- GENERAL HOW-TO'S ON THE SYSTEM
- COMMON SET-UP AREAS
Setting up Your Company
Setup system users
Setup user security
Setup printers
- ORDER ENTRY AND BILLING SUMMARY
Printing Delivery Tickets
Printing CMN's and other forms
Mark an Order Delivered
Order Reports
Post orders
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SPECIFIC ORDER ENTRY TYPES
One time purchase
Rental for non-capped item
Rental for a capped item
Order for a recurring purchase
Inactivate-Delete a patient
Inactivate-Delete a recurring order
Recurring orders into claims
Daily-Weekly steps in getting billing out
Delete a claim
Setup finance charges
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PAYMENTS
Enter a payment
Reverse a payment
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ADJUSTMENTS
Enter an adjustment
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BILLING
Print patient invoices
Re-submit claims individually
Re-submit claims en-masse
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PATIENT DEPOSITS
Enter a deposit for a patient
Apply deposits to claims
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PERIOD CLOSING
Summary
Close a period
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PURCHASE ORDERS
Enter and receive purchase orders
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10 MONTH PURCHASE LETTERS
Produce your 10 month letters and reports
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INVENTORY
Enter a pick-up order
Add an item to inventory
Enter an item to be tracked
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ENTER INVENTORY
In Physical Counts
For Equipment and Tracked Items
In Purchase Orders
General How-To's on the System:
Refer to Software Manual For Specific Field-by-Field Description.
Learning the
System:
TeamDME! has several easy to use functions including on-line help, pull down menus, question marks that can be entered in certain fields to determine the valid responses, hot-keys at the bottom of each screen and function keys (F1-F12).
To Use
the System to its Full Extent:
Pull down each menu.
Run every program and report in every menu.
Reports may require data to print! If they don't print, print them later after your system has data.
Make your own report book that has realistic data and patients off your system!
Hit every hot key on every screen to see what it does.
Hit all the function keys on your keyboard to see what they do.
Explore your keyboard functions. I.E.: ....Escape, Enter, Tab, Page up/down, Arrow up/down/left/right.
If you need a test company to enter data for training purposes, we will be glad to help you set one up to prevent your main system will not be compromised.
Common Set-up Areas:
Setting Up Your Company:
Go to Set-up Company - All Files.
This is typically done with the assistance of the technical support or training department. Besides ESSENTIAL information such as Company Name and Federal Tax ID's etc., It also contains "settings" for your system that define its general operation. Since each company is different, answer questions according to your needs. Refer to the Company Set-up section in manual or Call Software support at (615) 333-1900 for any further assistance.
Setup system users
Go to SETUP USERS in your systems file, and select PROGRAM USERS. If you ALT A this will allow you to enter a new users name, password, and to set them up as a supervisor for security reasons. If you do not set them up as a supervisor in this screen, it will be necessary to identify each responsibility in Set-up user security.
Once you have entered the user in , you may select the user at any time , ALT E and edit what ever part of the users file you wish. ALT V will allow you to view what features the user is able to access. If you need to delete or inactivate the user just ALT I on the user you want.
Setup user security:
In PROGRAM USERS, select the users you want to setup or change the security points on, once your cursor is on the user ALT V to view what they can do.
To add or delete a specific security area find the area you need and hit enter, this will add the area if not already in the users file or delete it if currently in the file.
Setup printers:
Select SETUP PRINTERS and then ALT A, this will take you to the printers that are already setup in the system, choose the one that you need to add and enter on that item. If you need to add a printer that is not in the file and have the printer codes you can ALT A again and it will allow you to add one.
Order Entry and Billing Summary
Step 1 - Order Entry:
An order is the companies response to requests for Medical Equipment or Supplies. The order flows through the system producing output such as claims and reporting. The goal of the system is not to simply make a bill, but to make a "clean claim", ensure regulatory requirements on documentation are met during the order/billing process, and inventory and equipment are effectively tracked. In addition, output such as management and financial reports result from the same order entry. Regardless of how many times we need to bill a patient for rental equipment or routinely purchased supplies, the order entry happens only ONE time. The system is designed to continue generating future orders WITHOUT REPETITIVE ENTRY.
