CBS Newsletter - Issue 3, Volume 1
Creative will be visiting...
In an effort to improve our customer service, a member of the CBS support staff will be stopping by your office in the near future. While we are at your office, we would like to offer your staff a complimentary courtesy call and review all your current systems as well as any Creative products that your office is currently implementing. In addition we would like to be of assistance with anything you might need or want, whether its some basic software instruction or ordering additional year labels. We want your office to use this "free time" as a way to improve your office's efficiency by providing you with the most up to date product knowledge.
If there is any time(s) that may be better or worse for your office, please let us know by emailing newsletter@creative-tn.com. We will make an effort to call your office prior to stopping by. This advance notice will allow you to round up some good questions before we stop by your office.
CBS Phone Support
To help us expedite your support case faster, please be prepared to provide as much of the following information as possible to our Support Staff when you call in.
Please also keep in mind that you can save additional time by entering this info on our support website at www.creative-tn.com/oneorzero
Cases opened via the web are usually handled faster than a phoned in case;
Name of the software(s) affected (MicroMD, TouchChart, etc.)
Version of software currently installed at your office
Exact error message
Steps required to duplicate the problem, including patient data
Your contact details (name, phone number, extension, e-mail)
Is the problem on 1 machine or many?
What has changed since the problem started?
Having these items prepared before calling can help us diagnose the problem much more quickly, and often times the person answering the phone will be able to help you immediately rather than having to research the above information. This time savings can be extremely beneficial when your office can't fully utilize the very solutions that make your office run.
How To's
MicroMD
Electronic Secondary Claims
MicroMD is equipped to send electronic secondaries to carriers that will accept them. Medicare requires that their secondary claims be sent electronically and a growing number of commercial carriers are now accepting them. – BCBS is testing but not yet accepting electronic secondaries.
Many wonder about the EOB from the primary. This is no longer required! MicroMD sends that information electronically. It is very important that you always use the Green Primary Insurance payment entry box when entering the payment from the Primary Payer. This is what triggers the information to be sent to the Secondary Payer showing the amount of the payment, the adjustment, co-insurance, etc.
There are some setting changes in MicroMD that we will need to make for you and a few situations that require a little extra attention that we will be happy to train you on when you are ready to send electronic secondary claims. If you are not already sending electronic secondaries and would like to, please let us know and we will get the ball rolling.
We will be posting the latest payer list on our web site for your review of carriers that are ready to accept electronic secondaries.
TouchChart
How can I import documents into TouchChart?
To import documents to the Batch Basket, follow these steps:
Click File on the menu bar. Select Import, and then select Import Documents. The Import Documents window opens.
Make these entries and selections:
Source Path - The Source Path is the location of the document you want to import. It defaults to the TouchChart Base program file. To select a different location, click the continuation button to the right of the Source Path field. The Browse For Folder window opens. The window has folders and subfolders, just like Microsoft® Windows Explorer. Double-click a folder name to see subfolders. Highlight the folder where documents you want to import are located and then click OK.
Source File - Click the button to the right of the Source File field to select the document you want to import. The Select File window opens. Click the name of the file you want to import and then click Open.
Template - From the dropdown list select the template named BATCH BASKET.
On the bottom right side of the window, make these entries and selections:
Log Detail - Check this box if you want information about files imported recorded in a log file.
Delete Imported Files - Check this box if you want the files you import deleted from their original location once they are successfully imported.
Send documents that do not match template to the BatchBasket - Check this box if you want documents that do not match the file name format of the template you selected to be stored in the BatchBasket. From there you can file them to patient charts and file cabinets.
When your entries and selections are complete and correct, click Import. Or, to close the window without importing, click Cancel.
After the file has been imported, a message window opens indicating that the import is complete. Click OK to close the message window. You return to the Import Documents window. Click Close.
To see the imported document go to the Batch Basket. The document can be filed to a chart from the Batch Basket.
New TouchChart Feature
We now have bar coding capabilities in ImpactMD/TouchChart Document Management. The time and effort of filing documents can be greatly reduced by using these functionalities. Barcodes can be still be generated by an outside program or by TouchChart.
Barcodes generated by a Third Party Program can be:
1) A cover sheet that has a
Workflow:
a. User generates cover sheets for daily schedule with Word.
b. Patient comes in to see physician.
c. After the visit, all the documents generated during the visit are placed with the previously generated cover sheet.
d. End of Day, Scanners scan in documents to BatchBasket and process the barcodes.
e. Documents appear in the Archives/To Be Filed Folder (if selected in User Preferences) in the appropriate patient’s chart.
f. VARIATION: Users can do like documents – All Labs for that patient can be scanned in at once into the Lab folder.
2) Barcodes generated by third party software and placed on all incoming documents with a particular Import Template. Documents are filed in appropriate folder with appropriate name/date.
Workflow:
a. User generates barcodes onto stickers with the following information: charted_folderid_documentdate_documentname.ext
b. Scan into BatchBasket, process barcodes
c. Documents are filed into patient charts.
These are just two examples of barcodes being generated outside of ImpactMD /TC Doc Mgmt and the processing of them.
Barcodes generated from within ImpactMD /TC Doc Mgmt can be:
Users can print FormsMD Forms using the MultiChart with barcodes. The barcode will be a document ID and associated with the appropriate patient’s chart. They must place the barcode database field on the form in the Forms Designer for this work.
Workflow:
User loads schedule into the MultiChart.
Selects Print Blank Forms.
Forms with barcodes are generated for each patient listed.
End of Day, documents can be scanned into the BatchBasket and processed using the Form Barcode template (system generated). The form will file in the appropriate patient’s chart.
Users can create a Word Form Letter Template with the
Word 2003 is required.
User creates a Minichart with just that form letter.
User goes to MultiChart and loads schedule.
Prints MiniChart with FormLetter barcoded sheet.
End of Day, Scanners scan in documents to BatchBasket and process the barcodes.
Documents appear in the Archives/To Be Filed Folder (if selected in User Preferences) in the appropriate patient’s chart.
VARIATION: Users can do ”like” documents – All Labs for that patient can be scanned in at once into the Lab folder.
If you office is interested in learning more about this feature please contact our offices and we will be happy to set up an appointment for some additional training on this great new feature.
Did You Know?
Did you know that Creative Business Systems is a full-service print shop? From exam forms to full-color brochures we are ready to take care of your needs!
Ask for samples of your exam forms that could make your documentation and coding much easier. We worked with two well-known coding and compliance consultants in developing a simple-to-use format for common exams. We’ll be happy to send you samples!
Scanner Service Scheduling
We are now scheduling appointments for annual maintenance on your PANASONIC SCANNERS. Routine cleaning and maintenance are essential for optimal performance. Many problems you may be experiencing can often be resolved by a simple service call. The most common errors include double feeding, inferior scanned image quality and noise. These problems as well as others are easily fixed with service and recalibration.
Creative Business Systems has a factory trained Panasonic service technician on staff. The service call is a flat fee of $89, and includes a cleaning of the scanner. Any necessary parts or replacement rollers is at an additional charge.
Please call or email to schedule an appointment and keep your expensive scanners in top running order.
Teresa Collins
Creative Business Systems
865-688-8187 ext 29
teresa@creative-tn.com
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