Wondering whats new in Medisoft version 19?  Wondering how Medisoft works with the new ICD-10 codes?  Here’s a video that shows you how to work with and manage ICD-10 diagnosis codes in Medisoft V19.


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Payment Entry

The goal of any business, including medical practices, is to make money. Payments are the result of the charges that have been entered and billed for. We have not yet covered the billing process. This will be covered in the next chapter. We will follow that up with a payment entry comparison chapter that will discuss the various ways of entering payments into Medisoft.

This chapter will discuss how to enter both patient and insurance payments using the Transaction Entry screen.

To enter a new payment, simply click the New button in the Payments, Adjustments, and Comments section of Transaction Entry. You will see the same fields available to you as were available when entering adjustments. We will discuss those fields below:

Date: The Date field should contain the date the payment was received. This date will default to the date set in the lower right corner of the Medisoft program.

Pay/Adj Code: This field is where you enter the code you previously set up for the type of payment you are entering.

Tips and Tricks:

Medisoft can print out various reports that are based on the procedure code that was entered. Using more specific payment codes for the different types of payments will allow you to get more detailed and specific information from these reports.

For example: If you set up different payment codes for payments from each insurance carrier, you will be able to easily run reports showing how much money came in from each carrier. If you set up a generic “Insurance Payment” code, you will not have the ability to filter on this level.

Who Paid: The Who Paid field is critical when entering payments. This field determines who gets credit for the payment. If you select a payment code that is set up for insurance payments, and then select the guarantor in the Who Paid field, the payment will not register properly as an insurance payment.

Tips and Tricks:

The Who Paid field is one of the fields you should look at when troubleshooting incorrect aging balances or remainder statement discrepancies.

If payments have been entered and applied, but have the incorrect value in this field, you may find transactions not appearing on remainder statements when they should. You may also find transactions appearing on the insurance aging reports after they have been paid.

Description: This field is used to give additional information regarding the payment. It is not a required field.

Provider: The Provider field is used to specify which provider is receiving the payment that is being entered. If you are in a multi-provider practice it is critical that you enter the correct provider in this field. Failure to do so could affect your ability to analyze the amount of money being brought in by each provider.

Amount: When entering the Amount, you will find that the program automatically makes any amount entered negative. This is because it is impossible to make a payment that increases the amount the patient owes. Any time you need to increase the amount a patient owes or need to issue a refund, you must use an adjustment code instead of a payment code.

Check Number: If the patient or insurance carrier pays with a check, this field is used to hold the check number. This will help you follow up if there is ever any question regarding which charges were paid with a specific check.

Unapplied: Similar to adjustments, payments must be applied to specific charges. The unapplied column will tell you what portion of that payment has not yet been applied. The values in this field cannot be modified from this screen.

Once you have entered all applicable payment information, click the Save Transactions button.

Payment Application

The payment application process is going to vary based on whether the payment is an insurance payment or a patient/guarantor payment.

Insurance Payment Application

If you are applying an insurance payment you will see the following screen:

This screen is similar to the adjustment application screen with a few differences. As in the adjustment application screen, you see charges represented by the Date, Document or Superbill number, Procedure Code, original Charge amount, and Balance.

Additionally, you will see a column labeled This Payment, where you will enter the portion of this payment that will be applied to each specific charge. The two new columns you will see are Payor Total, and Complete.

Payor Total: The Payor Total column will list how much has already been paid by that payor for each charge. The payor was determined in the Who Paid field of the Transaction Entry screen.

Complete: The Complete field is one of the most important fields within the Medisoft program. This field affects claims, statements, aging reports, remainder balances and many other functions within Medisoft. This box indicates that this payor has completed their responsibility for this particular charge. Placing a check mark in this field will move the responsibility for the remaining balance from the payor selected in the Who Paid field to the next responsible payor.

In most cases, you cannot bill secondary claims until the primary has paid. Remainder Statements will not print unless all responsible insurance carriers have made a COMPLETE payment.

This field will only appear if the payment Who Paid field is set to an insurance carrier.

We will discuss the effects of this field in more detail when we discuss claims, statements, and reports.

Tips and Tricks:

Most insurance payments should be marked as Complete. The only reason you would not check this field for an insurance carrier would be if you expected to receive more money from the carrier for that particular charge.

