CHIRO Patient Data Base and Claim Form Processing PROGRAM GUIDE C & C Computer Support RR#3, Box 3700 Factoryville, PA 18419 (717) 945-5753 2 System Requirements IBM Personal Computer(tm) or compatible Minimum 512K of random access memory (RAM) Minimum 20 meg. Hard Disk Drive 80 column monitor (MONO, CGA, EGA, VGA or XGA) PC-DOS or MS-DOS, version 3.0 or higher Epson(tm) or compatible Dot Matrix Printer Claim Forms (HCFA-1500) Explanation of files CHIRO.EXE - Main program CLAIM.DAT - Patient Record file INDEXREC.DAT - Index records for System use INSTALL.EXE - Program for Hard Drive installation CARRIER.DAT - Insurance Company Information SURGPROC.DAT - Procedure Codes (CPT) DIAG.DAT - Diagnosis Codes (ICD9) DOCUMENT.HLP - System HELP File Start DOS Follow the procedures outlined in the computer's Operating Manual for the version of DOS installed in your system to obtain a DOS prompt. On a hard drive system the prompt is usually C>. 3 Running CHIRO At the C> or the directory prompt (eg. C:\CHIRO>) type "CHIRO" AFTER you have entered the date and time. Always enter the correct date and time when running the program. If your system contains a clock/calendar option simply type "CHIRO" to start the program. The system is designed to automatically adjust itself for any type of monitor (CGA, EGA, VGA, XGA or monochrome). GENERAL INFORMATION All functions are selected through the MAIN MENU. The main function of the program is to print Claim Forms HCFA-1500, and to maintain a data base of all of the forms submitted, with related accounting. In addition, the system provides the convenience of a Patient appointment scheduler and a versatile Statement facility which can be used for billing, receipts, memorandums, and letters. The data base will contain a permanent record of Office Visits, Diagnosis History, Procedure Codes, Charges, and all Patient and Insurance Company information. Patient records can be created, displayed, modified, and deleted. As new records are created, the system will automatically sort the records in alphabetical order. All system functions, such as searching for a particular record, bringing up HELP screens, printing a Claim Form, etc., can be activated at various sub menus or screens. Simply follow the Function keys always displayed on the bottom of the screen. 4 MAIN MENU The following describes the design of the MAIN MENU screen. On the center of the screen, just below the menu items, the name and title of the principal user of the system will be displayed. This is part of the personal information provided during the one time INSTALLATION procedure, and will appear on each HCFA-1500 Form and Statement when printed. On the bottom right of the screen is the current time. If this is incorrect, please exit to DOS and reset the system to the correct time. The bottom left displays the current day of the week, and the full current date. If this is incorrect, you SHOULD exit the program and reset the system to the correct date. There are many functions within the CHIRO program dependent on the correct date such as, aging reports, dating of the claim form, and daysheet processing. The [F1] Function key is displayed directly below the menu and you may press this key at any time to display the HELP window. Scrolling through the window will provide you with online HELP for each main system function. The HELP window is available throughout the system at various screens. This function is context sensitive which means that the system will recognize where you are and will pop up the appropriate HELP window needed. The [F8] Function key displayed directly below the menu on the right hand side will allow you to change the background screen color. Although CHIRO has been designed to display pleasing color combinations, the user may desire a different background. This is sometimes needed during long computer sessions. Pressing the [F8] function key will change the background color to black, and leave the foreground colors intact. 5 LEARNING THE SYSTEM The following pages will provide you with detailed information on each MAIN MENU item and screen. It is recommended that you go through each item and screen, one at a time, to become familiar with all of the system functions and features. There are many features within each screen that will add to the enjoyment of using a computer system and it will be well worth your time to learn and use them. You will do no harm and if you attempt try to perform an illegal or incorrect operation the system will recognize it, and will warn you accordingly. The first item to become familiar with is Item #9. This feature will save you a great deal of typing and calculations. Once you establish your