Practice Express 3.0 Update September 25, 2006

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1 Alpha Inquiry Change Patient (Patient File Maintenance) Added new field: Cell Phone#. It is on the right directly below Work Phone Ext. New feature: Contact Information. You now have the capability of storing additional phone numbers as well as addresses for each patient. Up to 99 lines of additional contact information can be stored per patient. This feature is accessed from within Patient File Maintenance by clicking the new button ContactInfo, or, by typing the command CF in the Command box on the Practice Express main window. The following screen appears: Options in this window are: Add; Change; Delete; Exit. When you select Add or Change the bottom portion of the window displays. Fill in the fields as described below. Type Describes the type of phone number H Home; W Work; F Fax; C Cell and O Other. CountryCode If a foreign country, enter the long distance country code. Area Code Self Explanatory; Optional. Phone# - Enter the phone number without the dash (system automatically punctuates). Extension Optional. Description Enter a brief description that identifies the phone number. Required. Adr Enter the complete address if applicable. 1 of 1

2 Notes Entry The Notes Entry window has been changed to a Text Box format for an entire day. Now, you can add, change or delete multiple lines for an entire day. Click the Notes Entry button from the Practice Express main window. The following screen appears: Add - Key the date of the note to be added and click OK. Then start keying your text. It will automatically wrap to the next line. When finished typing, click Add again. Change Select any line in a day and click change. The entire note for that day is displayed. Make the necessary changes and click Add to accept the changes. Delete Deletes the entire note for the selected day. To do this, select a line in the day and click the Delete button. The free form text window for appears. Click the Delete All button. You will be asked to verify the deletion again. Click ok to continue and delete the note. To start a new line or paragraph while adding or changing a note press CTRL J. Note: There is still a maximum of 99 lines per day with a maximum size of 5940 (99*60) characters to the note. 2 of 2

3 History Display New Features: 1. Q-Note. Option to include information from Notes Entry in chronological order within the history screen. 2. Note. We have added the capability of maintaining Notes Entry from within the history screen. Click the Note button, then click NotesEntry line. The second line information can now be displayed in conjunction with the Open, Batch and Chrono radius. Prior to this release, second line information could only be displayed with the Hist radius. Insurance Policy Maintenance Added new fields: 1. Ins Plan Name Enter the plan name of the insurance policy, if applicable. Some insurance carriers are requiring this if Group # is present. This prints on the CMS1500 in block 9d and is included in ANSI EMC claims. If left blank, we print the insurance company name. 2. Refile-PyrClmRf# - Refile Payer Claim Reference #. If you are refiling a claim for this date of service, include the original claim reference # assigned by the payer. The number will be included with the claim in the ANSI EMC filing. Please refer to individual payer requirements when using this field. (Used in conjunction with #3 below). 3. Refil-ClaimCode Refile Claim Code. Use the following codes when resubmitting the corrected claim to the payers through ANSI EMC format: 6 CORRECTED (Adjustment of prior claim) 7 REPLACEMENT (Replacement of prior claims) 8 VOID (Void/Cancel of prior claim) If you are using any of the above codes, you need to include the original claim reference # from the EOB in the previous field. Please refer to individual payer requirements when using this filed. 4. McareSec InsTyp Medicare Secondary Payer (MSP) Insurance Type Code. If this is a Medicare secondary policy, enter the code identifying the type of insurance policy. This is a required field for ANSI electronic filing. If left blank, the program will use code 12 as default for MSP code. Options are: 12 Working Aged 13 End Stage Renal Disease (ESRD) 14 Auto/Med/No Fault Liability 15 Workers Compensation 41 Federal Black Lung 3 of 3

