EMS Version 1.61 Operations Manual Chapter Description Page ÄÄÄÄÄÄÄ ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ ÄÄÄÄ 1 ......... Entering Your Activation Code ....... 1 2 ......... Setting Up Your Security ............ 2 A. Programming Your Password ............ 2 B. Password Protection ............ 2 C. Clearing An Invalid Password Attempt .. 2 3 ......... Your Guided Tour Of EMS .............. 4 A. Main Menu ............................. 4 B. Entering An Incident ................. 4 1. No Price Break Down ................ 7 2. Using The Price Break Down ......... 7 4 ......... Viewing And Looking Up A Record ....... 9 A. By Incident ........................... 9 B. By Patient #/ SS # .................... 9 C. By Patient Name ....................... 9 D. By Date Of Incident ................... 9 5 ......... Update Patient Files .................. 10 6 ......... Print Invoice ......................... 11 7 ......... System Set Up ......................... 12 8 ......... Year End Clean Up ..................... 13 9 ......... Billing .............................. 15 10 ......... Insurance ............................. 16 11 ......... Reports ............................... 17 A. Running A Report .................... 17 1. The Activity Report ................. 17 2. Other Reports ....................... 17 B. Adding A New Report ................... 18 C. Sample Reports ......................... 19 12 ......... Rates .............................. 25 Chapter 1 Entering Your Activation Code Page 1 EMS is, by default, in DEMO mode allowing up to 50 records to be entered. This is easily changed to a full working copy by entering your personal activation code provided by the software developers. ------- Entering Your Activation Number 1. From the Main Menu, hold down the "Alt" key and press the "A" key. This will bring up the activation screen. 2. Check to see if the flashing cursor is on the right side, if it is not, press the "Ins" or "Insert" key this will move it from left to right. 3. You may enter the Activation Code. Enter only the numbers and not the commas, then press "Enter". 4. Select "Exit Program" by using the arrow keys left or right and highlight the selection. Press "Enter", This will take you out of EMS and back to the DOS prompt. 5. Type "EMS" and press "Enter" and that's it. Should opening demo screen appear double check the code number. And that's it!! If you still are having problems, you may call one of the developers. Chapter 2 Your Security Page 2 ----- Section 2-A Programming Your Password EMS has an very sophisticated security system built right in! EMS uses a password protection. An employee has to know the correct password to be able to edit or remove an Incident from file. --------- Password Selection 1. From the Main Menu, hold down the "Alt" key and press the "P" key. The Password verification screen will appear asking you for the current password (By default it is blank). If this is your first time setting the password, press "Enter". The change password screen should now appear. Type in your password, and press "Enter". ------ Section 2-B Password Protection EMS's password protection will allow you to know when an invalid password attempt has been made! When a user of your system tries to use an option that is password protected or they try to change it and do not get the password right, EMS's security goes into action. A flashing message will appear on the main menu if an invalid password attempt has been made. EMS will count how many attempts have been made. It will also save the date and even the time of the last attempt. This will give you an idea who could have been using the system! ------ Section 2-C Clearing An Invalid Password Attempt To clear and view the invalid password attempt: 1. From the main menu hold down the "ALT" key and press the "B" key. This will bring up the password verification screen. 2. Enter the current password you have chosen for your system. Section 2-C Clearing An Invalid Password Attempt Page 3 3. A screen will appear to show the number of attempts made, the date and time of the attempts! Press enter to clear it out or "Esc" to exit and keep the current stats. Press "Enter" to zero out the attempts and return back to the main menu. You will still need to exit out of EMS to remove the flashing screen. Chapter 3 Your Guided Tour Of EMS Page 4 ------- Section 3-A The Main Menu The Main Menu has six choices : 1. Show/Edit 2. Billing 3. Insurance 4. Reports 5. Rates 6. Exit Program We are going to look at each one starting with the Show/Edit. First, we will enter a sample incident to get you started. -------- Section 3-B Entering An Incident 1. Select Show/Edit from the main menu by using the arrow keys left or right to highlight this selection then press "Enter". 