An order is entered, based on an initial request for medical equipment or supplies in the following areas:
1. Enter Patient Orders - This is where a "new" order is entered for a patient requiring equipment or services.
2. Alter Patient Orders - This is where an order can be edited or deleted and new line items can be added to existing orders.
STEP 2 - Printing:
Printing Delivery Tickets:
Medicare and State Insurance programs REQUIRE that the patient confirm receiving medical equipment and supplies. The delivery ticket is printed specifically for this purpose. It can be printed in the following two places:
1. One at a Time - By pressing ALT-T directly from the order itself.
2. In batch - By selecting Print Delivery Tickets from the menu and selecting your range of order numbers to print.
Printing CMN's and other forms:
One at a Time - By pressing Alt-F from when your cursor is placed anywhere the order or resulting claim line exist in the system and you are provided the Alt-F option at the bottom of your screen. This immediately gives you the "Select Form" or "Print CMN" option.
In Batch - The "Print Delivery Ticket" option will allow you to print all CMN's for any new orders you have recently entered, along with your delivery tickets.
Recertifications - The system has a report called a CMN Expiration report. This is located in your report area in your order section of the system. It allows for CMN's to be printed for any patients where their CMN is expiring during a certain date range so they can be mailed out to the physician immediately without forcing an interruption in the billing process.
Authorization Forms and Other Reports - Alt-F when you are given the option at the bottom of your screen from the Order area. Instead of selecting "Print CMN" you would "Select" a form and locate your desired report from your listing of available reports. You may also print any letters or envelopes from this area. This will enable you to complete your entire process of sending out Medical Necessity justification to the physician or other payers from a single location on the system.
Step 3 - Marking Orders Delivered:
The marking process was designed to help the company identify which items were actually delivered to the patient and required documentation was received back confirming the delivery. It also facilitates the company delivering less than what was initially ordered, and causing the remaining amount to be backordered. This will help the company when the receive the product from their suppliers so they can deliver the remaining amount to the patient. Orders that are not marked will remain in the order section until they are marked and will NEVER PRINT A CLAIM, OR POST.
Mark an Order Delivered -
ALT-M from within the order itself or from the display of all orders in ALTER PATIENT ORDERS when your cursor is on the order line. It shades the line item blue. This verifies that the entire amount has been delivered to the patient for that line item. If it is a piece of equipment which you have chosen to track, you will additionally by asked to enter the tracking/serial number for that piece of equipment. This number should be provided to you on the delivery ticket that you received back from your delivery person.
Back Orders - To backorder an item that has an order quantity that is greater than one and you do not have enough inventory on-hand to fill the order-go to the menu selection for Mark Orders Delivered. Hit enter on the order line that needs to have items backordered. Fill in the amount delivered. The system will automatically compute your back order quantity. It will send the delivered amount over to the claims section when you ultimately post the order. It will leave an order line open in your order section for the remaining amount.
Step 4-Printing Your Order Reports:
Order reports are used to determine the accuracy of data entry, identify items that have or have not been delivered (or the delivery ticket has not returned) which items are on backorder, which items might require additional documentation from the physician or authorization forms, and finally-what items are clean and ready to print. The reports are to be ran to ensure accuracy and clean billing records BEFORE posting.
By Incomplete Items - This report looks at every order in your order section whether it has been marked as delivered or not. It will report on all the errors that the order might have.
By Undelivered Items - This report will indicate which orders have not been delivered, or in system terms - not marked as delivered. The marking of an order shades the item blue. This report is great if you want to determine what is not delivered, or where the delivery person has failed to return proof of delivery, and where the billing person has failed to record proof of delivery.
By Backordered Items - This report will show patients who have orders in the order section that have a backorder quantity. This would be used to print a list to the delivery section/warehouse section so they may deliver the items when they come in.
Ready to Post Items - These are items that have been marked delivered, which makes the item
postable. THIS DOES NOT MEAN THAT THEY WILL NECESSARILY PRINT A BILL IF THEY STILL HAVE ERRORS. It simply means that they will post.
Step 5 - Posting Orders - Why?
Posting orders allows the order to move to the claims section for billing. It is one of the most single important steps on the system. It also actually removes the items billed from your inventory. It moves any recurring orders to the recurring section to be ready for billing in the next month. It is also where the system makes a "debit" in your accounting system. It is an incredibly important step. Orders that make it to this point and are posted become part of the permanent record in your system. That's why short cuts in previous steps can create problems. Ignoring errors on order reports can result in orders being posted that should have been changed or deleted.
