This feature was just added to PracticeMaker5 and it gives you an almost complete accounting of what happens to transactions after they have been added to an invoice. To gain access to this screen, just like with the Log screen, you need to enter the administrator's password.
Reading the Columns
Most of the columns are self-explanatory, such as Date/Time and Inv No to name a few. The others may not be:
- Status describes whether that record
was the Original, Changed or Deleted transaction
- CPT is the procedures code (99212, 99213, etc.)
- Date From is the date on that lineitem
- Us are the units
- M1 to M4 are the modifiers used on this charge
- Doc is the office doctor, while Grp is the examiner
- Usr1 is the user who originally created the line item
- Usr2 is the user who altered this line item
- PT is the "Payment Type" if this was a payment transaction
- Reference is for the check number or other data in the Reference field of the transaction
- Serial No is the internal number that is unique to each line item. This number is the same as the "Line Item Control Number" when that line item is a procedure.
- SO is the source of payment
or affiliation. "SP" is the patient
This system records deletions or alterations to any existing line item, whether it is a charge, payment or adjustment! In the example screen above we can see several changes on Invoice 1242:
- the line item with CPT 99212 and Serial No 28 had its price changed from 55.00 (Original) to 65.00 (Changed)
- CPT 99213 (Serial No 29) was deleted
- The "cash payment" (Payment Type of "8") with Serial No 35 was changed from 45.00 (Original) to 35.00 (Changed)
- The "check payment" (Payment Type of "7") with Serial No o 36 was changed from 45.00 with check number 451 to 56.00 with check number 452.
- And finally, the "cash
payment" on the final line was deleted.
After a while of using the system no doubt there will be thousands of audit records. Instead of scrolling through records to find problems, you can click on the Find button to get the Find Dialog below. You can use this dialog to search using one or many fields.
Any records that match your request will be found and presented in the same list as above. You can search for records by using one field or any combination of fields.
- Date - You can search for a single date, or for a range of dates (i.e. for 8/1/2004 through 8/14/2004 you would type in "8/1/2004...8/14/2004")
- Time - To search it is best to use
military time, otherwise you need to add the AM or PM. For example,
11 AM to 1 PM would be entered as "11:00...13:00".
- Status which refers to Original, Changed or Deleted. You could do a search for all deleted transaction
- Serial No searches are an advanced
function...you really gotta know what's happening!
- Invoice is for the Invoice Number
- Procedure is for the procedure code
- Original User - This the user who originally created the line item
- Changing User - is the user who altered this line item
- Reference is the check number or charge authorization, etc.
- Payment Type is what was used on the payment line item
- An example of a
search would be to look for all deleted "Cash payments", PT = 8, during
a defined date period (i.e. "8/1/2004...8/14/2004") for a specific "Changing User". This is
a good way to find a thief
Deleting Records
You cannot delete one record at a time. What you do is flag the ones you want to delete by checking off the Del field for that record. Then you click on Find and Delete to get the dialog below.
If you click Proceed you get the next dialog. Clicking Cancel stops the process. If you click View you get to see the records that would have been deleted. Clicking Delete will delete the found records.
Last updated 9/10/2004