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How to Use MED/FM
The MED/FM (Medical Financial Management) system stores registration information about patients
through Patient Registration and enables a medical practice to record all visits and procedures through
Transaction Entry, print patient billing statements and insurance forms, send electronic insurance claims,
and apply payments received from patients and insurance companies through Open Item Payment Entry.
MED/FM also performs monthly maintenance on the accounts receivable information and produces many
reports for office and receivables management.
Additionally, MED/FM provides Hospital Data Capture, Claim Tracking, Appointment Scheduling, Film
Tracking, Mammography Tracking, and Medical History features, as well as an in-house and a third
party Collections module. The Correct Coding Initiative module can be purchased as an addition to
MED/FM to edit the charge data, searching for reasons for possible denial of claims before the charges
are billed. The MED/FM "GUI" software also provides Transcription capabilities.
This chapter explains basic iSeries® and MED/FM operations. The following topics are covered:
Using the Keyboard and Frequently Used Keys
Signing On and Off
Using Menus and Submenus
Using Menu Options
Menu Shortcuts
Security Features
Function Keys
Electronic Mail (Email)
The Tickler System
Screen Options
The Bulletin Board
Selection Screens
View Sequences
Data Entry Screens
Browsing
Report Prompt Screens
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Frequently Used Keys
A detailed appendix of the IBM® 122-key keyboard is included at the back of this manual in the
Appendix. There are a few keys, which are frequently used and referred to throughout the manual, and it
is important to get to know them. These keys are most useful when working with the MED/FM "Green
Screens." When using a PC to access the MED/FM software, the PC keyboard can be configured to have
these keys available.
Enter
Press the ENTER key to start an action or to process the information displayed on the current screen. For
instance, press ENTER after changing a residential address to save the change to the master
files. Press ENTER on the Patient Registration Selection Screen to add a new patient record,
Enter
or press ENTER on a Report Prompt Screen to send the report to the output queue to be
printed. Pressing ENTER commands the computer to take an action.
Caution! Be sure all fields in the screen or window have been completed before pressing ENTER.
Field Exit
The FIELD EXIT key has several useful characteristics. It works as an "eraser" to wipe away any
characters in front (to the right) of the cursor, causing the input field (typing area) to
become blank. It also right-justifies numbers when pressed after they are keyed into a
Field
numeric field.
Exit
Press the FIELD EXIT key to move the cursor from one input field to the next input field,
"clearing" the field as it goes. This is most effective when updating information. For
example, to change the patient's first name from PATRICIA to PAT on a patient data entry screen, move
the cursor to the left of the "R" and press FIELD EXIT. The cursor will advance through the rest of the
"Patient First Name" field, erase the "RICIA," and be positioned on the "Middle Initial" field.
FIELD EXIT pressed in a numeric input field will right justify all numbers to the left of the cursor and
insert leading zeroes. For instance, to enter a value of "25" into a seven-digit numeric input field, type
"25" into the field (2500000). The cursor will then be positioned after the "5." Press FIELD EXIT to
advance the cursor to the next input field, and it will cause the 25 to move all the way to the right. It will
also insert leading zeroes. The field will now appear as: 0000025. The FIELD MINUS and FIELD PLUS
keys function the same way. FIELD MINUS enters the number as a negative number, and any
mathematical calculations using the number will treat it as a negative quantity.
Caution! FIELD EXIT, FIELD MINUS, and FIELD PLUS erase input fields that already contain information!
Use them only after typing the information or to move the cursor through empty input fields.
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New Line
Normally, this key is only found on keyboards that work with "dumb" (non-PC) terminals. However
PC's attached to the system via a Client Access session can have a key mapped to this
function. Press the NEW LINE key to move the cursor down the data entry screen a whole
line at a time. NEW LINE does not clear input fields. It only moves the cursor directly
down the left side of the screen.
↵
Use NEW LINE on data entry screens to move the cursor quickly down lines of input fields that do not
need any entries. This key works in the same manner as the down arrow on a PC.
Tab (Forward)
The TAB key moves the cursor from one input field to the next without erasing the contents of input
fields. For instance, press the TAB key to move the cursor from the "Patient First
Name" input field to the "Middle Initial" input field without clearing the patient's first
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name.
→
The TAB key will be used throughout MED/FM. When in a data entry screen press the TAB key to
advance to any field needing updating. The cursor moves to the beginning of the next field. Use TAB on
data entry screens to quickly move the cursor through input fields that do not need any entries.
Tab (Backward)
Press the TAB BACKSPACE key (SHIFT + TAB on a PC) to move the cursor backwards from the current
input field to the previous input field. TAB BACKSPACE does not clear input fields. It
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only moves the cursor backwards one field at a time. It moves in the opposite direction
of the TAB key.
←
Use TAB (BACKWARD) on data entry and update screens to safely move the cursor backwards through
input fields that already display information. The cursor moves to the beginning of the previous field.
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Mapping a PC Keyboard Using IBM iSeries Access
IBM iSeries Access is a program that allows a PC to emulate an IBM workstation. Most keys on the PC
keyboard can be mapped to emulate IBM workstation keys such as the Field Exit key. Data entry
operators can map the keys in the number pad region of their keyboard to have all required cursor
movement keys in a convenient spot, eliminating the need for much hand movement.
A CPU hardware representative will assist in loading IBM iSeries Access onto PCs, providing desktop
icons for fast access to MED/FM sessions. At the top of each session screen
IBM iSeries Access Workstation Emulation Session
REMAP KEYBOARD FUNCTIONS
A series of icons in the menu bar at the top of the screen allow for customizing some of the emulation
settings such as the screen colors and keyboard emulation. To view or change the keyboard settings,
click the REMAP KEYBOARD FUNCTIONS icon as shown in the image above.
The Customize Keyboard – US Enhanced Screen will be displayed.
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Customize Keyboard – US Enhanced Screen
Click the key whose function is to be modified. Typically, a data entry operator wants the "Enter" button
in the number pad region to act as an IBM ENTER key, and perhaps the "*" key in the number pad region
to act as a forward-tab key. In this example, the "Enter" key will be changed to act as an IBM ENTER
key.
To change the emulation settings, click the key whose function is to be modified. It will be outlined in
red. In the sample above, the "Enter" button of the number pad region was clicked.
Next, click the browse arrow in the "Function" field in the bottom left side of the screen. Scroll down
until the desired function is found. For this example, locate and click "Enter."
Finally, in the "Change Current Actions for Selected Key" region, click the button beside the keycombination that should be changed. The most common key-combinations are:
Base – The selected key is pressed by itself.