2. You should now see these choices listed: ------------------ By Incident | By Patient Name | By Date | ------------------ These are tables of Records (Incidents). All display the same list but each one arranges the records in a different order, making it much easier to locate an incident. By Patient #/ SS # will display only the incidents for a certain patient number (Social Security Number). This can take some time if you have a lot of incidents on file, but is very handy to see all of the patient history. Update Patient Files is not a function you will use from here. You can do this while you are entering an incident. Print Invoice will run the Invoice Program which will allow you to print and save invoices. System Setup is where you personalize your system company name, ect. Run Year End Clean Up is EMS's cleanup program which will remove all the $0 balance incidents. This should ONLY be run once a year and not any more. EMS uses all the payments and charges to give you some of its powerful reports. Note: Each one of these will be discussed in detail later. Chapter 3 Your Guided Tour Of EMS Page 5 3. Highlight the "By Incident" and press "Enter" 4. You should now see a Table or a list of the incidents currently on file listed in order by incident. Note: Some very helpful things to keep in mind. "Ins" will allow you to enter a new record "Enter" to view a record "Del" to delete a record "Esc" will exit back to the previous menu From the table of incidents these keys can be used: "F2" to change the bill to address "F3" to add payments to an incident This is a nice way to add payments, but is slow compared to the option of "Billing" from the main menu. "F4" To update any information in the incident record 5. Let's add a sample incident. Press the "Ins" or "Insert" key. 6. You should see the incident record. The first thing that it asks for is the patient number. If this patient is already on file, put their patient number here and all patient information will be retrieved for the incident. (Note: EMS uses the patient's Social Security Number for the Patient Number). We know that we are going to enter this patient, but let's say we are not sure if it's there or not. Enter 123456789 with no dashes, and look what happens. EMS could not find that patient on file. It will bring up a list of the patients on file in case we typed it wrong or to add them to the patient file. You can also locate a patient by typing the last name and EMS will find the last name for you. 7. Now let's add a sample patient to the file. 1. Press the "Ins" key. 2. The first question, is this patient a member of your service program, if you are using a service program. If not, just press enter. 3. Now, it needs to know the Social Security Number of the patient. Chapter 3 Your Guided Tour Of EMS Page 6 4. Next, it wants to know the first and last name as well as the middle initial, the address, city, state, zip code, date of birth, sex and their physician as well as their Medicare, Medicaid, group and other insurance numbers. 5. After you press Enter on the "Other Insurance" line you will be placed back at the patient table with your new record added. Now highlight the patient you just added, if it is not already highlighted, by using the arrow keys and then press "Enter". 6. All of the patient's information will then be added to the incident ("F1" key at any place on this is the HELP key) Now, it is asking you for the date of the incident, put in the date, if it is not today's, date then press "Enter". 7. Next, it will place you on the "Bill To" line. Here you can enter "Same" to have the above information filled in here. Entering "Ins" here will place the insurance information filled in here in a few minutes, or you may type in any other "Bill To" information here. Let's enter "INS" here for the insurance. 8. After the "Bill To" information you are asked for the Insurance Code or leave it 0, if you are unsure of the insurance number. Press the "F2" key to look up the code. 9. An insurance table now appears to pick from, but let's add a new insurance company to it by pressing the "Ins" key. The "Insurance Company Update" screen will come up. The first thing EMS will ask is for the Insurance Code Number. Put in any number you wish for this company. This is the number you will place in the incident. Next is the insurance company name and address, so on enter whatever you wish on these. 