Select Post Orders:
Enter the Date You wish for the accounting period you desire to post the orders into. Typically this will be the same month as the month your date of service falls into. It might not be if your billing is behind and you have already closed the prior month and balanced your Accounts Receivable. Accounting periods are identified in System-Prepare Next Month.
Confirm the date and hit enter to post the orders. Print the order report on your printer and maintain this document in a binder until all billing is complete. If steps in the billing process fall in the right order, this document will also reflect a companies "total business" for a period of time.
Specific Order Entry Types:
One time purchase:
Go to ENTER PATIENT ORDERS, select your patient and enter the order as you normally would, except enter 0 (zero) for billings allowed. This will create a single billing on this item. Process the order as you normally would any other order.
Rental for non-capped item:
Go to ENTER PATIENTS ORDERS, select your patient and enter the order as you normally would, except enter 99 for billings allowed. This will automatically create the recurring order and will automatically cancel when the CMN, PAR, or the DOC expires, or when a pickup order has been issued.
Make sure that you enter RR at the end of the HCPCS code for most Medicare based rentals.
Process the order as you normally would any other order.
Rental for a capped item:
Enter the order as you would for a non-capped item, except enter 15 in the billings
allowed. This will automatically stop the billing on this item in the appropriate month, and allow you to run a 10th month purchase report on the item when it comes due.
Double check your modifiers against your Medicare Supplier Manual to ensure you are identifying the correct one. RRKH at the end of the procedure code indicates the first month of a capped rental billing for example. Many of the fields in order entry will default to values preset elsewhere in the system: Diagnosis Code, Most Often HCPCS code, Place of Service, Charge, and Allowable. Always verify all defaults in your process for accuracy.
Finish the order as you normally would any other order.
Order for a recurring
purchase:
Go to ENTER PATIENTS ORDERS, select your patient and enter the order as you normally would, except you will have to enter a from AND to date. ( Rentals are typically enter with a from date only).
Enter 99 in billings allowed. The only exception is if you have the billing setup in any other way besides monthly. In this case, leave billings allowed at 0 (zero), and enter the number of days to bill ( i.e. 10 days supply will bill every 10 days).
Process the order as you normally would any other order.
When the order is generated in subsequent months, it will create an order that is NOT marked. This will allow your inventory quantity level to be properly updated. Delivery tickets may also be printed from the recurring purchase orders that are generated.
Inactivate-Delete a patient:
Order-Orders-Alter Patient Orders-Move cursor to desired order-Alt-I. NOTE: Excessive inactivation of orders can create index errors and requires re-indexing the system with a "P" to hold down indexing errors and improve performance.
Inactivate-Delete a recurring order:
You should NEVER delete any recurring order that involves tracked/serialized equipment, even though the order will disappear off your screen. The inventory will still have that tracking number assigned to the patient. Removing a recurring order for equipment requires a Pick-up order. For other recurring items that do not require a pick-up, you can inactivate the order by keying ALT-I from the order line. Order-Recurs-Alter Recurring Orders-Cursor on Desired Order-<Enter> ALT-I. NOTE: Excessive inactivation of orders requires indexing your system with a "P" in the order section to hold down indexing errors and improve system performance.
Recurring orders into claims:
A recurring order in the system continues to generate orders. When those orders are posted, in post orders then they move to the claim section for billing. The reason that a recurring order does not send a record directly to the claim section has to do with medical equipment company operations. Some recurring orders are for supplies that patients receive on a regular basis. These items are yet to be delivered. By making an order for these items, you can perform normal procedures, like printing delivery tickets.
Generating ALL recurring orders at one time for a given date
range:
1. Recurs-Print Recurring Report-Incomplete Items-<Enter> Identify the date range, for example, if you are generating orders that are ready to be processed for the month of October'95-10/01/95-10/31/95. This report can be run and printed to the screen if desired. It will show you if there are any recurring orders that have errors preventing them from printing claims.
2. Recurs-Print Recurring Report-Ready to Post -<Enter> Identify the date range, for example, if you are generating orders that are ready to be processed for the month of October'95-10/01/95-10/31/95. This report should be printed on paper and each order checked to ensure the patient is still active with the company.
