1. Chapter 1 Introduction to Computerized Medical Office Procedures

2. Learning Objectives
Describe the medical information cycle in a medical office.
List the main functions that Medisoft performs in a medical office.
Start Medisoft.
Describe primary features used to operate Medisoft. 2

3. Learning Objectives Enter practice information.
Add provider information and print the Provider List report.
Create records for new patients.
Locate and edit an existing patient’s record.
Print the Patient List report.
Back up data files and exit Medisoft. 3

4. Chapter 1
Lesson 1.1 4

5. Information Cycle
Patient makes appointment with medical office assistant.
Medical office assistant retrieves the medical record and prepares an encounter form.
Patient arrives for the appointment.
Medical assistant calls patient back for the examination.
What is the information cycle? (Patient information cycle describes many of the medical assistant’s responsibilities in logical order.)‏
What is an encounter form? 5

6. Information Cycle
Provider examines the patient and charts and marks procedures and diagnoses on the encounter form.
Medical office assistant enters the encounter form information into the patient’s account.
Patient schedules return visit or leaves the office.
At the time of the visit, the patient may pay on the account.
What makes up the cycle?
Make appointments
Greet and check in patients
Retrieve encounter form (superbill)‏
Verify patient information (including contact data, guarantor, current insurance)‏
Call patient for examination or for pre-screening procedures
Have the student describe what is necessary for new patient check-in. 6

7. Information Cycle Medisoft is the computerized accounting
system that helps assistants:
manage patient files
bill and record payments
make, edit, and cancel appointments
submit insurance claims
print out reports such as patient ledgers, schedules, and practice analysis
What can accounting systems such as Medisoft do? (It allows you to take information from the patient registration form, encounter form, and other forms used in the medical office and enter them into the computer.)‏ 7

8. Patient Registration Form
Why is it important for the patient registration form to be completely filled out? 8

9. Registration Form All new patients must fill out a registration form.
Make sure this information is verified prior to entering into Medisoft.
The information on this form will be entered into Medisoft, which will assign a chart number unless you do so manually. 9

10. Registration Form Proofread information after entering into Medisoft.
Information includes contact, insurance, and billing data, which must be accurate.
What are chart numbers used for? (To identify the patient to the medical practice. Chart numbers typically use letters and numbers.)‏ 10

11. Registration Form Guarantor versus Responsible Party:
The guarantor is the person whose insurance will be billed for services rendered.
With the exception of children, the responsible party is the person receiving the service.
Indicate the person responsible for the patient’s portion of the charges on a statement.‏ 11

12. Registration Form
The guarantor and the responsible party are not always the same person.
Once charts are created, Medisoft assigns a chart number.
Medical offices typically see families, and all family members may have the same responsible party.
Medisoft creates a link from the responsible party to other members of his or her family. 12

13. Superbill
What is an encounter form? (It contains the medical office’s most common procedures and diagnosis codes, including the patient’s name, address, and billing information.)‏ 13

14. Functions and Features
General Medisoft
Functions and Features
Enter patient information
Schedule appointments for patients and reserve rooms used to perform special procedures
Enter charges and payments to patient accounts
Submit claims to insurance companies
What does the term practice mean? 14

15. Computerized Accounting Systems
Print an assortment of reports
Follow up unpaid patient accounts and insurance claims
Describe the different reports that are available in Medisoft.(many answers such as Practice Analysis, Patient List, etc.)‏ 15

16. Computerized Accounting Systems
Review the features of the main document window of the practice management program (see following slides). 16

17. Starting Medisoft Use the following steps to start Medisoft.
Click the Start button on the taskbar
Point to, or click, All Programs on the Start menu
Click on Medisoft
Click Medisoft Advanced Patient Accounting
What other ways can you start Medisoft?(using the icon on the desktop)
What is the other program name for your school?(Medisoft Network Professional) 17

18. Computerized Accounting Systems
The File menu contains what basic operations? (opening practices, closing practices, creating new practices, printing options, and exiting the program)‏ 18

19. Computerized Accounting Systems
A menu to change practice information and open and close practices. 19

20. Computerized Accounting Systems
The Lists menu contains access to the separate databases used by Medisoft. What do they perform? (billing, create reports, schedule patients, and other activities)
What are commonly used entries? (Patients, Guarantors, Providers, Insurance Companies, and Diagnosis Codes)‏ 20

21. Computerized Accounting Systems
What does the Billing menu enable you to do? (charge and receive payments, apply finance charges, and apply managed care payments)‏
You can also print statements, insurance claims, and submit and track electronic claims. 21

22. Computerized Accounting Systems
This is the report menu. From here you can print patient statements. 22

23. Computerized Accounting Systems
Menu includes statement and collection letter wizards. 23

24. Computerized Accounting Systems
Remaining menus available from Medisoft. 24

25. Chapter 1
Lesson 1.2 25

26. Setting Up Your Practice
Start your New Practice from the File menu and start with Practice Name.
Save and then fill in the remainder of the boxes. 26

27. Adding Providers
This is the dialog box to add providers. 27

28. Adding Providers
The options available when adding a provider. 28

29. Adding Providers
Example of a provider PINs. 29

30. Chapter 1
Lesson 1.3 30

31. Patient Information Screen
This is a sample Patient/Guarantor screen. 31

32. Address Screen
Medisoft allows you to enter Addresses such as home and work. What other types of Addresses can you enter in this program? 32

33. Charles Weber Completed Screen
What is the function of the Name/Address Tab? (It allows you to enter demographic information about the patient.) 33

34. Charles Weber Completed Screen
Patient screen for Charles Weber. 34

35. Addresses Tab
Address tab to enter a variety of entities such as employers. 35

36. Locating and Editing a Patient Record
What two ways can you search for an existing patient? (Use the patient number or case number). 36

37. How to Save Data and Exit Medisoft
Back up your data before you close Medisoft
Medical offices back up their data using a regular schedule
Restore Data option on the File menu
Media used to back up data:
Disks
Tape drives
Recordable CD
What could happen if you did not back up your data?(You would have to start over and recreate data, which is time- consuming.) 37