Introduction to Medisoft 3 Introduction to Medisoft

Learning Outcomes When you finish this chapter, you will be able to: 3-2 When you finish this chapter, you will be able to: 3.1 List the six databases Medisoft uses to store information. 3.2 List the menus in Medisoft. 3.3 Explain the function of the Medisoft toolbar. 3.4 Explain how to enter, edit, save, and delete data in Medisoft. 3.5 Describe how to change the Program Date in Medisoft. 3.6 Discuss three types of help available in Medisoft.

Learning Outcomes (Continued) 3-3 When you finish this chapter, you will be able to: 3.7 Explain how to create and restore backup files in Medisoft. 3.8 Describe the functions of the file maintenance utilities in Medisoft. 3.9 Describe the Medisoft security features used to ensure compliance with HIPAA and HITECH regulations.

Key Terms 3-4 Access rights Auto Log Off backup data database knowledge base Medisoft Program Date MMDDCCYY format packing data purging data rebuilding indexes recalculating balances restoring data Teaching Notes:   Have students define all key terms as an assignment. Then, in class, ask each student to define one key term aloud. Optional assignment: Have students do an Internet search of one key term and write a short paragraph describing what they learned about that term from looking at a few websites.

3.1 The Medisoft Databases 3-5 Medisoft is a Practice Management Program A database is a collection of related pieces of information Medisoft stores six major types of data: Provider data Patient data Insurance carriers Diagnosis codes Procedure codes Transactions Learning Outcome: 3.1 List the six databases Medisoft uses to store information. Pages: 64-65 Teaching Notes: Stress how all entered information must be accurate. Problems occur when the information entered is incorrect. Data is only as good as the person who inputs it. When data is entered in one database it crosses over into other areas of the program thus the need for accuracy First 3 databases and no. 6 are usually entered manually, 4 and 5 can be purchased and downloaded

3.2 The Medisoft Menus Medisoft actions are found in menus: 3-6 File Menu Edit Menu Activities Menu Learning Outcome: 3.2 List the menus in Medisoft. Pages: 65-70 Teaching Notes: File menu software is just like a Windows programs. It shows you how to open/save/create/manage your database files. Edit menu also functions that same as in windows Activities menu is where all the functions of the software are located.

3.2 The Medisoft Menus (Continued) 3-7 Medisoft actions are found in menus: Lists Menu Reports Menu Tools Menu Learning Outcome: 3.2 List the menus in Medisoft. Pages: 65-70 Teaching Notes: Lists menu contains all the databases Reports menu categorizes your data so is very valuable for practice analysis

3.2 The Medisoft Menus (Continued) 3-8 Medisoft actions are found in menus: Windows Menu Help Menu Learning Outcome: 3.2 List the menus in Medisoft. Pages: 65-70 Teaching Notes: Ask each student to describe one function in a Medicsoft menu.

3.3 The Medisoft Toolbar 3-9 The toolbar contains a series of buttons with icons, used as shortcuts to select actions Learning Outcome: 3.3 Explain the function of the Medisoft toolbar. Pages: 70-72 Teaching Notes: The toolbar makes navigating in the software faster.

3.4 Entering, Editing, Saving, and Deleting Data in Medisoft 3-10 Medisoft offers the following capabilities for data management: Entering Data Editing Data Saving Data Deleting Data Learning Outcome: 3.4 Explain how enter, edit, save, and delete data in Medisoft. Pages: 72-76 Teaching Notes: Emphasize again that entering data must be accurate. Tell students to take their time, double-check their work, and ask questions if unsure. Inaccurate data affects exercises as each chapter builds on the entered data in the preceding chapter. In real life, it can affect the practice financial records and the patient treatment.

3.4 Entering, Editing, Saving, and Deleting Data in Medisoft (Continued) 3-11 Entering Data All data entered through the menu bar or toolbar Selecting an option opens a dialog box Tab key moves between boxes within a dialog box Data entered through keying or by selecting an item, such as from a drop-down list Editing Data Follow steps used to enter data to edit it Newly entered data will overwrite old data Learning Outcome: 3.4 Explain how enter, edit, save, and delete data in Medisoft. Pages: 72-76 Teaching Notes: Stress the importance of using the tab key because it allows Medisoft to format input data properly.

3.4 Entering, Editing, Saving, and Deleting Data in Medisoft (Continued) 3-12 Saving Data Click the Save button that appears in most dialog boxes Select a location to save the data Deleting Data Click the Delete button offered in some dialog boxes If there is no Delete button, select the information and click the Delete key on the keyboard or right-click the mouse and select the Delete option from the shortcut menu Learning Outcome: 3.4 Explain how to enter, edit, save, and delete data in Medisoft. Pages: 72-76 Teaching Notes: Deleting data has a domino effect in the software. You may have to go into more than one database area to delete other data before or after the data you are trying to delete or even edit. This is especially true when working in transactions.

3.5 Changing the Medisoft Program Date 3-13 The Medisoft Program Date is the date the program uses to record when a transaction occurred In most Medisoft dialog boxes, dates must be entered in the MMDDCCYY format MM = month DD = day CC = century YY = year Learning Outcome: 3.5 Describe how to change the Program Date in Medisoft. Pages: 76-81 Teaching Notes: Look for a date at the beginning of each exercise. The date must be changed at the beginning of the exercise or reports will not be generated with the correct data. Not changing the date confuses students because they willl think they did not do the exercise. In such cases, students then go back in and do it again and wind up having duplicate information in the program.