10. You will then be placed back to the insurance company table. Highlight this company and press "Enter". Now you will be returned back to the Incident form. The next question asked is the Incident Loca- tion. Enter the place where you picked up the patient and press "Enter". Now look at the" bill to" section and it will have all insurance companies addresses and the next fields on company name will also be filled in. 11. Next is any special directions or comments. Chapter 3 Your Guided Tour Of EMS Page 7 12. Now you are on "Show Price Break Down". With this option you can choose the check list, which is the most popular, or the short form which you see below. Lets look at both. ----------- Section 3-B-1 No Price Break Down 1. The Short form is used if you select "N" from the "Show Price Break Down". The next question asked is this a Basic or an A.L.S. run. Select the correct one by using the arrow keys left and right to highlight it. A. Next it will ask you for the O2 Hours used. Enter the number if any. B. Now it will ask you for the base fee, if it is anything other than what is set up in the Rates form which you can set from the main menu. For now let's just use what is already set in the rates. So just press enter on this field without adding any amount and now you will see that EMS will pull the amount from the rates. C. You then will be placed in the mileage. Here you will place the number of miles that were traveled on this trip, then press Enter. D. Now it is asking you for any additional charges on this trip. E. After entering on this field you have added a new incident. It will then print an incident report if you have it set up in the control file. By default, it is set to print it. If you do not have a printer hooked up or it is off, don't worry it will place a screen telling you to check the printer. You can use the arrow to the cancel. ----------- Section 3-B-2 Using The Price Break Down 1. The Long form is used if you select "Y" from the "Show Price Break Down" and the price table should appear. The first question asked is this a Basic or an A.L.S. run, select the correct one by using the arrow keys left and right to highlight it. Chapter 3 Your Guided Tour Of EMS Page 8 2. The base rate is what EMS has stored in the rates file, press "Enter" and it will add the rate. 3. Mileage is the amount of miles the trip took, enter the number. 4. Oxygen is the number of O2 Hours, if any. Put in the number or you may leave it blank. 5. It is now asking if an OB Kit was used. You can simply press enter for no OB Kit or press the "Y" if one was used. 6. How many bandages or gauze were used in this trip? Enter the number here. 7. Was a backboard used on this trip "Y" for yes or enter as it is will be no. 8. Enter the number of hours for waiting you will charge, if any. 9. I won't bore you by going through each and every line. EMS will either want a number or a "Y" to the next questions. Choose the ones you wish. Please remember, if you make a mistake you can simply press the "ESC" to back up one step at a time to change it. 10. After pressing enter on the last field it will try to print the incident report. If you don't have a printer hooked up, don't worry. A screen will appear telling you the printer is not ready. Select Cancel and then press enter. Chapter 4 Viewing And Looking Up A Record Page 9 A. By Incident will display a list of your records in the order listing your incidents from the lowest to the largest numbers of the incidents. B. By Patient #/ SS # will look up all the incidents for a certain patient. After chosing this option you will be asked for the patient's number. If for some reason you typed it wrong EMS will display a list to pick from. If this happens highlight the patient you wish to look up and press "Enter" EMS will then look through all the incidents on file and display only the ones for the patient you chose. C. By Patient Name will sort your incidents in order by the patient's last name. D. By Date Of Incident will sort the list in the order by the date arranged by months. Chapter 5 Update Patient Files Page 10 This is where you can post any updates to a patient's file. This is the same screen you worked with earlier when you added an incident to file. 1. Use "Ins" to add a new patient. 2. Press "Enter" to update the patient's file. 3. Press the "Delete" to remove this patient from this list. When deleting a patient it will prompt you showing you the record before it removes it to make SURE you want to delete it. If you do press "Enter" and it will be removed or you may press the "Esc" to stop the delete. 4. You may use the "Page Up" and "Page Down" to move a screen at a time. Using the Arrow keys allows you to move one at a time. Note: Number 4 is true on all the "Tables" that display the records. Chapter 6 Print Invoice Page 11 This is used to print and store your invoices you will send. You may wish, instead, to use the Statements report in the report, depending on which one you like better. 1. Select this option by using the arrow keys to highlight it and press "Enter". 