Link to manual on customizing
Link to manual on managing insurance claims
Link to manual on managing patient accounts
Link to manual on managing office reports
Link to manual on managing ehr charts
Link to manual on managing appointments
Link to manual on managing patient billing
link to manual on backup and restore data

ACCOUNTING AND BILLING

Layout of the Patient Billing Window

1) The patient’s contact and insurance information is displayed at the top.
2) A list of patient visits including the patient’s name, date and time is shown in the grid labeled “visits”. By default, the current day’s visits will be displayed.
3) Information in the patient visit grid can be sorted and organized using the filtering functions located at the top of the patient visits grid.
4) Comments can be added in the text box shown below the patient visit grid. By default, the newest comment will be listed last and will cause a flashing alert message at the top of the window. Clicking on this alert message will deactivate it.
5) Dates of billing each visit are listed by the visit date in the drop down menu labeled “Patient billed” and “Insurance billed” respectively.
6) Transactions associated with selected visits are displayed the grid labeled “visit transactions”.
7) Visit Type above the case transactions grid allows charges to be applied to the patient, insurance or both by selecting “Cash Visit”, “Insurance Visit” or “Deductible Visit” respectively. (NOTE: do NOT use the “Deductible Insurance Visit” option if you have no insurance reimbursement fees recorded in the administration window. See pages 11-12 to learn how to populate these fees.)
8) Transactions associated with all visits in a case are displayed in the grid labeled “case transactions”.
9) Visits can be assigned a case by selecting from a list in the drop menu labeled “Case”.
10) Patient and insurance totals for current and past cases are displayed below the comments text box.
11) Buttons at the bottom of the window allow the user to print receipts, post additional patient charges, adjust patient balances, print HCFA super bills, print addresses, or modify CPT and ICD-10 codes.

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Sorting, Organizing and Editing Data

Sorting, organizing and editing data
1 Sorting visits:
a. Display all of a patient’s visits by typing the patient’s last name in the field labeled “Filter Last Name” and first name in field “First Name” at the top of the window. Then click the button “All Days” below the First Name filter field.
b. Display visits within a date range by selecting dates located in the “from” and “to” fields above the grid.
c. Sort visits by case type by selecting case from case drop down menu.
d. Display current day’s visit by clicking the button “today” next to the date range filters.
e. Sort patient names or dates in ascending or descending order by clicking on the appropriate column title in the visit grid.
2 Changing visits fees to cash or insurance: 1) Select an option in the drop down menu labeled “visit type”, 2) Select either “Cash Visit”, “Insurance Visit” or “Deductible Visit”. (NOTE: do NOT use the “Deductible Insurance Visit” option if you have no insurance reimbursement fees recorded in the administration window. See pages 11-12 to learn how to populate these fees.)
3 Adding comments or notes, 1) Click “add comment” below “Visits” grid, 2) Type comment in pop-up window, 3) Click “OK” when finished.
4 Deleting comment/note, 1) Select the comment to delete, 2) Click “delete comment” above comment box, 3) Confirm by clicking “yes” in the pop-up window.

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Posting Payments For One Visit

1) Click the button labeled “Patient Payment.”
2) Choose the visit date to which payment is being applied.
3) Choose the type of payment
4) Enter check or credit card information as necessary
5) Type the payment amount
6) Click “add payment” when done.

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Posting Credit Payments

1) Enter payment amount after clicking “Patient Payment”
2) Excess payment amounts will be applied to the credit account located below the visit grid.
3) Credit account will automatically apply funds to future visits to pay off any service charges.
4) Funds from credit account can be distributed to prior visits by clicking “Distribute” button next to credit account balance.
5) To distribute funds follow steps below for posting payments for prior visits.

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Posting Payments For Prior Visits

1) Click patient payment button
2) Choose the visit date to which
3) the payment is being applied
4) Choose the type of payment
5) Enter the check or credit card information as necessary
6) Type the payment amount
7) Click on “distribute payment” on the payment window
8) Select visit to apply payment
9) Enter payment amount in the distribution amount box
10)
Under drop down menu labeled “type”, select “Patient Payment”
11) Click “Add Distribution”
12) To write off any portion of the amount owed, enter distribution amount and choose “Write Off” in the drop menu labeled “Type”
13) Click “Commit” when done applying all payments

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Adjusting Patient Balances

1) At the bottom of the billing window, click the button “Patient Adjustments.”
2) Enter the credit or debit amount in the pop-up window. (NOTE: Adjusting insurance balances should only be done within the insurance distribution window).
3) Click “Add Adjustment” when done.
(NOTE: credits in excess of the amount owed will applied to the patients credit account)

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Applying Additional Charges

1) Click “Additional Charges.” Button at the bottom of the billing window.
2) Select from a list of products and services in the drop down menu at the top.
3) Click “Add” at the top of the window.
4) For custom, non-listed charges type charge name in description field and amount in the price field.
5) Click the button “add” 6 Click “OK” when finished.