Shift – The Shift key is pressed and held, and then the selected key is pressed.
Ctrl – The Ctrl key is pressed and held, and then the selected key is pressed.
Alt – The Alt key is pressed and held, and then the selected key is pressed.
To change multiple key combinations for the selected key, click the selected item in the "Function"
window and then click the key-combination. The item in the "Function" column must be selected before
each key-combination is selected.
When finished, click the exit button in the upper right corner of the window. A prompt window will be
presented asking if the changes should be saved. Click "Yes." The keyboard mapping is saved to a file
named AS400.KMP.
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Signing On and Off
The Sign On Screen appears each time a user turns on a display station. When the Sign On Screen is
displayed, the display station is inactive. When a terminal is not going to be used for an extended break,
sign off of the terminal to prevent unauthorized personnel from accessing the MED/FM system and the
financial database. The terminal is activated when a user signs on with their user ID and password. Each
user must have a valid user ID and password to sign on. A CPU Technical Instructor will help create the
user ID's and passwords during the MED/FM software training. After training, the billing manager or
supervisor should be responsible for assigning user ID's and passwords.
The Sign On Screen
Sign On
System . . . . . :
Subsystem . . . . :
Display . . . . . :
User . . . . . .
Password . . . .
Program/procedure
Menu . . . . . .
Current library .
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CPU35
QINTER
QPADEV0034
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(C) COPYRIGHT IBM CORP. 1980, 2003.
Signing On
To sign on to the MED/FM system, type a user ID in the "User" input field. Often a first name is used.
Press FIELD EXIT or TAB to move the cursor to the "Password" input field, and then type the password in
this field. A password can be unique to one person or can be used by several people. For security
reasons, the password will not be displayed as it is typed. Once a valid "User" and "Password" have been
typed, press ENTER to sign on to the iSeries®. The MED/FM Main Menu will be displayed.
Signing Off
To sign off of the MED/FM system from a data entry screen, press the F3 (Exit) function key to return to
the previous menu. From any menu, type "90" in the "Option" field, and then press ENTER. Or, if
authorized, type "signoff" in the "Shortcut" field from any menu, and then press ENTER. The display
station will be inactivated and the Sign On Screen will be displayed. On a PC, click the close button ⌧
in the upper right corner of the Sign On Screen to completely sign off of the system.
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Using Menus
All of the MED/FM features are accessed from menus. Menus contain the option titles and numbers that
make it easy to select and access different features.
The MED/FM Main Menu
Heading
Data Set: X70 004
System : CPU35
MED/FM
Release 7.0
CPU MEDICAL ASSOCIATES
M A I N
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Options
Patient Registration
Enter Transactions
Change Transactions
Account History
Removed Accounts
File Maintenance
Monthend Processing
Status of Billing
Collections
Telephone Directory
Date: 01/01/2010
Menu: MAINFM
Menu Title
M E N U
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
Reports
Letters and Mailing Labels
Appointment Scheduling
Transcription
Film Tracking
Mammography Tracking
Medical History
Billing
Custom Programs
Hospital Data Capture
More..
Option
Entry
Fields
Menu
COPYRIGHT 1986-2010
Function
Keys
F3=Exit
F6=Browse
F20=Set cursor
Continuatio
n
Shortcut
CPU Medical Management Systems
F7=Spooled files
F21=Command line
F9=Submitted Jobs
F13=Scheduled Jobs
F11=Messages
Following are descriptions of the key parts of the Main Menu.
Heading
The heading is comprised of two lines (located at the top of the screen). The first line specifies the
acronym of the dataset that being accessed, the screen ID number, the MED/FM version (Release 7.0),
and the current date.
The second line of the heading displays the computer system name (important for users with PC
workstations or multiple iSeries®' processors), the name of the practice represented by the dataset
acronym, and the name of the menu currently displayed.
For example, the screen above shows that the user has signed onto the X70 dataset ("CPU MEDICAL
ASSOCIATES"), using MED/FM Release 7.0, on January 1, 2010. MED/FM is running on the CPU35
computer system, and the current menu displayed is the Main Menu (MAINFM).
Menu Title
Each menu within MED/FM has its own title. The menu title is located in the center of the screen above
the menu options. When a menu other than the Main Menu is displayed, press the F12 (Previous)
function key to exit the menu or submenu and return to the previous menu, and ultimately return to the
Main Menu.
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Options
Each option listed on the menu represents a feature of the MED/FM system. The option title describes
the function that the feature performs. To access a feature, type the corresponding option number in the
"Option" input field at the bottom of the screen, and then press ENTER. The selected feature of MED/FM
will be displayed. For instance, if option"1" (Patient Registration) is typed into the "Option" field on the
Main Menu and ENTER is pressed, the Bulletin Board Screen will be displayed in the Patient Registration
module
If a menu option is selected that contains a submenu, the submenu will be displayed, and all applicable
features of that submenu will be listed. Most options (6, 9, and 11 through 20) contain submenus. For
instance, if option "13" (Appointment Scheduling) is selected from the Main Menu, the Appointment
Scheduling Menu will be displayed, which will list the options and features that are related to the
Appointment Scheduling module. Submenus are identical to the major menus, except that submenus
contain the F12 (Previous) function key, which may be used to return to the previous menu.
Continuation
If the word "More…" is located on the right-hand portion of the screen below the menu options, this
indicates that the menu will continue on the next "page" (screen), with additional options available to be
selected. Press the PAGE DOWN key to display the next set of menu options located on the second page.
If there are no more pages to be displayed, "Bottom" will be displayed instead of "More..." From the
second menu page, press the PAGE UP key to return to the first page of the menu.
Entry Fields
Every menu displays three entry fields to provide an efficient and fast way to get around the MED/FM
system. The three entry fields are: "Option," "Menu," and "Shortcut."
Option
This field is used to select an option from the menu. Type the number of the corresponding option in the
"Option" field and press ENTER. The selected module or submenu will be accessed. Users must be
authorized to use an option (via the Security file) in order to select it. For example, to access the Patient
Registration module, type a "1" in the "Option" field, and then press ENTER.
If the menu contains multiple pages of options, the number of an option found beyond the first page of
the menu can be selected even though it is not currently displayed on the screen (the menu option must be
found on one of the menu's pages).
The "Option" field can also be used in conjunction with the "Menu" field to select an option from a
different menu. If the desired option is located on another menu, type the option number (from the other
menu) in the "Option" field, type the menu name of where the option is located in the "Menu" field, and
then press ENTER. For example, to select the "Insurance Tracking Report" (option 1) from the Insurance
Reports Menu, type a "1" in the "Option" field, type "RPTMN6" in the "Menu" field, and then press
ENTER.