2. If you have not used this there will be no records in the table to view, so EMS will take you directly to the "Add Form". If you have some already there it will display them. To add and print an invoice press the "INS" key. 3. It will first ask you for a date for the invoice, this is NOT the date of the incident. The default is today's date. If this is fine, press "enter" to accept it. 4. Now is the time to enter the incident you wish to print an invoice for. Put the number of the incident in and EMS will retrieve all the information for you. If you enter an incident that is not on file you will be presented with a list to pick from, listed in order by the patients last name. You may "Locate" a certain last name by typing it in. 5. EMS will now pause to make sure this is the one you wanted. If it isn't press the "Esc" key to reenter another incident number. After you are happy with the selection you chose press the "Enter" key to accept. 6. The next thing to appear is the "special invoice" instructions screen. This is where you can enter any special comments to add to the invoice like "Past Due Please Submit Payment At Once Or We Will Send The Hounds After YOU", or anything you wish. 7. EMS will now check to see if the printer is ready, then it will print the invoice and return you to the table and you will see the invoice you just added. 8. If you are finished you can press the "Esc" key to return to the show edit menu. Chapter 7 System Setup Page 12 This section is for setting up your company name and other information to be printed on the reports and for some personalizing of your program. 1. Highlight this selection using the arrow keys and press "Enter". 2. The first field it will ask you for is your company name to be used on the reports. Along with your address, city, state, zip code and the phone number. This part should be the easiest part so far!! 3. Now it is wanting to know if you would like to print an incident report each time you enter a new incident or not. We have found that most companies like to keep a record on file. The call is up to you. 4. This question is similar to the last. Do you wish to print a payment report after entering a payment or not? 5. This is one of the most important question EMS has to ask you. Enter the date of the first day of the current year, if it is 1993 the date should be 01/01/93. EMS uses this date when it runs it's activity report to find out when to start totaling the year to date. Setting this wrong WILL put your activity report off. Note: After the year changes you will need to change this also. Chapter 8 Year End Clean Up Page 13 This is ONLY to be run at the first business day after or on the first, ONLY after you have run your activity report. 1. Highlight this option using the arrow keys and press enter. 2. This part is password protected for obvious reasons. This, if not for any other reason, is why we suggest you use the security EMS provides. 3. Enter your password and you will be taken to the opening menu for the clean up program. Don't worry if you did this by mistake. Just press the "Esc" key and it will exit back to EMS. Only when you press "Enter" will it start the clean up! 4. There's nothing else to do but set back and let EMS do the work! 5. You will see a bar graph to show the progress being made. This is finding all the incidents with a zero balance and finding the payments for them. It will then remove the payments for the incident and the incident itself. This is the reason it is to be run only once a year. The records CAN NOT be retrieved after it removes them! Chapter 9 Billing Page 14 This is where you will be posting all of your payments for a certain incident. 1. Highlight this option using the arrow keys and press enter. 2. You will then be asked for the incident number you wish to post payments to. Enter the incident number if it is incorrect, you will get a list to pick from. 3. Now EMS will get all the payments made to this incident. If it has no payments added already it will tell you this table is empty do you wish to add, select yes. 4. The first question is the payment date EMS will put today's date in or you may change it to reflect the payment date, if it was received on another day. 5. Enter the amount of the payment. EMS will not allow you to enter an amount that is greater than the amount left unpaid for the incident. 6. Enter the Method of payment the following are available: "CA" Paid in cash ---------- "CH" Paid with a check | "GI" Paid By Group Insurance | "MD" Paid by Medicaid | "ME" Paid by Medicare | "OI" Paid by Other Insurance ------| | These require an amount. If it is left blank it will place you back at the amount field if left blank. If everything is correct EMS will then put up a screen to you asking for the last payment date. It will bring the date of the payment in here, if this is correct press "Enter" to accept it. It will then print the payment report for this incident, if you have it set to do so in your Systems Set up. "CO" amount charged off If the "Amount" field is not blank and you chose this method of payment you will be placed back at that field. It should be left blank if this is a charge off. After choosing this to be a charge off, you will be placed in the charge off field. EMS wishes to know the amount you wish to "Charge Off" or "Write Off". The amount can not be more than the balance of the incident. Chapter 9 Billing Page 15 If this is left blank EMS will assume that you wish to charge off all of the remaining balance and will place it in this field. It will then print the payment report for this incident, if you have it set to do so in your Systems Set up. 7. You will now be back at the table of the payments for this incident. Chapter 10 Insurance Page 16 This section is for updating of your insurance companies, their address and phone numbers. 