3. Post recurring orders - This should automatically fill the dates that you identified in your Recurring Report. This will automatically send orders to your order section. Rental items will be shaded blue indicating that these are inventory items that the patient has already received. Recurring orders for supplies will not be shaded blue. For these, run your delivery tickets to help expedite the delivery of the supplies for the patient. Once the ticket is returned, the order can be marked and posted for billing.
Generating One Recurring Order At a Time:
In some situations, you might desire to generate only one order at a time. This can be done by placing your cursor on order in Recurring Orders (Alter Recurring Orders <Enter>). Alt-M will display a screen with the date range that is necessary to generate your new order. Verify the date range to assure that it will reflect the date range desired. It will "make" a new order with those exact dates. This is a one-step process. After accepting the dates and hitting enter, you have now created an order for that patient.
Daily-Weekly steps in getting billing out:
These are the most "logical" steps to take when creating and sending out claims for your company. It also assumes that you want to make the fewest amount of keystrokes as possible.
1. Assure all payments to date are entered and posted.
2. Ensure all new orders are keyed in your order section.
3. Any pick-up orders have been entered on the exact day that the patient went off service.
4. Go to Order-Recurs-Print Recurring Orders - Print a report of all the orders that need to be processed and billed in your desired date range. Verify information on the report.
5. Post Recurring Orders. Turn your recurring orders into regular orders.
6. Order-Orders-Alter Patient Orders AND/OR Order-Orders-Print Order report by undelivered items. Print any new delivery tickets that you have not yet printed. Make sure that everything that is supposed to be with patients truly is, and the delivery tickets have been returned.
7. Order-Orders-Mark Orders Delivered - Alt-M all the orders that are delivered that haven't been previously marked. Keep in mind that your recurring orders for equipment that you generated in step 5 are already marked. Hit enter instead of Alt-M to backorder any items that you did not have on-hand for the patient and enter the quantity you did.
8. Order-Orders-Print Order Report- Ready to Post. This report is going to tell you what will post and move to the claim section that has been delivered to the patient. It probably will still contain some errors that will not allow it to actually print a claim--so pay attention. This is your last step before posting. It gives you one more chance to make sure your patients are being charged properly, have the right payer, and right inventory amounts.
9. Order-Orders-Post Orders - This will send everything marked and checked over to your claims section. This report, if the billing is accomplished in these exact steps, will show you the entire revenue generated by the company for that time period. The report printed when posting orders should be maintained for at least 3 months in a reports binder.
10. Order-Claims-Print Claims Report-By Incomplete<Enter> You will be prompted for a date. This date will control the amount of claims that will print by limiting service dates prior to and thru the date you specify. The report will show you the claims that will still not print due to errors that have traveled over to the claims section from the order section. Some of these errors might be valid, for example, the doctor has still to returned the CMN, and the claim still contains an expired CMN date. Fix any errors that exist in the data on valid claims.
11. Order-Claims-Print Claims Report-Ready to Print<Enter> You will be prompted again for the date to print claims with service dates prior to and thru. The claims report that you print will show you everything to date that is ready to print a claim. This is your "Pre-Bill". It is used to check off your actual claim printing to ensure that everything gets out the door. Keep this report on file for at least 3 month and check it against your actual billing.
12. Order-Claims-Print Insurance Claims-By One Carrier <Enter> Use this to print your electronic claims to Medicare or Medicaid. Select the Payer-Choose Electronic-Define the printer location for your paper claims that are always printed in addition to the system generating the electronic form. Allow the process to run full term and do not interrupt or cancel it. This can result in an electronic claim file on your system that did not get the necessary trailer record to insure it will be fully excepted by Medicare or Medicaid.
13. Order-Claims-Print Insurance Claims-By All Carriers <Enter> This will generate and print your remaining claims for any/all your paper claims, grouping them by claim form type.
14. Order-Claims-Print Insurance Claims-By All Patients <Enter> This will print all the patient claims in the system on an invoice.
15. Check off ALL bills printed against your claim report.
Delete a claim:
A claim can not be deleted. It has created a "debit" in a receivable. In acceptance with General Accounting Principles, this will require an audit trail. You can enter an adjustment in the Payment Section and post it through the system. This will remove the claim. You can enter any necessary inventory adjustments if required also. If this claim is generated through a recurring order, make sure you perform the necessary pick-up orders.