base of Diagnostic and Procedure codes with fees, you can always return to edit or add to the number of entries. The names and addresses of Insurance Carriers, although not needed on the HCFA-1500, will print on the upper right hand corner of the form. This is provided as a convenience to you, for referencing and mailing purposes. At this point you should create a few sample records. Simply select Item #1 and follow the system prompts. You will notice that all of the information asked for on each screen is pertinent to maintaining a detailed Patient data base. All Function keys (eg. F1 - F10) displayed at the bottom of each screen are very important. They will allow you to execute many major system functions. Please be aware of the changing display of the function keys as they will guide you through the workings of the CHIRO system. 6 1 - CREATE NEW PATIENT RECORD After you type in the full name of the new Patient the system will perform a syntax check to make certain that the name is acceptable. If the name must be re-typed simply hit the [F7] Function key to refresh the input screen. If the name is acceptable, the system will activate the Function key [F6] to save the new record. You will then be presented with the first of three (3) screens which will be used for all data base functions such as new record creation, editing, browsing, billing, etc. Screen 1 contains all basic information regarding the Patient. Screen 2 is designed as a facsimile of Claim Form HCFA-1500 and contains all Visit information and charges. Screen 3 contains all information relating to the Insured, Other Insured and Carriers. ALL THREE SCREENS ARE DESCRIBED IN DETAIL ON THE FOLLOWING PAGES. Within all 3 screens you will be prompted by a highlighted bar for typing data in each field. The highlighted area actually illustrates in graphic form, the length of the field. All NUMERIC fields, including DATE fields are automatically adjusted to provide proper alignment. When editing a DATE field the entire date must be retyped. EDITING functions are provided for all fields. For instance, you may insert, type-over, delete, use the Home and End keys or change any character entered in any field displayed. 7 2 - DISPLAY OR EDIT PATIENT RECORD Selecting this item will allow you to scan the entire data base index file to select an existing Patient record. You may type in the first initial of the Patient's last name to jump to the group of Patients starting with the initial selected. A pop-up window will prompt you accordingly. When the Patient record is found all 3 screens described below will become available to you for browsing or editing. All displayed fields can be changed with the exception of Total Charges. Total Charges are automatically calculated during creation of a new record or modification of an existing record. The NumLock key must be OFF to use the cursor keys. Movement from field to field is accomplished by using the Up and Down cursor keys. Use the TAB key to move to the right and use the TAB key in combination with the SHIFT key to move to the left. Use the PgUp and PgDn keys, located on the Numeric keypad, to rapidly display all three screens. As you move from field to field within each screen there will be a changing message or prompt at the bottom of the screen. This is provided to assist you in using the correct format for typing in the data, and in many cases will display the related item number or position on the HCFA-1500 Form. These messages are important and should be followed carefully. 8 SCREEN 1 (Display or Edit Patient Record) FUNCTION KEY ASSIGNMENTS F1 - Displays context sensitive HELP Window F2 - Returns to display the MAIN MENU F4 - When displayed at any one of the four diagnosis fields will produce a window illustrating all of the codes and the verbiage as originally established by you via Item 9 in the Main Menu. F7 - Displays a Payment Summary window illustrating the aging of charges and payment control. The information in this window is automatically calculated by the system. As you enter charges, payments, and dates the system keeps track of everything for subsequent printing of reports and Claim forms. Insurance payments and Patient payments are recorded via Daysheet entries made in Screen 2. F9 - Prints a HCFA-1500 form for the displayed record only. This screen also provides the function to remove a Patient record from the data base. Type the word "DELETE" in the first six positions at the Patient's Name prompt. You will be asked to confirm this choice before any action is taken. The record will be "marked" for deletion but will not be physically removed from the Patient database until you run a Purge via Item #6 on the