4 42 Veteran s Administration 43 Disability 47 Other Liability Practice Express 3.0 Update Payment Insurance Entry (PI) New way to access the Bulk Payment on Batch List window during Payment Insurance posting. Enter the letter B in the Proc field. Commands Drop Down Menu New commands have been added that provide quick access to features within Practice Express. All commands listed on the various Commands Sub-Menus can be performed by selecting the command from the menu or by keying the 2-letter abbreviation in the Command box on the Practice Express Main Window. Commands Registration CF Contact Information Maintenance. (previously explained under Change Patient). Commands Insurance IJ Update Ill/Inj/LMP Date. Provides quick access to the Illness, Injury or Last Menstrual Period Date in the Additional Information window of Insurance Policy Maintenance. The following window appears: Select the date of Service. Choose the appropriate flag in the Ill/Inj/LMP Flag field for the Ill/Inj/LMP Date. Enter the Ill/Inj/LMP Date. Click Ok. The information is then displayed on the window beside the appropriate date. Select the next date or Exit the window. 4 of 4

5 IC Update Claim Refile Ref#. Provides quick access to the Claim Refile Reference # and Claim Refile Code fields in Insurance Policy Maintenance (detailed explanation of these fields is provided above under Insurance Policy Maintenance). The following window appears: Select the date of Service. Choose the appropriate Claim Refile Reason Code. Enter the Payer Original Reference # from the primary EOB. Click Ok. The information is then displayed on the window beside the appropriate date. Select the next date or Exit the window. Transaction Processing Bulk Payment Maintenance Added three new lookup features for finding bulk payment checks. They are: 1. Lookup by DescendingSeq# - Displays bulk payments starting with most recent. 2. Lookup by Check# - System searches then displays all checks matching the number entered. 3. Lookup by Amount System searches then displays all checks matching the check amount entered. 5 of 5

6 Transaction Processing Day End Process Display User Batch Status Added two new columns to this display. It now displays the Creation Date and Batch # of each user with an open batch. System Management Clinic Maintenance Clinic Maintenance Part I Added new field, FollowupDayHist. Used for tracking the Medicare follow-up days during Transaction Entry. Enter the number of days to go back and start search for follow-up days in account history. During Transaction Entry, the account s history is searched for any procedures with follow-up days attached. If found, the ending date of the follow-up period is displayed on the screen. No search is performed if this field is blank. Clinic Maintenance Part II Copy Address information field, Update Adr Info, has a new option W. Choose this option to also allow automatic update of the patient s work phone number from the Registration screen to the Insurance Policy screen. Branch Maintenance The field, Payment Loc Cd, has been added to be able to specify a default location for payments, If the Branch has a Payment Loc Cd, then any payment/adjustment posted to a charge from that branch will be assigned the specified location. System Management Codes Maintenance CPT Code Maintenance Added new fields: 1. NEW/RET/Blank. You can now set up CPT codes to represent a New or Return Patient visit. A report is available that produces various summary reports by Branch by Dr by Date of Service. This report is located under Modules Reporting Miscellaneous Reports CPT Code New/Return Report. See Appendix 1 for a sample of this report. 6 of 6

7 2. You can now restrict posting a charge in Transaction Entry by Gender and/or Age Group. The associated fields are: Gender M/F/Blnk M-Male, F-Female, Blank for no gender restriction. BegAgeRange-Yrs Enter the beginning age group range in years. BegAgeRange-Mth Enter the beginning age group range in months. EndAgeRange-Yrs Enter the ending age group range in years. EndAgeRange-Mth Enter the ending age group range in months. Charge Debit Adj Code Maint. Added new fields: 1. Print UB92/CMS Used to flag the procedure to be submitted to the insurance carriers in a specific format only. Options are: C submits only in CMS1500 format (HCFA claim form) U submit only in UB92 format. Blank - able to submit in both formats. 2. UB92 Revenue Code - If this procedure can be submitted in UB92 format, enter its corresponding revenue code here. 3. RDR Required (previously a Clinic-wide setting in Clinic Maint. Part II). Allows the setup of individual charge procedure codes to require a referring doctor during charge entry. Valid options are R or blank. An entry of R will require the entry of a referring doctor number during charge entry. 4. Cost Info. O/R Used for obtaining/reporting purchased service costs. Options are: O Obtain and store cost information during Charge Entry. R Report the stored cost information on insurance forms and statements. Blank - no cost information is needed for the procedure. 5. Default Cost Enter the default cost of this procedure if Cost Info is set to R. Note: 4 & 5 are used with purchased services. A procedure is considered a purchased service if the field Indep.Lab Work is flagged as Y. Removed the following inactive fields: 1. Dept GL Account 2. Normal Stat D/C 3. Offset Account 7 of 7