Setup finance charges:
The Finance Charge Field will allow you to charge a finance fee to all outstanding balances. To setup Finance Charges go into SETUP COMPANY and the into RECEIVABLE. In this category you can enter the percentage of finance charge and also the minimum amount to charge, once this is setup you can <esc>.
To charge the Finance Fee go to RECEIVABLE and then into FINANCE. In the CALCULATE FINANCE FEES file, add the cut off date and the date to post the finance charge, (your percentage and minimum charge is already carried over for you).
Print the report and then post the Finance Fees.
Payments:
Enter a payment:
1. Go to PAYMENTS in the RECEIVABLE file, then into ENTER PAYMENT ON CLAIMS. In the LINE ITEM BY CHECK file you can ALT C to add the information about the check you received, then find the claim you need to add the payment and enter on that patient. Enter the amount of responsibility and payment for each party, the total responsibility MUST equal the allowed amount.
2. Once you have completed this screen you may <esc> to the main PAYMENT file and PRINT PAYMENT AUDIT and then POST PAYMENTS ON CLAIMS.
Once the balance is paid in full and all transactions are posted the claim should be removed from the claims file.
Reverse a payment:
1. Enter the order as you normally would, except in the payment box at the appropriate responsible party, enter the amount of payment you would like to reverse in negative numbers. (i.e. if you want to reverse a twenty dollar payment, you would enter it as [ -20 ] )
2. Once this step is completed, choose PRINT PAYMENT AUDIT and then POST PAYMENTS ON CLAIMS.
The order will then become a claim for the amount entered against the responsible party.
Adjustments:
Enter an adjustment:
1. Go to ENTER PAYMENTS ON CLAIMS, and select BY LINE ITEM BY CHECK.
2. Add the adjustment and the adjustment reason to the appropriate responsible party line. ( note; adjustment reasons will be BAD DEBT, BILLING ERROR, etc. ) If you need to add an adjustment reason, go into the adjustments screen by entering a "?" in the reason box, ALT A to add and enter the code and description of the adjustment.
3. After you enter the adjustment amount and reason, PRINT PAYMENT AUDIT and POST PAYMENTS ON CLAIMS.
Billing:
Print patient invoices:
1. Go to CLAIMS in the ORDER file. If you need to make changes on any claim you can do so in ALTER CLAIMS. Once the claims are ready, PRINT CLAIMS REPORT to make sure claims have no errors.
2. PRINT INSURANCE CLAIMS and select BY ALL PATIENTS.
To send the invoice to an insurance carrier, go to PRINT INSURANCE CLAIMS, and select the how you wish to print the invoices. When sending Electronic claims select BY ONE CARRIER and then the exact carrier, you can use BY ALL CARRIERS for just about all other times since it is easier and faster.
Re-submit claims individually:
1. Go into CLAIMS in the ORDER file and on into RESUBMIT PRINTED CLAIMS.
2. Find the claim you want to resubmit, with your cursor on it ALT M.
3. Choose the appropriate payer to resubmit to, ( the system will not allow you to resubmit to a payers who is not in a claim status).
4. Once you have chosen the payer, choose PRINT CLAIMS REPORT and PRINT INSURANCE CLAIMS.
Re-submit claims en-masse:
1. Enter into RESUBMIT PRINTED CLAIMS just as you would for an individual claim.
2. Enter the area of how you wish to Re-Submit, (i.e. by insurance carrier). Once the information is in place, enter past that category and then page down. This will show you all the claims in that group, ALT M on the ones you want to Re-Submit.
3. Once you have all the claims, choose PRINT CLAIMS REPORT and PRINT INSURANCE CLAIMS.
Patient deposits:
Enter a deposit for a patient:
Deposits are made when you have received payments for services you have not rendered yet. (i.e. when a customer wants a custom wheelchair) Also deposits are used to handle overpayments. (Anytime you have a payment that does not have a home you can put it n deposits so your receivables will balance.)
1. Go to the RECEIVABLE file and into PAYMENTS. From here go into ENTER PATIENT DEPOSITS.
2. Choose the patient you need or ALT A to add a new one. Enter the appropriate information about the deposit. You can now <esc>.