Main Menu. 9 SCREEN 2 (Display or Edit Patient Record) FUNCTION KEY ASSIGNMENTS F1 - Displays context sensitive HELP window F2 - Returns to display the MAIN MENU F3 - Daysheet entries can be made when this Function key assignment is displayed under the Charges column. After you enter the charge or fee, hit the [F3] key to bring up the Daysheet window. You will be prompted to input the amount paid and the type of payment. The system will calculate the balance due. The bottom line of Function key assignments changes when the Daysheet window is activated. Use the [F5] key to record the entry, the [F9] key to print the entire Daysheet, or the [F10] key to re-activate Screen 2 entries. When you hit the [F5] Function key to record the entry, the amount paid will be applied to the balance due and will be reflected in either the Patient Payments or Insurance Payments, depending on the payment type you selected. If you wish to see a summary of all payments made and a breakdown of how they were applied hit the [F7] Function key on Screen 1. Daysheet entries are generally made on a daily basis and overlay the prior day's entries. It is therefore necessary to print the Daysheet Report during the current session. You will have several opportunities to print the Report. It can be printed at the Daysheet window on Screen 2 or from the Main Menu via Item #5. If you create Daysheet entries and fail to print a report, CHIRO will recognize this and will issue a warning when exiting the System. 10 SCREEN 2 (Display or Edit Patient Record) FUNCTION KEY ASSIGNMENTS (Cont.) F4 - When displayed at any one of the procedure code fields will produce a window illustrating the codes, verbiage, and fees entered by you via Item 9 on the Main Menu. F5 - Hitting this key will bring up a message entry item which will print on the extreme bottom of the HCFA-1500 Form. This is sometimes required when you want to inform the Carrier of a duplicate bill or X-ray dates. F6 - A Pop-Up calculator is available to assist in determining charges of visits and procedures versus number of units. F8 - Many Patient records will require more than the 12 Visit slots provided on this screen. When additional entries are needed for the same Patient, you may either create a new additional record or clear out the visit data by hitting this Function Key. If you decide to clear out the present data it will be permanently deleted, therefore, you should maintain a printed copy of the present record contents. F9 - Prints a HCFA-1500 Form for the displayed record only. F10 A special feature on this screen is the private Pop-up memo which becomes a permanent part of the Patient record and is not available for display elsewhere. This is your personal electronic note pad to be used as desired. Placing an "X" in the position of any line displayed will select the line for printing on the HCFA-1500 and the Statement. Removing the "X" with the space bar will reverse the action. This is helpful when you want to maintain ALL office visits and print only certain ones. Typing a "D" will delete the entire visit line. Each of the four visit entry sets are viewed by hitting the F7 key. 11 SCREEN 3 (Display or Edit Patient Record) FUNCTION KEY ASSIGNMENTS F1 - Displays context sensitive HELP window F2 - Returns to display the MAIN MENU F4 - When displayed at the Insurance Company Name field it will produce a window illustrating all of the Carrier names and addresses as established by you via Item #9 on the Main Menu. Although this information is not required on the HCFA-1500 Form, it is provided as a convenience to you. The Name and Address of the Insurance Company will print on the upper right portion of the Form. When you choose the Name of the Carrier, the system will extract the Name as well as the address and bring them forward into the appropriate fields on Screen 3. The Message area on the lower left side of this screen will provide you with important information as to where on the claim form the related field will be inserted. It will also indicate when necessary, the format of the field. Certain fields, although entered in lower case characters will be automatically raised to upper case by the System (eg. SEX and STATE entries). For signature entries (Items 12 and 13), the System will allow you to enter one of three choices as indicated by the pop-up window displayed, when this field is highlighted. This will eliminate the need of you obtaining the signature of the Patient before mailing the Claim Form. 12 3 - BROWSE AND PRINT PATIENT FILE Selection of this Menu item will allow you to quickly browse through the entire Patient file to review the name, address, date of birth, and several other