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NOTE: This tutorial is Extremely Important – This is the place to go to when you have questions about why a claim is not printing or sending; why an item is or is not printing on a claim form; why a procedure charge or claim is or is not printing on a report; why medisoft charges are showing or not showing on a statement. It all depends on how Medisoft “sees” the status of a charge item, whether when it was billed, was a primary and secondary responsible? If so, were they billed? If billed, has it been paid? And if it has been paid, has it been marked “Complete”? If an item was NOT responsible for insurance 1, then it would not print on a claim. If a charge was billed, and paid, but not marked as complete, then next responsible party will not be billed until it is marked as complete. One common example is a patient tells you they have only one insurance, you enter charges and bill, then when they get a statement, they call you and tell you they have a secondary policy. It is common then to go into the medisoft case for that patient, and add a secondary policy and policy #, but then that’s all. And then you still have problems. The reason for the problem is that the system still thinks there is only one policy and there is no secondary (even though the info is in the Policy #2 tab in the case)- the solution to this situation is to click on the UPDATE ALL button at the bottom of the transaction entry screen AFTER you enter the policy #2 info, when you do that (and you can do that at any later time if you forget), you will see in the Charge Reference Information, that the Insurance 2 box will be checked, once it is checked, you can bill a secondary insurance company. The other common scenario is questioning why a patient is not getting a statement (or why a secondary is not printing) even though there is payment from the insurance company and you see a dollar amount in the AMOUNT PAID section, but the box is not checked (note, when you enter a insurance payment in medisoft, there is always a COMPLETE box , make sure it is always checked if payment is complete for that insurance company y). If the box is not checked , and it should be, go back to the transaction entry screen for that payment; highlight the line, and click APPLY, and then find the payment and mark it complete if it is indeed complete), and then the next responsible party will be billed.

Charge Reference Information

Along the upper right side of the Transaction Entry screen you will see two tabs. The first tab is labeled Totals. This tab is automatically selected when transaction entry is opened. It contains all the fields discussed in the previous section. The second tab is labeled Charges. This tab contains fields that relate to the currently selected charge.

Responsible: The fields located in the Responsible portion of this screen will indicate which payers are responsible for payment for the currently selected charge. The Guarantor field should ALWAYS be checked. The Insurance fields will show a check mark if the corresponding insurance carrier is responsible for payment on the selected charge. Additionally, the Insurance fields will be affected by data entered into both the case screen and the procedure code setup screen. Fields that will affect whether or not an insurance carrier is responsible include the following fields:

  1. Procedure Code – Patient Only Responsible: If the Patient Only Responsible field is checked within the procedure code setup – that procedure code will NEVER list an insurance carrier as responsible for the charge.
  2. Procedure Code – Don’t Bill To/Only Bill To: If values are entered into either of these two fields, it is possible that the procedure code will not list particular insurance carriers as responsible for the charge.
  3. Procedure Code – Billing Charge: If the procedure code type is set to Billing Charge instead of Procedure Charge, the insurance carrier would not be responsible for the charge.
  4. Case – Cash Case: The Cash Case field appears on the Personal tab of the case setup. If this box is checked, transactions entered into that case will not show insurance carriers as responsible parties.
  5. Case – Insurance 1, 2 or 3: In order for an insurance carrier to be responsible for a charge, the insurance carrier must be entered into the case. If the insurance carrier is not entered, the check mark will not appear in the responsibility for that carrier.

Another thing that can affect the responsible fields is the order of entry. The responsibility for each transaction is determined at the time the transaction is saved. If you change or add information into any of the fields listed above after the transaction has been entered and saved, those changes will not automatically affect the responsibility. In order for those changes to take affect, you will need to press the Update All button at the bottom of the Transaction Entry screen.

Billed To: The fields located in the Billed To section will give you information about where in the billing process the highlighted transaction is. The Claim field will let you know what claim the highlighted transaction is on. The Insurance 1, 2, and 3 fields indicate which carriers have been billed. These fields relate closely to the Responsible fields. If a carrier is not responsible for a transaction, it will not show that it has been billed. The only carriers you will be concerned with are the ones listed as responsible for the transaction.

Amount Paid: The Amount Paid fields are related closely to the Responsible and Billed fields. These fields will show you the amounts that have been paid by the various responsible parties. Additionally, there is a check mark field next to the payment amount. This check mark shows that the payment from that carrier has been marked complete. In this example, we can see that the primary insurance carrier has made a payment that has been marked complete. The secondary carrier has not yet paid. The tertiary carrier has a check mark. This is due to the fact that the tertiary carrier is not responsible for this charge. Based on this example, you would expect to see this charge on a Secondary Insurance Aging report. You would NOT expect to see this charge on a Primary Insurance Aging report because the primary carrier has made a completed payment. You would not expect to see this charge on a Tertiary Insurance Aging report because the tertiary carrier is not responsible. You would NOT expect to see this charge on a Remainder Statement because all responsible insurance carriers have not made completed payments.

Date Created: The Date Created field tells you on which date the charge was entered into the program.