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Modifying Treatments and Insurance Codes

1) Click the button “Modify Billing” at the bottom of the window.
2) Enter the new ICD-10, CPT, Pointer or Unit codes in the appropriate areas.
3) Click “OK” when done.

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Deleting and Un-deleting Patient Transactions

(NOTE: all transactions related to insurance payments or write off must be done within the insurance distribution tab.)
1) In the visits transactions grid, click the check box in the deleted column for the appropriate transaction
2) Click the “update” button located at the bottom of the window.
3) To display all deleted transactions, check the box labeled “Show deleted” at the bottom of the window.
4) Undo a deleted transaction by checking the box labeled “show deleted” and un-checking the box under the “deleted” column within the line item you wish to restore. Then click “update” button.

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Printing Receipts

1) Click “Print Receipt” button at the bottom of the window
2) In the pop-up pdf application and window printer utility window.

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Printing Addresses

(NOTE: This feature will only work with Dymo label printers)
1) Click button “Print Address” at the bottom of the window
2) Click the button “Print Label” under the address you wish to print
3) Click “Print Labels” in the pop up window
4) Click “Close” in the bottom of the print address window.

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Printing HCFA Super Bill

1) Click “Print HCFA super bill”
2) Click Print option in the print preview window
(NOTE: this option should only be used to assign insurance payments to the patient.

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Functions of the patient Billing Window

Sorting, Organizing and Editing Data

Sorting, organizing and editing data
1 Sorting visits:
a. Display all of a patient’s visits by typing the patient’s last name in the field labeled “Filter Last Name” and first name in field “First Name” at the top of the window. Then click the button “All Days” below the First Name filter field.
b. Display visits within a date range by selecting dates located in the “from” and “to” fields above the grid.
c. Sort visits by case type by selecting case from case drop down menu.
d. Display current day’s visit by clicking the button “today” next to the date range filters.
e. Sort patient names or dates in ascending or descending order by clicking on the appropriate column title in the visit grid.
2 Changing visits fees to cash or insurance: 1) Select an option in the drop down menu labeled “visit type”, 2) Select either “Cash Visit”, “Insurance Visit” or “Deductible Visit”. (NOTE: do NOT use the “Deductible Insurance Visit” option if you have no insurance reimbursement fees recorded in the administration window. See pages 11-12 to learn how to populate these fees.)
3 Adding comments or notes, 1) Click “add comment” below “Visits” grid, 2) Type comment in pop-up window, 3) Click “OK” when finished.
4 Deleting comment/note, 1) Select the comment to delete, 2) Click “delete comment” above comment box, 3) Confirm by clicking “yes” in the pop-up window.

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Managing Patient Payments

Posting Payments For One Visit

1) Click the button labeled “Patient Payment.”
2) Choose the visit date to which payment is being applied.
3) Choose the type of payment
4) Enter check or credit card information as necessary
5) Type the payment amount
6) Click “add payment” when done.

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Posting Credit Payments

1) Enter payment amount after clicking “Patient Payment”
2) Excess payment amounts will be applied to the credit account located below the visit grid.
3) Credit account will automatically apply funds to future visits to pay off any service charges.
4) Funds from credit account can be distributed to prior visits by clicking “Distribute” button next to credit account balance.
5) To distribute funds follow steps below for posting payments for prior visits.