important fields of each Patient on file. Use the Up and Down arrow keys or the PgUp and PgDn keys to browse through the file. As you browse through the file you may print the basic information displayed on the screen. For example, if you are searching for old Last Visit Dates or upcoming Birthdays, simply hit the [F7] key to print the Patient record for telephone follow up or mailing of cards. FUNCTION KEY ASSIGNMENTS F2 - Returns to display the MAIN MENU F5 - Hitting this key will print standard size mailing labels (3 1/2" x 1"), either in Zip Code or Alphabetical order. If you wish you may use regular computer paper, and the output will be a listing of all Patient records on file. F7 - Will print out the currently displayed Patient record. F9 - Will print ALL Patient names, addresses, and birth dates. F10 This allows you to create a DOS text file named "PATIENT.TXT" which can be input to any Word Processor. If your Word Processor is in a directory named "WP", the DOS command to issue at the C:\CHIRO prompt would be "COPY PATIENT.TXT C:\WP". A copy of the file containing all Patient names, addresses, and birth dates will be placed in the directory specified. This screen also displays whether or not a Claim Form has been sent. If you change any Visit item on Screen 2, the System will recognize it and will change the indicator back to "NO", even though a form was previously sent. This is useful when trying to determine if any Visits have not yet been billed. 13 4 - PATIENT STATEMENT & BILLING This item will allow you to create and print a statement as designed by you on standard size printer paper (8 1/2" x 11"). Visit information for the Patient selected will be displayed on the screen and can be overwritten or edited. Monetary fields can be blanked out and edited and will not affect the amounts stored on the Patient Data Base. All changes, including monetary ones, are for the Statement only. The first displayed screen represents the upper part of the form and the second screen represents the lower part of the form. Up to twelve lines of information may be entered on the lower portion of the statement. This versatile feature can also be used to produce small letters memorandums or notes, as well as being used for receipts for walk-in Patients and billing. 5 - PRINT OR DISPLAY REPORTS Selection of Item #1 will print a report of claim forms submitted for the specified time period or display the report on the screen. Type in the beginning and ending dates of the time frame required. The system will search through the Patient file and select all records falling within the dates entered by you. The report will include the Patient's name, date of the Claim Form, monetary control items and aging data. Signature date entries (HCFA-1500 Item 12), must be entered for this function to operate properly. If you select (S) for screen, the report can be reviewed and scrolled on the monitor. Selection of Item #2 will produce the daily Daysheet report on the screen and can also be printed. Please refer to the [F3] Function Key assignment on page 10 of this manual for details on Daysheet entries. The entries cannot be edited or changed. If changes are required the adjustment facility within the Daysheet window will allow you to correct or adjust any entry. Selecting #3 will display the 10 most frequently used Procedure codes in a colorful graphical format. The graph will not be created if there are less than 10 different Procedure codes on the Patient data base. Selecting #5 at the Main Menu and then #4 at the sub-menu will provide you full Word Processing features to create Narrative reports, letters and memos. The CHIRO online Help System will furnish you with basic key functions and additional information on this feature. 14 6 - PATIENT FILE UTILITIES Selecting this item will produce a window providing a choice of either purging deleted records, backing up Patient files or restoring Patient files. The following explains all choices. (1 - PURGE DELETED RECORDS) This sub-menu selection is used to remove Patient records that are no longer needed. The only records that will be erased will be the ones that you previously marked for deletion. This is accomplished on Screen 1 by typing "DELETE" in the first 6 characters of the Patient's name entry. The system is designed to physically maintain all records whether or not you mark them for deletion and will only be removed with this function. The purge function should be used with CAUTION, as the deleted records cannot be recovered. It is recommended that this function be used when the data base grows very large, or when disk space is needed. If no records are marked for deletion the purge function will