Last Statement Date: This field tells you the last date a statement was printed for this particular charge. This can be useful when looking at individual open charges, and trying to figure out why they have not yet been paid.

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Reference Items, Account Aging, and Account Totals

At the top of the Transaction Entry screen, you are going to see various fields that reference different items in the patient’s account. These items can help you with various parts of the billing process. In this section we will discuss those fields and the information that can be found by using them. The items referenced on the default screen relate to the case that is selected. They do not relate to one particular transaction.

Reference Items

Last Payment Date: This field shows you the last time a payment was made to this patient’s chart. This field will be the same for each case a patient has. Additionally, this field is referring to any payment made to the account. It does not matter whether the payment came from the insurance carrier or from the patient.

Last Payment Amount: Similar to the Last Payment Date field, this field is chart specific. It will show you the amount of the last payment made into the patient’s account.

Last Visit Date: Medisoft will automatically track visits for you. A visit is defined as a calendar day for which one or more CHARGES have been entered for a case. Visits are tracked on a case by case basis, meaning each case will have a different date. This field shows the date of the last visit for the selected case.

Visit: When setting up the patient case, you had the opportunity to specify the number of visits that were authorized by the insurance carrier. Certain carriers will authorize a certain number of visits for certain circumstances. These are done using what is known as authorizations. Each authorization would require a separate case. The visit field automatically tracks how many visits have occurred in that case (and therefore under that authorization). It uses the same definition of a visit that was previously given under Last Payment Date.

This field can prevent the office from seeing patients who have met or exceeded their authorized number of visits, and therefore will not have coverage for that care. Additionally, the office can then let the patients know that they are getting close to their limit, and then let the patients take appropriate action to either obtain another authorization, or find an alternative means of care.

If this field is for some reason showing the wrong number of visits, you can manually change it from this screen. Simply double click the word Visit. The following screen will appear.

You will be able to increase or decrease the Visit Number as needed. Once the changes are made, click OK. This process will change the visit series number listed in the patient’s case information.

Global Coverage Until: If you enter a Global Surgery code for this case the Global Coverage Until field will automatically calculate the date by taking the date that the global procedure was entered and adding the number of days entered in the procedure code.

Account Alerts: Account Alerts are red, two letter codes that are designed to alert you when the customer meets certain conditions. In order to receive some or all of these account alerts you must check them in Program Options, in the General tab, at the bottom in the Account Alert Settings area.

Account Aging


Account Aging: Depending on the tab being viewed, it will show the aging of the insurance carrier or the patient. The total will indicate the total amount from the insurance carrier’s or the patient’s aging. On the Patient’s tab it will indicate if there is any copay overdue. On the insurance tab TNB stands for Total Not Billed indicating that the claim needs to be created and sent.

Policy Copay: When entering the information into the case, you have the ability to enter a copay amount. The amount entered into that field will appear in this field. Medisoft will not automatically enter the copay for you, but it will help track missed copays. There is a new report call Outstanding Co-payment Report.

OA: OA is an abbreviation for Other Arrangements. This is a field in the case setup screen that will allow you to enter 4 characters. Whatever is entered into that field will appear in this portion of the screen.

Annual Deductible: Similar to visits, deductibles are handled on a case by case basis. You can enter the annual deductible into the insurance carrier tab of the case screen.

YTD: If you enter deductible type codes into a patient’s account, the amount field is filled out with the amount of the charge that was applied to a deductible. When this is done the accounts receivable for the patient is not affected. You simply move the balance responsibility from the insurance carrier to the guarantor. The amounts entered into deductible type transactions are totaled for the case and displayed in the YTD field.

Tips and Tricks

Medisoft will track deductibles for you on a case by case basis. It is important to note that the only party whose calculation matters is the insurance carrier.

Simply because Medisoft states that the deductible has or has not been met, does not mean it is true. If the patient has been seen by any other providers for any reason during that year, they will have made payments that were applied to the deductible. These transactions will not be in your providers system.


Charges: Shows the total number of charges that appear on the currently displayed Transaction Entry screen. If you are utilizing the Superbill or Document Number fields, this will be the total number of charges that have been entered into that specific superbill or document number.

Adjustments: Shows the total number of adjustments that appear on the currently displayed Transaction Entry

Subtotal: This field displays the sum of the Charges and Adjustments fields. The reason we state that it displays the sum is because the Adjustments field can contain either positive or negative values.

Payment: Shows the total number of payments that appear on the currently displayed Transaction Entry

Balance: The Balance field shows the total balance for the transactions currently displayed. These transactions are specific to the case that is currently selected. If you are utilizing the Superbill or Document Number fields, this will be the balance on the transactions entered specifically for that superbill or document number.

