The functions to be discussed are:
- Creating a new record
- Finding a record
- Printing a label
- Creating a list and working with this list
- Deleting a record
- Using the NAIC Codes database
- Subscribers List
- Cap
Check
To start a new record click the New button. At the dialog below complete each field. In Phone Number be sure to enter the entire number with dashes. A sample completed dialog is also shown. Once a new record is started you should complete and update all fields.
Finding an Insurance
To find a record using the standard find dialog below click Find...
and complete as many fields as needed to help you search.
- The Insurance Name field is for any part of the name
- If you know the Insurance Code enter it
- If you have the patient's insurance card and there is a phone number on it, enter that number in the Any Phone or Fax field.
- In Address(partial OK)
enter any part of the address.
If you have the post office box number, enter it here to search on. For
example,
if the address on the insurance card is "Post Office Box 7739", then
enter
just "7739" and click Find.
Print Label
If you want to print an address label for this carrier click the Print button. Unless you have background label printing you will need to switch to your Dymo LabelWriter before printing.
Creating a List and working with it
Often, you need to see a list of available insurances in your effort to find the correct one or make changes to that set of records. In the example illustrated, a pick list for all Blue Shield carriers was created as follows:
- The Find button was clicked
- Blue Shield was entered as the Name and Continue clicked.
- Since more than one record matches, a “pick list” is created.
- To review a specific insurance, click on its name and you will be returned to the entry screen
Replacing values
There are several columns of information about each carrier located on the right. These five fields are the most frequent ones that need to be changed for multiple records at one time. These fields are: NAIC, ECS (ECS# if Pri), Affil (Affilliates), PL (Link to Provider No) and CL (Consultant Link). Above each column is a checkbox icon
. If you click one you get a dialog
like the one below
asking if you want
the current set of records to have the same value as the record as you
are
in. In this example Blue
Shield of PA is the 
Deleting Records
We recommend that you do not delete any insurances records unless you are absolutely sure no patient is using it. If the current records is being used by patients and you try to delete the records you will get a dialog like the one below:
If the
records has no associated patients
the
dialog below appears.
The NAIC Codes database
The Insurance Codes database stores clearinghouse information on over 1900 insurance carriers. To see if one of your insurances can have its claims sent to our clearinghouse, click the NAIC Codes button on the top of the screen. The information in this database cannot be altered. The screen below appears.
- To search for an insurance click Find and then enter your search criteria into the correct field and press enter on the keyboard.
The list below appeared we did a find putting "Aetna" in the Insurance Name field. The Toggle View button changes the view from list to that individual record's information.
[Click here to enlarge above image]
- If you found the insurance you want to send electronically note if it is participating or non-participating in the Payer Type field.
- To copy the NAIC or MG Code to use for
your Insurance Module record, click the related clipboard icon.
Then
return to Insurances and paste the value in the corresponding
field
of the correct record.
Current Subscribers
To see a list of all patients with the current insurance, click the Subscribers tab. If you are on a network workstation you will get the dialog below.
A scrollable list of all patient’s will be created! Click the red Go arrow to see that patient's record. To print a list of patients with one particular insurance, go to the Coverages Module.
Cap Check
To get to the Cap Check screen where capitation checks can be viewed, posted or altered a previous, click the Cap Check tab. The administrator's password is required at the dialog below. If you enter the wrong password the action is logged.
Once you enter the correct password the area below appears where you can view, edit or delete capitation checks. The movement of records here uses the same process as in the Billing Module. You would enter the new capitation check in the top temporary fields and then click the green down arrow
. All the fields must be
completed.
To change an entry click the red up arrow
to bring that record up
into the temporary fields. When
completed
click the down arrow
. To delete a check click the delete icon 
. This
action will be logged. The checks entered will
appear on your daily
reports.
Last updated 8/14/2004
To see a list of all patients with the current insurance, click the Subscribers tab. If you are on a network workstation you will get the dialog below.
A scrollable list of all patient’s will be created! Click the red Go arrow to see that patient's record. To print a list of patients with one particular insurance, go to the Coverages Module.
Cap Check
To get to the Cap Check screen where capitation checks can be viewed, posted or altered a previous, click the Cap Check tab. The administrator's password is required at the dialog below. If you enter the wrong password the action is logged.
Once you enter the correct password the area below appears where you can view, edit or delete capitation checks. The movement of records here uses the same process as in the Billing Module. You would enter the new capitation check in the top temporary fields and then click the green down arrow
. All the fields must be
completed. To change an entry click the red up arrow
to bring that record up
into the temporary fields. When
completed
click the down arrow
. To delete a check click the delete icon . This
action will be logged. The checks entered will
appear on your daily
reports.Last updated 8/14/2004