Manual / Patient File

Patient File

The patient file can be accessed via the menu tree shown immediately above, but most often is displayed from the invoice data entry screen when entering a patient. Functions from the main invoice screen include:

Add a Patient from INVOICE screen
Delete (Existing Patient)
A-Add (New Patient)
Patient Screen Field Descriptions
D-Display (Existing Patient)
E-Edit (Change Existing Patient Data)
F-Find (Search for Patient Code)
M-Memo (attach a Memo to a patient record)
Special "Contract" (patient) Status for -HMO's, Nursing Homes, etc.

Following are screens involving Adding/Modifying/etc. Patient data

Screenshot

Screen 1

here are two ways to get to the Main Patient Screen 2: (1) From the Main Menu-Screen1 and (2) From the invoice data entry screen.
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Screenshot

Screen 2 - Main Patient Screen
Note that deleting a patient from this screen can be done by highlighting and holding down the Ctrl key and tapping the U key. However, the patient cannot be deleted if there is an outstanding balance on any invoices. Also note the asterisk (*) by the patient code ALLENCAL - this denotes that a memo is attached to this record as described below. As mentioned, Screen 2 above is accessed from the FILES menu as shown, but this same screen is displayed when entering a new invoice and the patient code is entered. Highlighting an invoice and pressing the A-Add, D-Display, or E-Edit will display the following screen.
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Screenshot

Screen 3 - Detail Patient Screen
Screen 3 above is accessed from the previous screen, as well as from the main invoice screen pressing the function key F5. If from the previous screen, you pressed D-Display, screen 3 is displayed, with no capability to Edit or change. If you pressed E-Edit or if you got to screen 3 via the F5 key from the invoice screen, you are able to change fields other than those in green above. A description of each field follows. FILES menu as shown, but this same screen is displayed when entering a new invoice and the patient code

Explanation of Detail Patient Screen 3 Data Fields

Active Balance	balance sum of all invoices with A-Active status
No. Active Invoices
Other Balance	balance of all invoices not on A-Active status, e.g. H-Hold, L-Legal, C-Collections
No. Other Invoices	number of invoices not on A-Active status
Patient Code	code originally entered-cannot be changed. You can generate a new code for the same patient, and reassign invoices to the new code
Status	A-Active, D-Delete (will be deleted next time end-of-month cleanup is run), S-Subscription (Patient pays a yearly subscription fee), T-Contract (contract-HMO, Hospice, Nursing Home, etc. At end of month cleanup, patient status will be changed to Inactive if there are no invoices with balances. Anytime a new invoice is added, the patient status will automatically be changed to A-Active. If at the end of month cleanup, the status is I-Inactive, the status will automatically be changed to D-Delete. If at end of month cleanup, the status is D-Delete, the patient will be removed from the system. However, note that you have done your monthly backup, and you still have this patient data archived on floppy diskette.
Save Info.	If Yes, this patient will not be removed from the system during end-of-month cleanup. However, a patient will usually stay on the system 2 months after there are no invoices with balances
Finance Charges	You can individually select patients whether or not to assess finance charges. The specifications for finance charges are listed in the Company screen parameters, and charges are posted at the end of month via selecting "ASSESS FINANCE CHARGES"
Name	The transported patients name
Street	Patients street address
Street2	Second line required for some addresses
City	Patient's city and state. If less that 3 characters are entered, the system will assume you are entering a city code, in which case city, state, zip, area code are extracted from the City database
Zip	either entered or extracted from the City database
Phone	The area code is either entered or extracted from the City database-you may or may not want to enter the phone number
Bad Address	Initially, the default is N-No. If you receive return mail, you can change to to Y-Yes and subsequent statements will not be mailed. There is a BAD ADDRESS report you can run as a to do list for correcting addresses.
Race, W/B/O	Initially defaulted to blank. This is not used for any claims, only for internal use-more and more left blank.
Sex, M/F	M-Male, F-Female
Date of Birth	2 digits month-2 digits day-4 digits year (slashes / are auto inserted)
Age	Age is computed from DOB
Social Sec	9 digits (dashes - are auto inserted)
Medicare	(HIC number) - If the Medicare HIC number is the same as SSN, enter only the first number of the SSN and the SSN is copied, followed by your entry of the HIC suffix (A,D,C1, etc.). Otherwise, enter the entire HIC number (note dashes can be either included or not). Railroad Medicare will have a prefix to the 9 digits, whereas regular Medicare has a suffix.
Medicaid	similar to Medicare, except the Medicaid number will vary state to state, with some states having a suffix only, some a prefix only, and some requiring both.
Employment Status	You may want to avoid entering employment information except for Workman's Comp because of the extra screens to fill out. Thus, you may want to stay from entering 4-Employed in this field
Date Employment Verified	Date you verified the Employment status, employer info
Employer Code	Similar to other codes (Patient, Doctor, etc.) You determine the codes you can remember for employers. See the Employer database.
Employer Name	extracted from the Employer database
Responsible for Payment	P-Patient (this is the norm)-if P is entered, the patient's name is copied into the name fields to the right. R-Responsible party (usually a parents name if the patient is a child)-if R is entered, you will be prompted to enter the name to the right. O-Other (aunt, cousin, etc.)-if O is entered, you will be prompted to enter the name to the right. Addresses on the statement will use the name in these fields with the patients address, if the Bill To fields are blank, otherwise the statement address will come from the Bill To fields.
Bill To	Sometimes there is an executor for patients in nursing homes, and this is where statements are mailed, as well as our contact persons. If these fields are non-blank, this is the name and address used for statements.
Notes	Free form-to put anything you wish.