Apply deposits to claims:
1. Once you have rendered the services for which the deposit was made, (i.e. the custom wheelchair s completed) you may apply the deposit against the balance.
2. Go to the RECEIVABLE file and into PAYMENTS. From here go into APPLY DEPOSIT TO CLAIM.
3. Enter the claim line you wish to apply the deposit from and the amount, next enter the claim line that the deposit needs to go to.
4. Once all the appropriate information is entered, PRINT PAYMENT AUDIT and POST PAYMENTS TO CLAIMS.
Period closing:
Summary:
Each business is different in the way it handles its own accounting. Closing a period in definition means balancing the prior month and moving those changes in Data to the next month. For A/R system, it generally means finding the months ending A/R and noting the change from the previous months A/R. Since Team-DME! is a fully integrated accounting system, it can go much deeper that that. It can literally finish itself at the printing of financial statements such as the balance sheet and income statements for those months. Team-DME! in the Medical Billing Section provides accounting control by allowing the user to switch on the financial periods to post data to. To close periods in the General Ledger, refer to the G/L section of the manual for step by step instructions.
Close a period:
1. Establish a closing procedure - this is a day of the month that you wish to close the prior month and move forward to the next month. For example the 10th day of the month of October you will close out September.
2. Run all necessary reports to close your A/R in the desired manner for your company. Some of these reports might be A/R aging, Transaction Audit Reports, Revenue by Payer, Business Summary, etc.
3. Assure that these reports are tying to one another appropriately for the same date range. These dates are your POSTING dates not dates of service. Refer to Claims reports and Posting reports that should be maintained in print for at least a month until the period is closed to locate any discrepancies with the data.
4. Go into your SYSTEMS file, and into MONTH-END CLOSE. Enter the dates for your posting period, and the next month to prepare. Your posting dates should run by calendar month, and the next month to prepare date needs to be the same as your thru date. This moves the system to the next month and allows billing and payment detail to flow into the next months accounting cycle.
Purchase orders:
Enter and receive purchase orders:
1. To enter a purchase order go into the PURCHASE file, and then into ENTER PURCHASE ORDERS.
2. Select the vendor you want to order from, and enter the necessary information.
3. Once all the information is entered you can PRINT PURCHASE ORDERS. (You can also do this by ALT T from the Purchase Order Edit Screen).
4. The order will not go any further until an authorized person signs the order. To do this you can go to RECEIVE ITEMS ON ORDER. Enter on the item you want to sign and ALT-S, this will sign the order.
5. Now you can PRINT RECEIVED ORDERS, and POST RECEIVED ORDERS.
10 Month Purchase letters:
Produce your 10 month letters and reports:
1. In the ORDER file go into REPORTS, then into RENT/PURCHASE OPTIONS.
2. Enter the range of dates that will allow you to access all of the 10th month customers you need.
3. Choose what area you would like to print. To see a report on the customers coming due enter <R> for report, the actual letter will be printed by entering <L>, and to use another form, enter <F> and this will take you to all the forms in your system.
Inventory:
Enter a pick-up order:
Automatic Method:
1. Go to ALTER RECURRING ORDERS, hi-light the patient and item that needs to be picked up.
2. Press Alt-U to pick up the item.
3. This will flag for pickup the ENTIRE ORDER, NOT JUST THE ITEM YOU CHOSE!
4. Enter the date you were contacted by the patient for the pickup.
5. At the Pickup Recurring Order Items prompt, if you answer:
(a) 'N' the item will be flagged to not bill after the notification date. You will still be allowed to print a
pickup ticket, mark as delivered and post the pickup.
(b) 'Y' the item will be considered as picked up immediately.
Manual Method:
1. Go to ENTER PATIENTS ORDERS, select your patient and make sure the equipment is assigned to the patient.
2. Enter into the order and remove insurance carrier from top of order, (do not remove insurance carrier from patients record). Enter through the order as you normally would except enter a (-1) in the quantity ordered section and make sure that the price is 0 (zero). Enter through to billing s allowed and enter 1 (one), at this point you are finished in the order section and may hit <esc>.
3. Handle the order as any other order, when you print the pick-up ticket it will be printed with a (-1) which will tell the driver to pick up instead of deliver. When the driver returns with the ticket and the equipment, mark and post the order as you normally would. This will cancel the order and replace the equipment back into inventory.