Account Total: This field is different from the other total fields that have been previously explained in one very important way. The Account Total field shows the entire balance for that patient’s account. This balance does NOT filter based on Case, Document, or Superbill.

If you delete transactions in the day to day operation of the program, this amount may show an incorrect balance total. In order to recalculate the amount, simply double-click on the amount.

Calculate Totals: The Calculate Totals field is located in the lower left corner of the Transaction Entry screen. If this field is selected, the totals will appear. If it is not checked, the only value that will appear is the Account Total field.

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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.


Copyright 2012 www.medicalbillingsoftware.com

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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.


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Referring Provider Entry

To access this screen, click on LISTS: Referring Providers.  This window contains important information about the referring providers associated with your practice.  Each referring provider needs to have his or her own record set up in the database.

Referring Provider Entry – Address Tab

Code: The referring provider code can contain up to five alphanumeric characters and identifies the referring provider in the program.

Inactive: To mark this Referring Provider as inactive, check this box.

Last Name, First Name, Middle Initial: Enter the provider’s demographic information.  A referring provider can be a doctor, nurse, technician, or physician’s aide who deals with patients.  Enter the referring provider’s name in the name fields and his or her address and phone numbers in the correct fields.

Credentials: Credentials gives you seven spaces to enter characters indicating the referring provider’s credentials, such as MD, Ph.D., RN, DO, DC, etc., or whatever applies.

Street, City, State, Zip Code: Enter the provider’s demographic information.

NOTE: When entering an address, the focus of the program moves to the Zip Code field after the Street field.  Enter the zip code.  If that code has already been entered in the program database, the city and state information is automatically entered in their respective fields.  If the zip code is not found in the database, the focus of the program returns to the City and State fields for your input.  This information is then saved to the database and available the next time the zip code is entered. For more information on this feature.

After entering a Zip Code and auto populating the City and State fields, if you then go back to the Zip Code field and change the value entered without first saving it, the system will not change the City and State value previously entered, producing an inaccurate record. Use care when changing an auto populated City and State field without first saving the initial entry.

E-Mail/Phone Numbers: Enter the referring provider’s E-Mail and other Phone Numbers in the spaces provided.

Medicare Participating: This check box should be clicked if the referring provider is committed to working with Medicare.

License Number: Enter the referring provider’s license number.

Specialty: If you are sending electronic claims, select the referring provider’s special field of practice.  If you need to use a specialty code that is different than the usual code, select “Not Listed” and enter your specialty code in the data entry box that appears next to the Specialty field.

NOTE: This field is not used for sending paper claims unless you have modified your claim form to include this information.

Entity Type: The Entity Type field is to identify whether the entity is a Person or a Non-person.  This is for sending electronic claims.

Referring Provider Entry – Default PINs Tab

SSN/Federal Tax ID: Enter the referring provider’s Social Security or Federal Tax ID Number.  This number prints in Box 25 of the insurance claim form.  Choose the radio button to indicate whether the number entered is the Social Security Number or the Federal Tax ID.  If you select Federal Tax ID, an X prints in the EIN box of Box 25 on the insurance claim form.  If you select Social Security Number, an X prints in the SSN box of Box 25 on the insurance claim form.

PIN Fields: In the PIN (Personal Identification Numbers) fields, enter all applicable PINs assigned by each of the major insurance types, e.g., Medicare, Medicaid, Tricare, Blue Cross/Blue Shield, Commercial, PPO, and HMO carriers.

UPIN: If the referring provider is part of a group practice which has been assigned a group number by Medicare, that number is entered in the UPIN field.  The UPIN is necessary for designating a referring provider on the insurance claim form.

EDI ID: This field may be required when sending electronic claims.

National Identifier: Enter the provider’s National Provider ID.  This 10-digit number is a standardized identifier that provides each provider with a unique identifier to be used in transactions with all health plans.

CPO Number: This field is for electronic claims. Enter the provider’s care plan oversight number.

Extra 1/Extra 2: These fields may be required when sending electronic claims.

Referring Provider Entry – PINs Tab

Depending on the type of claims you file, you could have separate PINs from each insurance for this referring provider.  This tab provides a PIN matrix where you can store these additional PINs.


Depending on the type of claims you file, you could have separate PINs from each insurance for this referring physician.  Enter the appropriate PIN for the insurance company.


If you send electronic claims, you may also be required to enter qualifiers for the PINs.  These qualifier codes indicate the type of PIN being sent.  Refer to the implementation guide for your insurance carrier if you are not sure which qualifier to use.  This is not provided by Medisoft but by your carrier.

NOTE: If you converted data from Medisoft 10 or previous, the qualifiers may have been converted as well.  Verify that the qualifiers are correct for each PIN and/or Group ID.

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