FIND (Search For) a Patient
The Example below is also for entry from the Invoice Data Entry Screen

When the main patient screen 2 is displayed, the file is sorted alphabetically by patient code. To search for a patient, press the F key and a prompt line will be displayed to enter an 8-character patient code. If you enter a complete patient code, you may neither find a match nor near matches, and if you enter too few characters, you will see too many matches. Thus, enter the first 5-6 characters, then either highlight your selection or select the A-Add to add a new patient. From the invoice data entry screen, it is assumed that a patient code (or partial code) has been entered. If the patient code is not on file, the main patient screen 2 will be displayed showing the nearest matches. If you already have the patient on file under another code, highlight the patient and press enter, else either press the F key to find or the A key to add a new patient--first the F key, and then the A key.
F-Find
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Screenshot

Screen 4 - F-Find a Patient

creen 4 shows the result of pressing the F key and entering a partial patient code ADC. We were looking for an Adcock, and did not bother to enter the complete code.

A-Add Patient (from the detail Invoice Screen)
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Screenshot

Screen 5 - Add a Patient (From Invoice Data Entry Screen)

creen 5 shows the result of branching from the invoice screen (the norm), after entering a patient code of ADCOCREB (for Rebecca Adcock). First, screen 5 was displayed (without the prompt line) showing near matches to protect against adding the same patient twice with different codes. Seeing that there was not a Reba Adcock on file, the A key was pressed (A-Add) whereupon the prompt line was displayed WITH the patient code entered in the invoice screen. Pressing the <ENTER> key at this point will display screen a (blank) screen 3 to add the new patient.

MEMO (Attach Memo to Patient Record)

One option from screen 2 is to attach a memo to a patient record. From screen 2, highlight a patient and press the M key, the following screen will be displayed.
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Screenshot

Screen 6 - Add Memo to Patient Record

creen 6 shows the result attaching a memo file. Here, you can type any and as much as you care to. Usually Ctrl END saves a file, but this is the only exception--to save, hold down the Ctrl key and tap the W key. When a memo is attached to a patient record, an asterisk (*) appears to the left of the patient code, as shown in screen 2.

Contract (Special Contracts-Nursing Homes, etc.)
It may be a misnomer to call a Nursing Home, etc. a patient, but that is how the system deals with contracts with Hospitals, Nursing Homes, Hospices, etc. The "Contract" patient screen is different as shown below, and there are less requirements for data entry into a "contract" invoice screen.

Screenshot

Screen 4 - Detail CONTRACT Patient

When the patient status field is T-Contract, the patient detail screen will appear as shown in screen 4. Data entry fields are explained above.