, yearly backups to multiple locations including a local offsite backup *********

For Medisoft Support Call us at 888-691-8058 or 941-743-6666.

How to start a new practice in medisoft

How To Setup Medisoft

 

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