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Menu
Business functions have been categorized according to task, and each task category has a menu name.
For instance, all tasks relating to billing can be found on the menu named BILMNU. To access the
desired menu, type the menu name (without an option number) in the "Menu" field, and then press
ENTER. The selected menu will immediately be displayed.
The "Menu" field can be browsed for valid entries. Place the cursor in the "Menu" field and then press
F6 (Browse) in order to search for a specific menu name. The Menu Selection Window will be
displayed, listing all of the menus to which the signed on user is authorized.
The Menu Selection Window
ID02380
Show Menus
Type options, press Enter.
1=Select
Menu
APTMNU
APTMN1
ARPMNU
BILMNU
CCIMENU
COLLTR
COLMNT
Position to....
Description
APPOINTMENT MENU
APPOINTMENT FILE MAINTENANCE
APPOINTMENT REPORTS FILE
BILLING MENU
CORRECT CODING INITIATIVE MENU
LETTER SERVICE
COLLECTION FILE MAINTENANCE
More...
F3=Exit
F12=Previous
Seven menu names will be displayed at a time. To view additional menus, press the PAGE DOWN or
PAGE UP keys. Search for a menu by typing the menu name in the "Position to" field, and then press
ENTER. The Menu Selection Window list will be repositioned with the desired menu at the top of the list.
If the menu name is not found, the first menu displayed will be the one that is alphabetically after the one
that entered. For example, if "BILLING" is typed into in the "Position to" field, upon pressing ENTER,
"BILMNU" (Billing Menu) will be the first menu displayed, since "Billing" is not a valid menu name.
To select a menu from the Menu Selection Window, type a "1" in the field to the left of the desired menu,
and then press ENTER. The selected menu name will be automatically inserted into the "Menu" field on
the menu. Press ENTER again to go to the selected menu.
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Shortcut
A "shortcut" is a one-word command that enables a user to go directly to a feature that may not be
displayed on the current menu. CPU has assigned default shortcut names to every menu item. Users can
assign aliases to these shortcuts if desired. The shortcut feature allows users to quickly run a menu
option or an operating system command (such as WRKACTJOB) from any menu without changing
the menu currently displayed. Type the shortcut name into the "Shortcut" field and press ENTER.
Optionally, press the F6 (Browse) function key from the "Shortcut" field to display the Shortcuts
Selection Window and select a shortcut from there.
The Shortcuts Selection Window
Shortcuts
Type options, press Enter.
1=Select 2=Alias 4=Delete
Shortcut
ACTTYPE
ADJS
ALLERGY
APCANCEL
APCFGPGM
APCHG
APCLOSE
F3=Exit
Menu
RPTMN5
FMAINT
APTMN1
APTMN1
APTMN1
APTMN1
APTMNU
F5=All
Filter ...... CPU NAME
Position to..
Description
Activity by Charge Type Report
Payment & Adjustment Codes
Allergies
Cancellation Reasons
Scheduling Configuration
Procedure/Exams
Daily Close
More...
F12=Previous
The Shortcuts Selection Window displays a list of CPU standard shortcut commands. From this window,
select a shortcut, create an alias for a shortcut, or delete a shortcut.
The Shortcuts Selection Window contains a function key (F5) used to toggle the window between three
different views. The three available views are: All, which displays all of the available shortcuts; Alias
only, which displays the shortcuts by their alias name; and CPU only, which displays all of the standard
shortcuts created by CPU.
Following are instructions for selecting and deleting shortcuts, as well as instructions for editing a
shortcut alias.
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Selecting a Shortcut
1
From the Shortcuts Selection Window, locate the shortcut to be executed. If the shortcut is not listed
in the window, press the PAGE UP or PAGE DOWN keys to scroll through additional pages of
shortcuts. Optionally, type the shortcut name in the "Position to" field and then press ENTER. The
list of shortcuts will be repositioned with the shortcut that comes closest alphabetically to the typed
shortcut positioned at the top of the list.
2
Type a "1" in the field next to the desired shortcut, and then press ENTER.
3
The shortcut name will be inserted into the "Shortcut" field on the menu. Press ENTER again to
execute the shortcut command or module. For example, if the "APDOC" shortcut is selected, upon
pressing ENTER, the Doctor File will be displayed.
Editing a Shortcut Alias
Aliases can be assigned to CPU shortcuts to provide a more meaningful name for users. Use the "Alias"
feature to do this.
1
To create a shortcut alias, locate the shortcut option to be customized by scrolling through the
Shortcuts Selection Window.
2
Type a "2" in the field next to the desired shortcut description.
3
Press ENTER. The Assigning an Alias to a Shortcut Window will be displayed.
The Assigning an Alias to a Shortcut Window
Assigning an Alias to a Shortcut
Enter Transactions
CPU shortcut name: TRANS
User alias name:
F3=Exit
4
TE
F12=Previous
Type the new alias (shortcut name) in the "User alias name" field and press ENTER. In this example,
the alias "TE" is used for the "TRANS" shortcut, which takes a user to the Enter Transactions
module.
The alias is immediately activated and may be used to quickly access the feature. Place the cursor in the
"Shortcut" field on the menu, type the alias, and then press ENTER.
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Deleting a Shortcut
If a shortcut was created, but is no longer needed, it may be deleted using the following steps.
1
Locate the shortcut name and type a "4" in the field next to it.
2
Press ENTER. The Deleting a Shortcut Alias Window will be displayed.
The Deleting a Shortcut Alias Window
Deleting a Shortcut Alias
Enter Transactions
CPU shortcut name: TRANS
User alias name... TE
Are you sure you want to delete this record?
F3=Exit
3
F12=Previous
If the record should be deleted, type a "Y" in the prompt field and press ENTER. The unwanted
shortcut will be removed. To keep the shortcut, type an "N" in the prompt field and press ENTER, or
press the F12 (Previous) function key.
Function Keys
Menus contain function keys that may be used to perform a variety of functions. The available function
keys are located at the bottom of the menu. Every MED/FM menu has standard functions that may be
performed. All menus and submenus, except for the Main Menu, contain an additional function key
(F12) that is used to return to the Main Menu. The function keys that may be used from MED/FM menus
will allow users to browse the "Shortcut" and "Menu" fields, view their spooled files and submitted jobs,
view any system-generated messages, set the default position of the cursor on the menu, and display the
command line.
Refer to the "Using Function Keys" section on page 14 for a description of the function keys that may be
used from the MED/FM menus.
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Security Features
MED/FM incorporates security features at file, function, and menu option levels.