3.5 Changing the Medisoft Program Date (Continued) 3-14 The Medisoft program date must be correctly set by the user Pop-up Calendar Calendar month pop-up list Calendar year Pop-up list Learning Outcome: 3.5 Describe how to change the Program Date in Medisoft. Pages: 76-81 Teaching Notes: Emphasize the importance of inputting the correct date.

3.6 Using Medisoft Help Medisoft offers three types of help: 3-15 Hints displayed as the cursor moves over certain fields Built-in help feature The Medisoft corporate website at: http://www.Medisoft.com Offers a searchable knowledge base, a collection of up-to-date technical information about Medisoft products Learning Outcome: 3.6 Discuss three types of help available in Medisoft. Pages: 81-85 Teaching Notes: Have students search a Help topic in Medisoft and write a short paragraph describing what they learned.

3.7 Creating and Restoring Backup Files 3-16 Backup data is an extra copy of data made at a specific time To create a backup file: Click File > Backup Data Click OK in response to the Backup Warning message Confirm the backup file’s destination path and file Click the Start Backup button When the Backup Complete box appears, click OK Close the Medisoft Backup dialog box Learning Outcome: 3.7 Explain how to create and restore backup files in Medisoft. Pages: 85-89 Teaching Notes: Explain why backup files are important.

3.7 Creating and Restoring Backup Files (Continued) 3-17 Backup data can be used in the event the database file is damaged Backup dialog box Shows where the data will be stored Learning Outcome: 3.7 Explain how to create and restore backup files in Medisoft. Pages: 85-89 Teaching Notes: Backup files can also be used to correct student work that is really wrong. Try to have the student fix the mistakes first so they understand what they did wrong. It really helps them learn the program to have to fix mistakes.

3.7 Creating and Restoring Backup Files (Continued) 3-18 The process of retrieving data from backup storage devices is referred to as restoring data To restore data in Medisoft: Start Medisoft Insert the media that contains the backup file in the appropriate drive Click File > Restore Data When the Warning box appears, click OK Confirm the path and file name of the backup file to be restored Click the Start Restore button Learning Outcome: 3.7 Explain how to create and restore backup files in Medisoft. Pages: 85-89 Teaching Notes: Refer to your Medisoft Guide for this portion of the lecture. It gives more detailed information to help you and the student.

3.7 Creating and Restoring Backup Files (Continued) 3-19 When the Confirm box appears, click OK When the Restore Complete message appears, click OK Close the Restore dialog box Learning Outcome: 3.7 Explain how to create and restore backup files in Medisoft. Pages: 85-89 Teaching Notes: Emphasize again how important backup files can be to students. They can go back and correct work without having to input data completely again.

3.7 Creating and Restoring Backup Files (Continued) 3-20 Restore data to load previously saved files and overwrite the current database Restore dialog box Verify the data file Is correct here Learning Outcome: 3.7 Explain how to create and restore backup files in Medisoft. Pages: 85-89 Teaching Notes: Have students describe the creating and restoring of backup files.

3.8 Medisoft’s File Maintenance Utilities 3-21 Medisoft includes four utilities for maintaining the database: Rebuild Indexes Pack Data Purge Data Recalculate Balances Learning Outcome: 3.8 Describe the functions of the file maintenance utilities in Medisoft. Pages: 89-94 Teaching Notes: Ask students to describe the usefulness of one of the four utilities.

3.8 Medisoft’s File Maintenance Utilities (Continued) 3-22 The Rebuild Indexes utility checks and verifies data and corrects any internal problems that may exist Learning Outcome: 3.8 Describe the functions of the file maintenance utilities in Medisoft. Pages: 89-94 Teaching Notes: Emphasize again how important it is to input the initial data correctly so that the File Maintenance Utilities can work properly.

3.8 Medisoft’s File Maintenance Utilities (Continued) 3-23 The Pack Data utility deletes data that has been marked for deletion in the program. This process is similar to emptying the Recycle Bin in Windows. Learning Outcome: 3.8 Describe the functions of the file maintenance utilities in Medisoft. Pages: 89-94

3.8 Medisoft’s File Maintenance Utilities (Continued) 3-24 The Purge Data utility removes data that has been marked for deletion in the program, but does not delete it from the program Learning Outcome: 3.8 Describe the functions of the file maintenance utilities in Medisoft. Pages: 89-94

3.8 Medisoft’s File Maintenance Utilities (Continued) 3-25 The Recalculate Balances utility updates balances in patient accounts Learning Outcome: 3.8 Describe the functions of the file maintenance utilities in Medisoft. Pages: 89-94

3.9 Using Medisoft Security Features to Ensure HIPAA and HITECH Compliance 3-26 Access rights determine what a user can access, view, enter, and edit Medisoft requires users to input a Login Name and a Password The Auto Log Off feature automatically logs the user off Medisoft due to inactivity Learning Outcome: 3.9 Describe the Medisoft security features used to ensure compliance with HIPAA and HITECH regulations. Pages: 94-97 Teaching Notes: In real life, usernames and passwords are changed every 3-6 months and most software will prompt you when it is time for the change.