1. Highlight this option using the arrow keys and press enter. 2. You will now see the Insurance table. 3. As mentioned earlier the "Ins" key will allow you to add a new insurance company. "Enter" to edit the highlighted company. "Del" to remove a insurance company. I will not bore you again, we have already discussed this in Chapter 3. Note : Refer to Chapter 3 Page 6 Number 9 for adding an insurance company ( This is the same table ) Chapter 11 Reports Page 17 ------- A. Running a report There are two different types of reports the Activity Report and the other we refer to as Custom reports. 1. The Activity Report is a report that will tell you the payment and charge activity for your company. It will tell you how much Medicare, Medicaid, Group and Other Insurance have been made in a certain time frame along with the amount paid in cash and check. It will also tell you how many charges have been posted, how much has been charged off, and the balance left due on all of these charges for the month you chose and the year to date. This report is run by pressing the "F4" key. EMS will then need to know the dates you wish to see. The first is the starting date. Lets say you wanted to see from 08/01/93 to 08/31/93 for the activity for the month of August these would be the starting and ending date you would enter. After entering the dates for the report EMS will then get the information for your report. You will see the screen "Working On Report" after it get the information for the date you picked it will then work on the Year To Date for the second half of it's report. This report could take some time depending on how many records are on file and the speed of your machine. Note : See sample report later on in this chapter. 2. Other Reports, or Custom Reports, can be run simply by highlighting the report you wish to run and pressing the "F10" key. These reports are where EMS really shows it's stuff. These are NOT limited to the version of EMS you have. You can add more reports as you wish and give the reports any description you wish! EMS has a 24 Hour a day Bulletin Board Service Available for you to call to receive the newest reports out. Free To you for a year after purchase. With a continuing Update Renewal Contract for $99.95 a year you can get the latest and most up to date versions of EMS and the latest reports. Chapter 11 Reports Page 18 -------- B. Adding A New Report. Now let me show you how easy it is to add a new report to your system. After receiving a new report by calling the board or if you receive it in the mail, there will be two files for each report. They will both have the same name but a different extension, One ?????.DEF and ?????.TXT (?? meaning any name). The "TXT" is a sample report which will show you a sample of this report. The "DEF' is the report itself. To add a report, copy it into EMS's directory. Start the program up and chose the Reports section. Press the "Ins" key and it will ask for the report name. Name it the same as the file name (????.DEF). Now give it the Database name usually it is "EMS.DEF" , without the ". Now give it a description describing the report. The file name, Database name and the description will be listed in the "TXT" file, that will be with the "DEF" . Not too bad, eh? If you have any problems help is as close as a phone call away. Chapter 11 Sample Reports Page 19 ----------- Section C Your Company Name Activity Report Date ##/##/## Report Date ##/##/## To ##/##/## ------------------------------------------------------------ Amount Paid In Cash $###,###.## Amount Paid In Check $###,###.## Amount Paid By Medicare $###,###.## Amount Paid By Medicaid $###,###.## Amount Paid By Group Insurance $###,###.## Amount Paid By Other Insurance $###,###.## Amount Charged Off $###,###.## Amount Paid Total $###,###.## Amount Charged Off $###,###.## Amount Paid Total After ##/##/## $###,###.## Amount Charged Off After ##/##/## $###,###.## Total Charges After ##/##/## $###,###.## Total Current Outstanding $###,###.## Total Charges From ##/##/## To ##/##/## $###,###.## ------------------------------------------------------------ Year To Date ##/##/## To ##/##/## Amount Paid In Cash $###,###.