CHAPTER © 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2 Introduction to Medisoft

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. Learning Outcomes When you finish this chapter, you will be able to: 2.1 List the six databases Medisoft uses to store information. 2.2 List the menus in Medisoft. 2.3 Explain the function of the Medisoft toolbar. 2.4 Explain how to enter, edit, save, and delete data in Medisoft. 2.5 Describe how to change the Medisoft Program Date. 2.6Discuss two types of help available in Medisoft. 2.7 Explain how to create and restore backup files in Medisoft. 2-2

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. Learning Outcomes (continued) 2.8 Describe the functions of the file maintenance utilities in Medisoft. 2.9 Describe the Medisoft security features used to ensure compliance with HIPAA and HITECH regulations. 2-3

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. Key Terms access rights Auto Log Off backup data database Medisoft Program Date MMDDCCYY format packing data purging data rebuilding indexes recalculating balances restoring data 2-4

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.1 The Medisoft Databases Medisoft is a Practice Management Program. A database is a collection of related bits of information. Medisoft stores six major types of data: 1.Provider data 2.Patient data 3.Insurance carriers 4.Diagnosis codes 5.Procedure codes 6.Transactions 2-5

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.2 The Medisoft Menus Medisoft offers choices of actions in a series of menus: File MenuEdit MenuActivities Menu 2-6

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.2 The Medisoft Menus (continued) Medisoft actions are found in menus: Lists MenuReports MenuTools Menu 2-7

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.2 The Medisoft Menus (continued) Medisoft actions are found in menus: Windows MenuHelp Menu 2-8

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.3 The Medisoft Toolbar The toolbar contains 26 buttons with icons that represent the most common activities performed in Medisoft. 2-9

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.4 Entering, Editing, Saving, and Deleting Data in Medisoft Medisoft offers the following capabilities for data management: –Entering Data –Editing Data –Saving Data –Deleting Data 2-10

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.4 Entering, Editing, Saving, and Deleting Data in Medisoft (continued) Entering Data –All data is entered through the menu bar or toolbar. –Selecting an option opens a dialog box. –The tab key moves the cursor between boxes within a dialog box. –Data is entered through keying or by selecting an item, such as from a drop- down list. 2-11

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.4 Entering, Editing, Saving, and Deleting Data in Medisoft (continued) Editing Data –Follow the steps used to enter data to edit it. –Newly entered data will overwrite old data. 2-11

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.4 Entering, Editing, Saving, and Deleting Data in Medisoft (continued) Saving Data –Click the Save button that appears in most dialog boxes. –Select the location where you want to save the data Deleting Data –Click the Delete button offered in some dialog boxes. –If there is no Delete button, select the information, then click the Delete key on the keyboard (or right-click the mouse and select the Delete option from the shortcut menu).

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.5 Changing the Medisoft Program Date 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 Dates are important; if incorrect dates are used, the information in reports will be inaccurate. 2-14

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.5 Changing the Medisoft Program Date (continued) The Medisoft program date must be correctly set by the user. Pop-up Calendar Calendar Month Pop-up List Calendar Year Pop-up List 2-15

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.6 Using Medisoft Help Medisoft offers two types of help: 1.Hints displayed as the cursor moves over certain fields 2.A built-in help feature 2-16

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.7 Creating and Restoring Backup Files Backup data is a copy of data made at a specific time. It can be used to restore data. To create a backup file: 1.Click File > Backup Data. 2.Click OK in response to the Backup Warning message. 3.Confirm the backup file’s destination path and file. Click the Start Backup button. 4.When the Backup Complete box appears, click OK. 5.Close the Medisoft Backup dialog box. 2-17

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.7 Creating and Restoring Backup Files (continued) Backup data can be used in the event the database file is damaged. Backup dialog box Shows where the data will be stored 2-18

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.7 Creating and Restoring Backup Files (continued) The process of retrieving data from backup storage devices is referred to as restoring data. To restore data in Medisoft: 1.Start Medisoft. 2.Insert the media that contains the backup file in the appropriate drive. 3.Click File > Restore Data. 4.When the Warning box appears, click OK. 5.Confirm the path and file name of the backup file to be restored. 6.Click the Start Restore button. 2-19

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.7 Creating and Restoring Backup Files (continued) 7.When the Confirm box appears, click OK. 8.When the Restore Complete message appears, click OK. 9.Close the Restore dialog box. 2-20

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.7 Creating and Restoring Backup Files (continued) Restore data to load previously saved files and overwrite the current database. Restore dialog box Verify the data file Is correct here 2-21

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.8 Medisoft’s File Maintenance Utilities Medisoft includes four utilities for maintaining the database: 1.Rebuild Indexes 2.Pack Data 3.Purge Data 4.Recalculate Balances 2-22

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.8 Medisoft’s File Maintenance Utilities (continued) The Rebuild Indexes utility checks and verifies data and corrects any internal problems that may exist. Do not attempt to perform the utility function listed unless told to do so because data could be lost. 2-23

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.8 Medisoft’s File Maintenance Utilities (continued) 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. 2-24

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.8 Medisoft’s File Maintenance Utilities (continued) The Purge Data utility removes data that has been marked for deletion in the program, but it does not delete the data from the program. 2-25

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.8 Medisoft’s File Maintenance Utilities (continued) The Recalculate Balances utility updates balances in patient accounts. 2-26

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.9 Using Medisoft Security Features to Ensure HIPAA and HITECH Compliance 2-27 Access rights determine what a user can access, view, enter, and edit. Medisoft requires users to input a Login Name and a Password. –Requiring users to login allows tracking the actions of users within the program through an audit report.

© 2013 The McGraw-Hill Companies, Inc. All rights reserved. 2.9 Using Medisoft Security Features to Ensure HIPAA and HITECH Compliance The Auto Log Off feature automatically logs the user off Medisoft due to inactivity. The HIPPA tab contains an Auto Log Off option and a Warn on Unapproved Codes option. 2-28