8 Payment/Credit Adj Codes Maint. The existing field, Payment Type, has a new option 4 for credit cards. Prior to this update, credit cards were setup as payment type 1 (cash). The batch list and bank deposit report use this new payment type to total. A payment type can now be classified as: 1-cash, 2-personal checks, 3-insurance checks and 4-credit cards. Added new field, Prepayment Proc. Payment codes with a Y in this field will be skipped during reconciling of payments. This insures the prepayment payment of a procedure doesn t get reconciled to the wrong charge. Referring Doctor Codes Maint. We have implemented an edit on the RDR ID # field (UPIN) to force it be at least 6 characters in length. Insurance Form Types Maint. The existing field, Local Use Block, has a new option I for use with paper claims. When set to I, the EMC memo information will print in Block 19 of the CMS1500 form (HCFA). Added new fields: 1. PrmFilingFormat To restrict filing primary insurance claims in CMS1500 or UB92 format only indicate here. Options are: H CMS1500 claim format only (HCFA) U UB92 claim format only Blank - do not restrict the claim format. 2. SecFiling Format To restrict filing secondary insurance claims in CMS1500 or UB92 format only indicate here. Options are the same as #1 above. 3. HMO Form Type Flags form type as a Medicare HMO insurance form type. Used for reporting copay amounts correctly on Medicaid secondary CMS1500 claims. Alternate Ins.Modifier Maint. Added new field, Bill Insurance. It is used to override the "File Insurance" indicator during the Insurance Auto-Select. Options are: Y...Set the bill Insurance flag to Y for charges where this modifier is used. N...Set the bill Insurance flag to N for charges where this modifier is used. If the bill insurance flag is set to N in this field, charges with that modifier will NOT be selected for insurance filing.**note**: Once a carrier is encountered where the modifier sets the File Ins to "N", the remaining 8 of 8

9 balance is transferred to the Patient Balance, since there is no mechanism to automatically transfer it to the next carrier/policy. Alternate Procedure Codes Maint. Please refer to Charge & Debit Adjustment Codes Maint. above. The same fields have been included here as well. Insurance Billing Purge Selected Transactions Now checks to see if all transactions are filed. If not, alerts the user and gives the user the option to print the report of unfiled transactions. Insurance Billing Send EMC Claims Per Se ANSI EMC Electronic Remittances (ERA) This new feature allows for automatic posting of insurance checks and is available to any client processing insurance through Per Se. With ERA you also have the advantage demand and automatic printing of EOB information. Detailed instruction is provided at time of training. 9 of 9

10 Insurance Billing Print Paper Claims Print EOB Info from ERA Files New feature works in conjunction with Electronic Remittances. Used during processing of secondary claims. This feature automatically prints an EOB (1 patient per page) for each secondary claim where the primary payment was posted via the ERA process. Appointments File Maintenance Menu Schedule Control Record Maint. Added new field, DelTkt Aftr Chg. Flag this field Y to delay the deletion of tickets until a charge is successfully posted. If left blank, the ticket number will be deleted when the Charge Entry screen is accessed regardless of a charge being successfully posted. Schedule Default Record Maint. Added new fields. 1. DspMsg top-ub This field is for use in MARS character base only. An entry of Y displays the daily messages in the top 2 lines of the schedule screen. 2. DefaultCol-1 Dr Sets the default number of columns for 1 doctor display in schedule screen. Options are: 1-7, F and Blank. F Full Day, Blank uses the standard 5-column default. Overrides the field 1Dr DispDefault. 3. DefaultCol Multi Dr Displays up to 7 columns in schedule screen for multiple doctors. Options are: 1-7 and Blank (uses the standard 6 doctor default display). 10 of 10