In the MED/FM Security File, user access to the major auxiliary files can be established. Each user can
have "full" access to an auxiliary file (which allows them to add, delete, and update the records within the
file), "view-only" access (which allows them to see the record contents but does not allow them to make
changes or add or delete records), or "no" access to the file.
Along with file access, major function authority can also be specified in the Security File. These
functions include Transaction Entry, Patient Registration, Credit Refund Processing, and more.
Each option on each menu within MED/FM can be set with user level authority limiting their ability to
see (and therefore select) menu options to which they are not authorized.
Group profiles can be established to identify departments within a facility utilizing MED/FM to set
default menu options and user authorities. As new users are created in MED/FM, they can be assigned to
a group and automatically assume the group's authority options.
The Security file features are discussed in Chapter 6, File Maintenance, in this manual.
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Using Function Keys
Every screen in the MED/FM system utilizes function keys. The function keys on the menus provide a
means of interacting with the iSeries® without having to exit the dataset or key long commands.
Function keys are displayed at the bottom of most MED/FM menus and screens, and they will match the
function keys on the keyboard. The name of the function is shown after the function number (for
example, F12 = Previous) and is as self-explanatory as possible. When using a PC, the F13 through F24
function keys are accessed by pressing SHIFT along with the corresponding function key. For example,
pressing SHIFT and F4 would access the F16 function key.
In many instances, functions let users perform a specific action without exiting the current option. For
example, press F14 (Notes) on the Patient History Screen to review and enter free-form notes into the
patient's account. The Patient Notes Window displays in the foreground while the patient history remains
in the background.
Standard MED/FM Function Keys
There are several function keys that perform the same function no matter where they appear throughout
the system. The standard keys are described in this section. In the ensuing chapters, these keys will be
mentioned, but to save space and prevent redundancy, their descriptions will not be repeated. If the
functions operate differently than the standard description, they will be explained in the applicable
chapter(s) of this manual.
F3 = Exit
Use this function key to exit the current module and return to the corresponding menu, or to exit the
current menu and return to the Main Menu. If F3 is pressed from the MED/FM Main Menu, the Dataset
Selection Screen or the iSeries® Main Menu may be displayed, depending on how the system is
configured.
The Dataset Selection Screen
GJBMNU
MED/FM Data Set Selection
Acronym
A70
R70
V70
X70
Z70
QPADEV0006
System Description
CPU
CPU
CPU
CPU
CPU
ANESTHESIA ASSOCIATES
RADIOLOGY ASSOCIATES
MEDICAL SPECIALISTS
MEDICAL ASSOCIATES
EMERGENCY ASSOCIATES
Bottom
COPYRIGHT 1986-2010 Computer Processing Unlimited, Inc.
Enter Acronym or Command
===>
F4=Prompt
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From the Dataset Selection Screen, type one of the acronyms listed to access that data set, or key a
command on the command line. Press F4 after typing a command to display a prompt screen of
additional parameters. Sign off of the system from this screen by pressing the F24 (Signoff) function
key.
When F3 is pressed from the Main Menu on a single data set system, the OS/400® Main Menu will be
displayed.
The OS/400® Main Menu
MAIN
OS/400 Main Menu
System:
CPU35
Select one of the following:
1.
2.
3.
4.
User tasks
Office tasks
General system tasks
Files, libraries, and folders
6.
7.
8.
9.
10.
11.
Communications
Define or change the system
Problem handling
Display a menu
Information Assistant options
Client Access/400 tasks
90. Sign off
Selection or command
===>
F3=Exit
F4=Prompt
F9=Retrieve
F12=Cancel
F23=Set initial menu
(C) COPYRIGHT IBM CORP. 1980, 2005.
F13=Information Assistant
The OS/400® Main Menu is used to perform a variety of functions with the iSeries® system. Refer to the
iSeries® User's Guide for a description of the available functions on this screen, or press F13
(Information Assistant) for an online help feature. To sign off of the iSeries®, type "90" on the command
line at the bottom of the screen, and then press ENTER.
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F4 = Delete
For auxiliary files, Transaction Entry, Open Item Payment Entry, and Email, this function key will delete
the record currently being displayed. To delete the record, press F4. The "Caution - Do you really
want to delete this record?" prompt will appear near the bottom of the screen with a default answer of
"N."
The Doctor Record Screen with the Deletion Prompt
X70 08:00 AM
Update Mode
Location/Number: 01 00001
Doctor File
* This doctor has notes!
01/01/10 QPADEV0006
Exceptions exist
Status: Active
Doctor Name..... CHAMBERS, MICHAEL
Practice: CPUMG
Doctor Title.... M.D.
(M.D., D.D.S., etc.) Facility: CPUDR
Address Line 1.. 9235 ACTIVITY ROAD
Phone.... 619 597 0875
Address Line 2.. SUITE #104
Fax #.... 619 530 2615
City, St, Zip... SAN DIEGO
CA 92126 4440
Doctor type..... A
Doctor Since... 000000
Specialty....... DIAGNOSTIC RADIOLOGY
Letter Number... 00000
Doctor Email....
ECS Sub-ID.....
NPI(1).. NPI0000001 Billing NPI(2)..
P R O V I D E R
I D E N T I F I C A T I O N
N U M B E R S
Medicare I.D.#... 00001MCARE
(01) State License#. 00001STLIC
(06)
Medicaid I.D.#... 00001MCAID
(02) UPIN Number.... A12345
(07)
B/S or B/C I.D.#. 00001BCBS
(03) Social Security#: 111 22 3333
(08)
Champus I.D.#.... 00001CHAMP
(04) Other I.D. #...
(09)
IRS Tax I.D.#.... 987654321
(05) Other I.D. #...
(10)
--CAUTION- Do you really want to delete this record? (Y or N)...
N
F3=Exit
F4=Delete
F10=Inactivate
F14=Doctor Notes
F12=Previous
F5=Refresh
F6=Browse
F16=Exception
To delete the record, type a "Y" in the "Do you really want to delete this record?" prompt field, and then
press ENTER. Please use caution when deleting auxiliary file records. A record should not be deleted if it
is linked to any patient’s account (such as a charge procedure code or a location code). If a deleted
record is linked to a patient’s account, some screens and reports may reflect that the record is "not on
file," or even issue an error.
Inactivating a record can be used as an alternative to deleting a record that should no longer be used
(refer to the "F10 = Activate/Inactivate" section later in this chapter for additional information on
activating and inactivating a record).
F5 = Refresh
In Update Mode, use the F5 (Refresh) function to reset changed input fields to their previous values. For
instance, if any information on a screen was changed and the user realized they accessed the wrong
account, pressing F5 will return all fields on the screen to their original values.