## Amount Paid In Check $###,###.## Amount Paid By Medicare $###,###.## Amount Paid By Medicaid $###,###.## Amount Paid By Group Insurance $###,###.## Amount Paid By Other Insurance $###,###.## Amount Charged Off $###,###.## Amount Paid Total $###,###.## Amount Charged Off $###,###.## Amount Paid Total After ##/##/## $###,###.## Amount Charged Off After ##/##/## $###,###.## Total Charges After ##/##/## $###,###.## Total Current Outstanding $###,###.## Total Charges From ##/##/## To ##/##/## $###,###.## ------------------------------------------------------------ Emergency Medical Systems Chapter 11 Sample Reports Page 20 ----------- Section C Your Company Name ##/##/## Charge Off Accounts Page: # ------------------------------------------------------------- Cool, Joe SS # 123-45-4766 Incident :1 Date : ##/##/## Charge Off Amount $###.## ------------------------------------------------------------- Cool, Joe SS # 123-45-4766 Incident :2 Date : ##/##/## Charge Off Amount $###.## ------------------------------------------------------------- Total Charged Off Accounts: #### Total Amount Charged Off: $###.## ------------------------------------------------------------ CHGOFF# Emergency Medical Systems (c) 1992 Chapter 11 Sample Reports Page 21 ----------- Section C Your Company Name ##/##/## Patient Listing Page : ## ------------------------------------------------------------- Goss, Doyle SSN 123-45-6789 Hwy. 12 West (601)555-1022 Kosciusko, Ms. 390900000 Date Of Birth 3/27/66 Doctor: Dr. Holdiness Brown, Diane SSN 666-18-4203 P.O. Box 12345 (601)289-9090 Kosciusko, Ms. 390900000 Date Of Birth 3/01/70 Doctor: Dr. Goss ------------------------------------------------------------- CIF0100# Emergency Medical Systems (c) 1992 Chapter 11 Sample Reports Page 22 ----------- Section C Your Company Name ##/##/## Incident List Page: # Incident Incident Current Number Patient Name Date Billed Balance ------------------------------------------------------------- # Last, First ##/##/## $###.## $###.## # Last, First ##/##/## $###.## $###.## # Last, First ##/##/## $###.## $###.## # Last, First ##/##/## $###.## $###.## # Last, First ##/##/## $###.## $###.## ----------------------------------------------------------- Total Number Of Incidents: ### Amount Billed: $###,###.## Amount Remaining: $###,###.## ------------------------------------------------------------- INLST01# Emergency Medical Systems (c) 1992 Chapter 11 Sample Reports Page 23 ----------- Section C Your Company Name ##/##/## Payment Activity Page: # From ##/##/## To ##/##/## Incident Payment Payment Payment Charge Number Patient Name Date Amount Method Off ------------------------------------------------------------- # Last, First ##/##/## $##.## ME $##.## Total Payments: ## Remaining Balance: $###,###.## ------------------------------------------------------------- # Last, First ##/##/## $##.## ME $##.## Total Payments: ## Remaining Balance: $###,###.## ------------------------------------------------------------- Total Payments ### Total Charge Off $###,###.## ------------------------------------------------------------- PAYACT1# Emergency Medical Systems (c) 1992 Chapter 11 Sample Reports Page 24 ----------- Section C Your Company Name Statement Date : ##/##/## 101 Street Account Number :###-##-#### Kosciusko, Ms. 39090 Statement # : ######### Doyle D Goss Insurance Code #: ### Hwy 12 West Kosciusko, Ms. 39090-000 Incident Incident Bal. Date Current Bal. Location ------------------------------------------------------------- 1 $215.00 1/02/93 $215.00 Res/Lackey Past Due 2 $200.00 1/22/93 $100.00 Lacky/Res Last Payment 2/15/93 Past Due ------------------------------------------------------------- Total Balance : $315.00 ------------------------------------------------------------- *** Comment Line *** STATM01 (c) 1993 EMS Systems Chapter 12 Rates Page 25 The rate are very easy to understand. It is simply asking for the rates you wish to charge for the services , A.L.S. or Basic. These rates will be retrieved by EMS when you are entering an incident. Place any rates your service will charge. EMS Version 1.61 / Emergency Medical Systems \ Software Development Team : Andy McMillon & Doyle Goss Manual Written By : Doyle Goss * (601) 289-5015 Support BBS Numbers * (601) 289-7837 14,400 Baud * (601) 289-7838 28,800 Baud Special Thanks Go Out To The Following People Diane Goss : For All Her Help In Developing And Proofing Of The Software, Manual And Most Of All For Putting Up With Me During EMS's Development! Sarah Boutwell: For being a very special person in my life. Lisa Keith : For Her Help In The Medical/Technical Help On The Development Of The Software And The Proofing Of The Manual. Lynn Keith : For All His Help In The Writing Of The EMS Manual. Jay McMillon : For Being A Great Son. Linda McMillon: For Being A Great Wife.