Add an item to inventory:
Go to ENTER ITEM NUMBERS (or f3), to add-- ALT A, this will take you to a 5 card file system. Enter the appropriate information about the item in each field. A very important point to remember is that in the Description Card under the line of CATEGORY/LINE OF GOODS you must enter one of the listed fields exactly if this item will EVER need a CMN. You will be allowed to enter other Categories if you desire as long as they do not require a CMN.
In most of the fields, if you type "?", if will show your choices. ( i.e. in the Purchasing Card under Vendor Number a "?" will list all of your vendors, enter on the one you need and it will pull it over to your file).
Once all information is added you can <esc>and the item will be added to your inventory.
Enter an item to be tracked:
The purpose of tracking an item is to allow you to know where a certain item is , the next service date, the next service, and so forth. You can do this by first entering a "Y" in the line where it asks if the item will use a tracking number, this is found in the Options Card.
NOTE: Enter the item through Inventory Adjustments to allow the serial # to be entered and inventory quantity adjusted. You print have to Print Adjustments and Post Adjustments for the change to occur. ( A good suggestion is to use the manufactures serial number for the tracking number).
Go to SERIALIZED file and enter into ENTER TRACKED ITEMS. You can ALT A to add, entering the appropriate information. After you enter all the fields you can , press <esc> and the item will be entered as a tracked item. DO NOT CREATE THE SERIAL NUMBER HERE.
Enter Inventory:
Summary:
One of your installation tasks after successfully getting Billing and Accounts Receivable is to enter your inventory quantity on hand. Once the quantity is entered, in order for it to be successfully maintained requires cooperation and involvement from all personnel in the company. Drivers and Warehouse people must be conscientious with system entry in receiving and distributing inventory to maintain counts. Billing personnel need to report discrepancies in inventory quantity as they enter orders for patients. "Physical Counts" should be performed on a regular basis to reconcile inventory quantities. This is a common proactive in any inventory business, and especially important in a Medical Equipment company.
In Physical Counts:
The Physical Count Menu under Inventory is designed to provide the company the necessary structure to count inventory on a regular basis. A "physical count" is quantity of an inventory item counted during inventory that the system will turn in to a quantity on hand when the number is posted.
a) Print Physical Count Worksheet.- Provides a listing of inventory items on paper that can be put in a clipboard and taken to the warehouse or store front to count each item.
b) Enter Physical Count - This will give you a section to enter the physical count for each item.
c) Print Physical count Report - This will give you a report showing you all the physical count entries that you just made in the system to ensure you haven't made any error in data entry.
d) Post Physical Counts - This will take the numbers you have entered in Physical Counts and make them the new quantity on hand.
For Equipment and Tracked Items:
To maintain accurate accounting of your equipment that you choose to track requires on-going procedures between billing and delivery. It is important that pick-up orders are performed, delivery tickets are returned, etc.
1. Print Equipment Analysis Report (Inventory-Reports-Equipment Analysis Report <Enter>)
This will give you a listing of your equipment and total by each line item.
2. Print Equipment Location - These can be run on a monthly basis and distributed to delivery for verification. This process will help you uncover any discrepancies in your equipment. Sometimes the equipment is picked up without the billing department being notified.
In Purchase Orders:
Inventory quantity can be affected through the receiving of items and equipment in the Purchase Order Section. Becoming proficient with Purchase Orders provides a logical way to maintain inventory quantity levels. Refer to the body of the manual for specific field by field data entry.
Enter a purchase order to a vendor:
(Purchase-Enter Purchase Order<Enter>)
1. Select vendor - enter inventory ordered from vendor, equipment (tracked/serialized items)
may also be entered in PO's. Since you don't know the serial number on any equipment you
have not yet received, simply use the numeric date (101595) or the PO number (1099) and
the system will make a tracking/serial number for that number and add one to it for more than
one piece of equipment ordered.
2. Alt-S will "sign" the order verifying in-house approval to order.
3. Alt-M will mark the order as received.
4. Print Received Items - This will report on all inventory received in a given time frame.
5. Post Received Items - This will move the ordered inventory from the Purchase Order Section to the Inventory
section INCLUDING the impact on Quantity on Hand.
Spectrum Software
PROCEDURE MANUAL
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