Note: Be sure to press F5 before pressing ENTER or the record will have already been updated. Then F5
will not be able to reset the fields to their former value. They will have to be reset manually. The
History of Changes screen will keep track of changes applied to the account, but today's changes will not
be accessible until the next time the system is powered up. While updates to an account take effect
immediately, the history of change records are written to the accessible file during daily start up.
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F6 = Browse
Use the F6 (Browse) function to search for and retrieve information from auxiliary files without exiting
the current screen. This function may be used to display, select, add, or change auxiliary file records
without exiting the current module. In some cases, this function can be used to select a date from a
Calendar Window. If F6 appears as an available function on a screen, any field within the screen that
represents an auxiliary file can be browsed.
Only fields that refer to an auxiliary file are browsable via F6, such as the "Financial Class," "Printer,"
and "Doctor" fields. For instance, when adding insurance coverage information to an account, press F6
from the "Insurance Company" field to search for and select the appropriate insurance company from the
MED/FM Insurance Companies file.
Note: The user must have at least "view-only" authority to be able to browse a file.
To browse a file, place the cursor in the desired field and press F6. The applicable Browse Window
(Selection Window) will be displayed. The file records will be listed in alphabetical order.
The Doctors File Browse Window
Physicians
Type options, press Enter.
1=Select 2=Change
Opt
Code
01-00001
01-00003
01-00002
01-00009
01-00010
01-00006
01-00005
F3=Exit
Position to...
T
A
A
A
A
A
A
A
Doctor Name & Address
CHAMBERS, MICHAEL, 9235 ACTIVITY ROAD, SUITE #104, SAN,
DAVIS, HAROLD, 9235 ACTIVITY ROAD, SUITE 104, SAN DIEGO
DIVINE, CORETTA, 9235 ACTIVITY ROAD, SUITE #104, SAN DI
GOLDSTEIN, YOIDA, 9235 ACTIVITY ROAD, SAN DIEGO, CA
HOBBS, CALVIN, 9235 ACTIVITY ROAD, SUITE #104, SAN DIEG
JONES, MONTANA, 9235 ACTIVITY ROAD, SUITE #104, SAN DIE
MARTINEZ, MEDARDO, 9235 ACTIVITY ROAD, SUITE #104, SAN,
More...
F12=Previous F9=Add F10=Display Inactive Codes
If the required record is not displayed in the window, type the name in the "Position to" field and press
ENTER to search through the file. For instance, when searching for the code for Dr. Richard Smith, type
"Smith" or "Sm" in the "Position to" field and press ENTER. The window will be repositioned with the
name or description entered displayed at the top of the listing. Press the PAGE UP or PAGE DOWN keys to
scroll forward or backward through the file until the desired record appears in the window.
From the Browse Window, users may select a record, update an existing record, or add a new record if
authorized.
The Browse function is also available for the "Menu" and "Shortcut" fields on all menus as previously
described.
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Selecting a Browsable File Record
To select a record while browsing a file, type a "1" in the "Sel" or "Opt" field beside it and press ENTER.
The screen from which the F6 key was pressed will be redisplayed with the selected record brought
forward. In many cases, where space is available, some values from the selected record will be displayed
on the screen. For example, if a financial class is selected from the browse window, the financial class
code and description will be brought forward into the Family Screen. If there is not room on the screen
for additional values, only the selected code will be displayed.
Changing a Browsable File Record
To change a value within a record while browsing its file, type a "2" in the "Sel" or "Opt" field beside it
and press ENTER. The associated record will be displayed in either "View" or "Update" mode, depending
on the user's authority level. In "Update" mode, all fields can be changed. In "View" mode, the fields
are displayed in a protected status. After changing the incorrect values, press ENTER. The record will be
updated. All MED/FM reports, billings, and options will utilize the new values.
The Doctor Record Screen
X70 08:00 AM
Update Mode
Doctor File
Location/Number: 01 00001
01/01/10 QPADEV0006
Exceptions exist
* This doctor has notes!
Status: Active
Doctor Name..... CHAMBERS, MICHAEL
Practice: CPUMG
Doctor Title.... M.D.
(M.D., D.D.S., etc.) Facility: CPUDR
Address Line 1.. 9235 ACTIVITY ROAD
Phone.... 619 597 0875
Address Line 2.. SUITE #104
Fax #.... 619 530 2615
City, St, Zip... SAN DIEGO
CA 92126 4440
Doctor type..... A
Doctor Since... 000000
Specialty....... DIAGNOSTIC RADIOLOGY
Letter Number... 00000
Doctor Email....
ECS Sub-ID.....
NPI(1).. NPI0000001 Billing NPI(2)..
P R O V I D E R
I D E N T I F I C A T I O N
N U M B E R S
Medicare I.D.#... 00001MCARE
(01) State License#. 00001STLIC
(06)
Medicaid I.D.#... 00001MCAID
(02) UPIN Number.... A12345
(07)
B/S or B/C I.D.#. 00001BCBS
(03) Social Security#: 111 22 3333
(08)
Champus I.D.#.... 00001CHAMP
(04) Other I.D. #...
(09)
IRS Tax I.D.#.... 987654321
(05) Other I.D. #...
(10)
F3=Exit
F12=Previous
F4=Delete
F5=Refresh
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F10=Inactivate
F6=Browse
F14=Doctor Notes
F16=Exception
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How to Use MED/FM 19
Adding a Browsable File Record
To add a new record to a file while browsing it, press the F9 (Add) function key. MED/FM will check
the user's authority, and if they have full authority to the file, its selection screen will be displayed in
"Entry" mode.
The Doctor File Selection Screen
X70 08:00 AM
Doctor File
Entry Mode
Loc-Doctor
Doctor Name
01-00100
ARONSON, ALEX, M.D.
01-00101
BENNETT, BAXTER, M.D.
01-00102
CANSECO, CARLOTTA, M.D.
01-00001
CHAMBERS, MICHAEL, M.D.
01-00103
DAVIS, DARLENE, M.D.
01-00003
DAVIS, HAROLD, M.D.
01-00002
DIVINE, CORETTA, M.D.
01-00104
EVANS, EUGENE, M.D.
01-00105
FONTANA, FREDERICK, M.D.
01-00009
GOLDSTEIN, YOIDA, M.D.
01-00106
GOMEZ, GLORIA, M.D.
01-00107
HARRIS, HERMAN, M.D.
01-00010
HOBBS, CALVIN, M.D.
01-00108
IBARRA, INEZ, M.D.