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Posting Payments For Prior Visits

1) Click patient payment button
2) Choose the visit date to which
3) the payment is being applied
4) Choose the type of payment
5) Enter the check or credit card information as necessary
6) Type the payment amount
7) Click on “distribute payment” on the payment window
8) Select visit to apply payment
9) Enter payment amount in the distribution amount box
10)
Under drop down menu labeled “type”, select “Patient Payment”
11) Click “Add Distribution”
12) To write off any portion of the amount owed, enter distribution amount and choose “Write Off” in the drop menu labeled “Type”
13) Click “Commit” when done applying all payments

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Managing Charges and Credits

Adjusting Patient Balances

1) At the bottom of the billing window, click the button “Patient Adjustments.”
2) Enter the credit or debit amount in the pop-up window. (NOTE: Adjusting insurance balances should only be done within the insurance distribution window).
3) Click “Add Adjustment” when done.
(NOTE: credits in excess of the amount owed will applied to the patients credit account)

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Applying Additional Charges

1) Click “Additional Charges.” Button at the bottom of the billing window.
2) Select from a list of products and services in the drop down menu at the top.
3) Click “Add” at the top of the window.
4) For custom, non-listed charges type charge name in description field and amount in the price field.
5) Click the button “add” 6 Click “OK” when finished.

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Modifying Treatments and Insurance Codes

1) Click the button “Modify Billing” at the bottom of the window.
2) Enter the new ICD-10, CPT, Pointer or Unit codes in the appropriate areas.
3) Click “OK” when done.

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Modifying Transactions and Billing Codes

Modifying Treatments and Insurance Codes

1) Click the button “Modify Billing” at the bottom of the window.
2) Enter the new ICD-10, CPT, Pointer or Unit codes in the appropriate areas.
3) Click “OK” when done.

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Deleting and Un-deleting Patient Transactions

(NOTE: all transactions related to insurance payments or write off must be done within the insurance distribution tab.)
1) In the visits transactions grid, click the check box in the deleted column for the appropriate transaction
2) Click the “update” button located at the bottom of the window.
3) To display all deleted transactions, check the box labeled “Show deleted” at the bottom of the window.
4) Undo a deleted transaction by checking the box labeled “show deleted” and un-checking the box under the “deleted” column within the line item you wish to restore. Then click “update” button.

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Printing Receipts, Addresses and HCFA Superbills

Printing Receipts

1) Click “Print Receipt” button at the bottom of the window
2) In the pop-up pdf application and window printer utility window.

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Printing Addresses

(NOTE: This feature will only work with Dymo label printers)
1) Click button “Print Address” at the bottom of the window
2) Click the button “Print Label” under the address you wish to print
3) Click “Print Labels” in the pop up window
4) Click “Close” in the bottom of the print address window.

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Printing HCFA Super Bill

1) Click “Print HCFA super bill”
2) Click Print option in the print preview window
(NOTE: this option should only be used to assign insurance payments to the patient.

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WALK IN PURCHASES

Walk In Purchases

Managing Transactions for Customer or Patient Walk-Ins
Walk-in’s can be customers or existing patients who are buying products and/or services without having an office visit. A simple register function for applying charges, payments and printing receipts is available within the “Purchases” application from the home screen or application menu bar at the top of each application window.

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Adding Products

Adding products, 1) Click purchases button, 2) Select product in drop down inventory menu, 3) click “add” button.

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Posting Payments For Products

Posting payments for products, 1) Click the radio button associated with type of payment, 2) Enter check number or credit card number, 3) enter amount paid in text field labeled “amount tendered”, 4) Click “purchase or purchase with receipt to print receipt for customer.

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Patient Walk-Ins

Adding transactions to patient account, 1) In the purchases application, click “Include In Patient Billing”, 2) Find patient by typing the last name in “last name” field, 3) Select the patient in the list, 4) Select the product or service from the inventory drop menu, 5) Click “Add”, 6) Select payment type and enter amount, 7) Click “Purchase” or “Purchase with Receipt.

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Customer Walk-Ins

Adding Products

Adding products, 1) Click purchases button, 2) Select product in drop down inventory menu, 3) click “add” button.

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Posting Payments For Products

Posting payments for products, 1) Click the radio button associated with type of payment, 2) Enter check number or credit card number, 3) enter amount paid in text field labeled “amount tendered”, 4) Click “purchase or purchase with receipt to print receipt for customer.

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Patient Walk-Ins

Patient Walk-Ins

Adding transactions to patient account, 1) In the purchases application, click “Include In Patient Billing”, 2) Find patient by typing the last name in “last name” field, 3) Select the patient in the list, 4) Select the product or service from the inventory drop menu, 5) Click “Add”, 6) Select payment type and enter amount, 7) Click “Purchase” or “Purchase with Receipt.

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