rewrite each Patient record intact, and will report the results of the activity. A new index file is created after the purge. (2 - BACKUP PATIENT FILES) The system will automatically backup the Patient file by placing a duplicate copy of the file on the hard disk after each session. It is up to you to determine when a physical backup should be made of the files on a floppy diskette, for extra security. It is recommended that this task be activated at least ONCE PER DAY. Before selecting this item make certain that several FORMATTED diskettes are available for immediate use. (3 - RESTORE PATIENT FILES) In the event of a disaster (eg. hard disk crash caused by power failure), the floppy disk backups can be used to restore all Patient data. 15 7 - PRINT FORM HCFA-1500 In addition to printing Form HCFA-1500 directly from Screen 1 or Screen 2, you may print forms from this Menu Item which provides you with several batching selections described below. (1 - SELECT BY PATIENT NAMES) This allows you to queu or batch to 10 forms for 10 different Patients. The Pop-up menu windows will guide you through the process and display the activity that takes place for the Patients selected. (2 - ALL OPEN ACCOUNTS) The System will scan the Patient file and print HCFA-1500 forms for all records with open balances. (3 - MEDICARE OPEN ACCOUNTS) The System will scan the Patient file and print HCFA-1500 forms for all records with open balances and Medicare Program Blocks. (4 - OTHER OPEN ACCOUNTS) A sub-menu will appear to allow you to select a specific Program Block for the System to use as a selection criteria. Once selected the System will scan the entire file and print HCFA-1500 forms on all records containing open balances for the Program Block you selected. All Patient data including the Kind of Form (Program Block) must be entered on all 3 screens before printing, as this information is required on Claim Form HCFA-1500. Form HCFA-1500 must be set up correctly in the printer to ascertain all fields are properly positioned. To do so, align the top of the form with the printer head and print a few samples. Once you have determined that the alignment of all fields is correct, it is recommended that you mark a blank claim form for future reference. It is also recommended that you purchase perforated continuous forms of HCFA-1500 through your usual supply channels. 16 8 - APPOINTMENT CALENDAR If an appointment file does not yet exist or is outdated, you will be asked to create one. When the calendar is scrolled beyond the last day on file, the system will automatically generate additional days, depending on how many days you select. The oldest days will be deleted so that the file does not grow to enormous proportions. If you wish to scroll more than one day please hold down the CTRL key while pressing PgUp or PgDn. Hitting the [F6] key will toggle a convenient pop-up calendar. 9 - CARRIER & CODE TABLES This function will save you a great deal of typing once the verbiage, codes, and fees are established. You should complete as much as possible before using the System. Three separate tables of codes and verbiage are created and permanently stored becoming available to the system. Entries for the first category "PROCEDURE CODES (CPT)" are used in Screen 2 under Procedure code. If desired you may overwrite and edit the verbiage or blank it out. Entries for "CARRIER NAMES & ADDRESSES" will be used in Screen 3 to select the name of the Insurance Company. Entries for "DIAGNOSTIC CODES (ICD9)" are used in Screen 1 within any one of the four diagnosis entries. X - QUIT PROGRAM & EXIT TO DOS It is absolutely necessary to exit the program properly to trigger automatic backup of the Patient File. If the machine is turned off without properly exiting the program through the MAIN MENU, or if a power failure occurs, file integrity will be in question, and may require emergency restore measures. ---------------------------------------------------------------------------- PLEASE COMPLETE THE FOLLOWING AND SEND WITH YOUR REMITTANCE OF $249 TO RECEIVE THE LATEST VERSION OF CHIRO AND A PRINTED MANUAL. YOU WILL ALSO BECOME A REGISTERED USER AND WILL BE ENTITLED TO FULL PROGRAM SUPPORT AND AUTOMATIC UPDATE NOTIFICATIONS AT REDUCED PRICES. NAME_________________________________________________ ADDRESS_________________________________________________ _________________________________________________ TELEPHONE_________________________________________________ DISKETTE SIZE 5 1/4____ 3 1/2____ MAIL TO: C & C COMPUTER SUPPORT RR 3, BOX 3700 FACTORYVILLE, PA 18419 THANK YOU FOR SUPPORTING SHAREWARE! 1992 ----------------------------------------------------------------------------