01/01/10 QPADEV0006
Type
R
R
R
A
R
A
A
R
R
A
R
R
A
R
Prov. #1
Prov. #2
00001MCARE
00001MCAID
00003MCARE
00002MCARE
00003MCAID
00002MCAID
+
Enter the location/doctor code you wish to add..... 01 00000
or Position to description............................
F3=Exit
F8=List
F2=Copy Attending
F11=Cards/Labels
F9=UPDATE mode
F1=Generate Key
F7=Filter
Page Keys
Type the code to be added, and then press ENTER. Some file, such as the Attending and Referring
Physicians file and the Insurance Companies file provide a function button (F1) to generate the next
available key.
Upon pressing ENTER, the corresponding File Record Screen (shown on the previous page) will be
displayed in Entry Mode. Type all available information into the provided fields and press ENTER. The
new record will be added to the file. The browse window will be redisplayed with the new record
positioned at the top of the list. To select the new record, type a "1" beside it and press ENTER.
Refer to Chapter 6, File Maintenance, for detailed instructions on adding and updating an auxiliary file
record.
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Browsing Date Fields
Some screens within the MED/FM Appointment Scheduling and reporting modules provide the ability to
select a date by using the F6 function key while the cursor is positioned in the date field. The Calendar
Window will be displayed.
The Calendar Window
ID00119
January 2010
Sun Mon Tue Wed Thr Fri Sat
1
2
3
4
5
6
7
8
9
10 11 12 13 14 15 16
17 18 19 20 21 22 23
24 25 26 27 28 29 30
31
Key date, press Enter..... 00
F3=Exit F12=Previous Page keys
The current month will be displayed with the current date highlighted. Press the PAGE UP or PAGE DOWN
keys to scroll back or forward one month at a time. To select a date from a displayed month, type the
date in the "Key date, press Enter" field, and then press ENTER. The selected date will then be input into
the browsed "date" field.
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F7 = E-Mail
Use this function to send or review messages (Email) to/from other users on the iSeries®. Each user has
an electronic mailbox that stores the Emails that they have sent and received from other personnel. Email
is available from the options on the Main Menu that present the Bulletin Board Screen. These include
options 1, (Patient Registration), 2 (Enter Transactions), 3 (Change Transactions), 4, (Account History),
and 17 (Medical History). When new Email has arrived, "New Mail" will be displayed in the upper right
corner of the Bulletin Board Screen.
To access the electronic mailbox, press the F7 function key from any Bulletin Board Screen
The Email Received Screen
X70
8:00 AM
ID00693
Electronic Mail
01/01/10 QPADEV0006
Messages Received
Type options, press Enter.
1=Select
4=Delete
5=View
Opt
Message
The CIGNA payor ID was incorrect.
Remember we have an appointment reg
I need you to work all claims in th
Your reports are on the printer.
When did Blue Shield of California
Can we print a report of reimbursem
I brought your lunch. It's in the
F3=Exit
F7=Send Message
Status
WAITING
MESSAGE
MESSAGE
MESSAGE
WAITING
ANSWERED
MESSAGE
From
MARY
CARLA
JOE
BLANCHE
DAVID
ANITA
HOPE
F9=Messages sent
Date
12/17/09
12/15/09
12/16/09
12/02/09
12/03/09
12/05/09
12/12/09
Time
8:24 AM
8:25 AM
8:26 AM
11:04 AM
11:22 AM
12:05 PM
12:30 PM
F12=Previous
Initially, MED/FM will display all messages received. The first few characters of the message is
displayed along with a status, the user ID of the person who sent the message, and the date and time of
the message.
To view "sent" Email, press the F9 (Messages Sent) function key. The Email Sent Screen will be
displayed. This screen is identical to the Email Received Screen, except that the "From" column is
replaced with a "To" column to indicate to whom the Email was sent. The "Date" and "Time" fields will
now reflect the date and time the Email was sent.
To return to the Email Received Screen, press the F9 (Messages Received) function key.
From the Email Received and Sent Screens, use the available options to view an Email, delete an Email,
reply to an Email, or send new Email.
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Sending Email
From the Email Received or Sent Screen, press the F7 (Send Message) function key in order to send an
Email. When you press F7, the Send Email Screen will be displayed.
The Send Email Screen
X70
8:00 AM
ID00691
Electronic Mail
01/01/10 QPADEV0006
Send message to: IVANA
Request reply?: Y
Message......... Will you be available to work the Claim Tracking Denial
Queue for charges denied due to coding issues for the rest of the week while
Debra is out at the ICD-10 learning seminar?
F3=Exit
F6=Browse
F12=Previous
Type the user ID of the recipient in the "Send message to" field. To select the recipient from a list of
valid user ID's, press the F6 (Browse) function key.
To provide the recipient a data entry line to respond to the message, type a "Y" in the "Request reply"
field. If the message is just for informational purposes and does not require a response, type an "N" in
this field.
Type the details of the message in the "Message" field. Upon reaching the end of a line, the text will
automatically wrap around to the next line. When the user receives the message, it will be presented in a
logical format.
Press ENTER to send the message.
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Selecting and Replying to Email
From the Email Received or Sent Screen, type a "1" (Select) in the "Opt" field next to an Email to read
and/or respond to it, and then press ENTER. The Electronic Mail Screen will be displayed with the
selected Email shown.
The Electronic Mail Screen
X70
8:00 AM
ID00963
Received from... MARY
Electronic Mail
Date sent.. 12/17/09
Reply sent:
01/01/10 QPADEV0006
Time sent....
Time replied:
8:24 AM
Message......... The CIGNA payor ID was incorrect. Can you resubmit all
CIGNA claims from 12/01/09 through 12/15/09? We have fixed the payor ID.
Reply...........
F3=Exit
F4=Delete
F12=Previous
This screen will display the name of the user that sent the Email, the date and time that the Email was
sent, the date and time that the reply was sent (if applicable), and the text of the original message.
If the person who sent the Email requests a response, type the response in the "Reply" fields, and then
press ENTER. The sender will receive the response immediately. Press F12 (Previous) to return to the
Bulletin Board Screen.
Note: If an Email is selected from the Email Sent Screen by using the "Select" option (option 1), the
screen will be displayed in View Mode.
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Deleting Email
Emails will remain until they are manually deleted. To delete an Email, type a "4" in the "Opt" field next
to it, and then press ENTER. The Electronic Mail Screen will be displayed with a prompt in the middle of
the screen asking "Are you sure you want to delete this record?" Type a "Y" to delete the Email, or type
and "N" to keep it on file.
An Email can also be deleted while reading it. While the Electronic Mail Screen is displayed, press the
F4 (Delete) function key. The deletion prompt will be displayed.
Viewing Email
From the Email Received or Sent Screen, view an Email by typing a "5" (View) in the "Opt" field next to
it, and then press ENTER. The Electronic Mailbox Screen will be displayed with the selected message
shown. Refer to the previous page for an example of the Electronic Mailbox Screen. In "View" mode,
no changes or responses can be made.
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F7 = Ext JobQ Options
This function enables users to schedule reports, billings, and file backups to run at a later time or date. A
window containing job scheduling options will be displayed.
The Optional Extended Job Queue Parameters Window
ID02291 Optional Extended JobQ Parameters
NOTE: All parameters are optional
Date job will run........(mmddyy).. 000000
Time job will run....(hhmm Am/Pm).. 0000
Job name on system.................
Job queue to use...................
Job description to use.............
Job priority (3/High 9/Low)....... 0
Hold job on jobq...................
(Y/N)
Message queue......................
Print text.....
F3=Exit
F6=Browse
F12=Previous
Use the Extended Job Queue Parameters Window to schedule the processing of a report to run during
non-peak business hours.
Extended Job Queue Parameters input fields
While you are able to input values into each of these fields, CPU recommends that unless you are an
experienced iSeries® Systems Operator, you limit yourself to the "Date," "Time," and "Print Text" fields.
Accepting the defaults for the remaining fields assures that your job will utilize standard iSeries® batch
processing and will not adversely affect other jobs.
Following are definitions of the input fields that are found on the Optional Extended Job Queue
Parameters Window.
Date job will run
Enter the date that the job should run in mmddyy format.
Time job will run
Enter the time in hhmm format that the job should start. Enter "A" or "P" in the field beside the time to
indicate AM or PM. To schedule the job to run at 7:30 pm, enter "0730 P".
Job name on system
Optionally, enter a name for the job. When the job has completed, a message that includes the job name
will be sent indicating that the job has completed.
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Job queue to use
Leave this field blank to use QBATCH. To use a different job queue, enter its name. This field should
only be used by experienced iSeries® operators.
Job description to use
Leave this field blank to use QDFTJOBD. To use a different job description, enter its name. This field
should only be used by experienced iSeries® operators.
Job priority on job queue
Leave this field blank to use standard level priority "5". To give your job a different priority as it is
submitted to the job queue, change the value. "3" is high priority which can put your job ahead of others,
while "9" is low priority. This field should only be used by experienced iSeries® operators.
Hold job on job queue
Enter "Y" to submit the job to the job queue, on a hold status. It will have to be released manually.
Leave the field blank to submit the job on a released status.
Message queue
Leave this field blank to use your message queue. To use a different job queue, enter its name. This
field should only be used by experienced iSeries® operators. When the job has completed, a message
will be sent to this message queue.
Print text
Enter a literal to be printed at the bottom of each page of printed output generated by this task. For
example, "DELIVER TO JACK SMITH". This can help describe the report or provide a routing
direction.
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F7 = Spooled Files
Press F7 from any MED/FM menu to display all spooled print files assigned to the current user ID. The
Work with All Spooled Files Screen will be displayed. This is an iSeries® screen and is not part of the
MED/FM system.
The Work with All Spooled Files Screen (View 1)
Work with All Spooled Files
Type options, press Enter.
1=Send
2=Change
3=Hold
4=Delete
5=Display
8=Attributes
9=Work with printing status
Opt
File
APPLY
UNAPPLY
REJECT
TOTRPT
HCFAREDS
HCFA2NDS
HCFA2NDS
HCFA2NDS
HCFA2NDS
User
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
Device or
Queue
NOPRINT
NOPRINT
NOPRINT
NOPRINT
NOPRINT
NOPRINT
NOPRINT
NOPRINT
NOPRINT
User Data
XMSCAAPD61
XMSCAUAD61
XMSCARJD61
XMSCABT999
F61HCFA04
BOX29=N-Y
BOX29=P
BOX29=C
BOX29=B
Parameters for options 1, 2, 3 or command
===>
F3=Exit
F10=View 4
F11=View 2
F12=Cancel
6=Release
Sts
RDY
RDY
RDY
RDY
RDY
RDY
RDY
RDY
RDY
Total
Pages
10
2
12
2
1
1
1
1
1
F22=Printers
7=Messages
Cur
Page
Copy
1
1
1
1
1
1
1
1
1
More...
F24=More keys
The Work with All Spooled Files Screen shows all of the spooled files on the system for the user signed
on at the workstation. Use the options at the top of the screen to work with an individual spooled file.
The options are described later in this chapter.
Command parameters can be typed on the command line to complete the selected option. For instance to
change multiple spooled files to print on a different printer all at once instead of one-at-a-time, type a "2"
beside each appropriate spooled file, then tab down to the command line. Type DEV(device name) on
the command line. Replace device name with the actual printer name. All selected spooled files will be
moved to the new printer at the same time. To see what types of options are available for each option,
type the option number in the "Opt" field and press F4. A prompt screen will be displayed listing the
available parameters. From the prompt screen, press F11 to see the keyword that can be typed on the
command line, such as "DEV."
The Work with All Spooled Files Screen provides four different views that display different information.
To display a different view, press the F11 (View) function key. The columns displayed with the four
views are described on the following pages.
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View 1 Columns
File
The name of the spooled report file as specified in the program that created it.
User
The name of the user who generated the spooled file or report.
Device or Queue
The printer device or printer output queue into which the spooled file was sent. If an actual printer name
is specified, the report will print on that printer when it is available.
User Data
The ten characters of user or program specified data that describes this file. In MED/FM this field can
help identify the report that generated the spooled file.
Sts (Status)
The status of the spooled file. The following list of values is used to describe the file's status:
RDY (Ready) - The file is available to be written to an output device by a writer.
OPN (Open) - The file has not been completely processed and is not ready to be selected by a writer.
DFR (Deferred) - The file has been deferred from printing.
SND (Sending) - The file is being or has been sent to a remote system.
CLO (Closed) - The file has been completely processed by a program, but SCHEDULE(*JOBEND)
was specified, and the job that produced the file has not yet finished.
HLD (Held) - The file has been held.
SAV (Saved) - The file has been written and then saved. This file will remain saved until it is
released.
WTR (Writer) - This file is currently being produced by the writer on an output device.
PND (Pending) - The file is pending to be printed.
PRT (Printing) - The file has been completely sent to the printer, but print complete status has not
been sent back.
MSGW (Message Waiting) - This file has a message that needs a reply or an action to be taken.
The following status values with a "*" in front of them will be displayed when an action was performed
on the file as a result of taking an option.
*CHG (Changed) - This file was changed using option "2" (Change).
*HLD (Held) - This file was held using option "3" (Hold).
*RLS (Released) - This file was released using option "6" (Release).
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Total Pages
The total number of pages or records in the file (pages for print, records for diskette). If the file is still
open, this field is blank for diskette files or will have the current number of pages spooled for printer
files. An "R" is displayed after the value if the file is a diskette file.
Note: If an asterisk (*) appears to the right of the total pages attribute, the exact size and content of each
page cannot be determined until the spooled file prints. If the spooled file attribute device type is
*AFPDSLINE, the total pages attribute is always an asterisk. If the spooled file device type is *LINE
and a page definition is used, the total pages attribute is always an asterisk. If the spooled file device
type is *AFPDS and the file did not originate on an iSeries®, the total pages attribute is always an
asterisk. If the device type is *SCS and the spooled file contains ASCII or *USERASCII data, the total
number of pages is unknown and the value is set to 1.
Cur (Current) Page
This column shows the page number currently being printed if the file has a status of WTR. The page
number shown may be lower or higher than the actual current number because of buffering done by the
system. This column will display the page number currently being converted if the file has a status of
PND. (Converted means that the printer writer is processing the file to prepare it to be sent to the
printer.) This column will display the current record number being written, if the file is a diskette file.
An "R" follows the record number for diskette files. Zero (0) will be displayed in this column if the file
was to be printed, but is being redirected to a diskette device.
Copy
The number of copies remaining to print for files to be processed by a printer writer. This field is always
"1" for diskette files, as multiple copies of diskette files are not allowed.
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Press the F11 (View 2) function key from the Work with All Spooled Files Screen to display the second
view of the Work with All Spooled Files Screen.
The Work with All Spooled Files Screen (View 2)
Work with All Spooled Files
Type options, press Enter.
1=Send
2=Change
3=Hold
4=Delete
5=Display
8=Attributes
9=Work with printing status
Opt
File
APPLY
UNAPPLY
REJECT
TOTRPT
HCFAREDS
HCFA2NDS
HCFA2NDS
HCFA2NDS
HCFA2NDS
User
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
Form Type
*STD
*STD
*STD
*STD
HCFA_ECS
HCFA_ECS
HCFA_ECS
HCFA_ECS
HCFA_ECS
Pty
5
5
5
5
5
5
5
5
5
Creation
Date
07/29/09
07/29/09
07/29/09
07/29/09
12/09/09
12/09/09
12/09/09
12/09/09
12/09/09
6=Release
7=Messages
Creation
Time
14:24:29
14:24:29
14:24:29
14:24:37
10:58:51
11:47:01
11:49:15
11:50:33
11:51:29
More...
Parameters for options 1, 2, 3 or command
===>
F3=Exit
F10=View 1
F11=View 3
F12=Cancel
F22=Printers
F24=More keys
View 2 Columns
The "File" and "User" columns displayed in the second view are identical to the first view. Refer to
"View 1 Columns" on the previous page for a description of these two columns.
Form Type
The type of the forms that should be loaded on the printer. For diskette files, this field is blank.
Pty (Priority)
The output priority assigned to the file. The values range from "1" (highest) to "9" (lowest).
Creation Date
The date of when the file was created.
Creation Time
The time of when this file was created.
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Press the F11 (View 3) function key from the Work with All Spooled Files Screen in order to display the
third view of the Work with All Spooled Files Screen.
The Work with All Spooled Files Screen (View 3)
Work with All Spooled Files
Type options, press Enter.
1=Send
2=Change
3=Hold
4=Delete
5=Display
8=Attributes
9=Work with printing status
Opt
File
APPLY
UNAPPLY
REJECT
TOTRPT
HCFAREDS
HCFA2NDS
HCFA2NDS
HCFA2NDS
HCFA2NDS
File
Nbr
7
9
8
15
2
3
6
9
12
Job
PGMREMIT
PGMREMIT
PGMREMIT
PGMREMIT
HCFA04CLMS
QPADEV0012
QPADEV0012
QPADEV0012
QPADEV0012
User
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
6=Release
7=Messages
Number
195777
195777
195777
195777
287171
287166
287166
287166
287166
More...
Parameters for options 1, 2, 3 or command
===>
F3=Exit
F10=View 2
F11=View 4
F12=Cancel
F22=Printers
F24=More keys
View 3 Columns
The "File," "User," and "Queue" columns that are displayed in the third view are identical to the first
view. Refer to "View 1 Columns" on page 28 for a description of these three columns.
File Nbr (Number)
The file number for this spooled file.
Job
The name of the job that produced the spooled file.
Number
The number of the job that produced this spooled file.
Library
The name of the library that contains the output queue.
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Press the F11 (View 4) function key from the Work with All Spooled Files Screen to display the fourth
view of the Work with All Spooled Files Screen.
The Work with All Spooled Files Screen (View 4)
Work with All Spooled Files
Type options, press Enter.
1=Send
2=Change
3=Hold
4=Delete
5=Display
8=Attributes
9=Work with printing status
Opt
File
APPLY
UNAPPLY
REJECT
TOTRPT
HCFAREDS
HCFA2NDS
HCFA2NDS
HCFA2NDS
HCFA2NDS
Queue
NOPRINT
NOPRINT
NOPRINT
NOPRINT
NOPRINT
NOPRINT
NOPRINT
NOPRINT
NOPRINT
Library
QUSRSYS
QUSRSYS
QUSRSYS
QUSRSYS
QUSRSYS
QUSRSYS
QUSRSYS
QUSRSYS
QUSRSYS
ASP
1
1
1
1
1
1
1
1
1
6=Release
Last
Used
Date
07/21/09
01/19/09
01/19/09
01/19/09
01/19/09
06/24/09
12/09/09
12/09/09
12/09/09
7=Messages
Spooled
File
Size (K)
84
28
84
28
32
32
32
32
32
More...
Parameters for options 1, 2, 3 or command
===>
F3=Exit
F10=View 3
F11=View 1
F12=Cancel
F22=Printers
F24=More keys
View 4 Columns
The "File" column that is displayed in the fourth view is identical to the first view. Refer to "View 1
Columns" on page 28 for a description of this column.
ASP
The auxiliary storage pool (ASP) that the spooled file resides on.
Last Used Date
The date that the spooled file data was last printed, displayed, copied, or sent. Or the date that the
spooled file attributes were last changed.
Spooled File Size (K)
The size of the spooled file in kilobytes (K).
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Work with All Spooled Files Options
Following are descriptions of the options that may be used from the Work with All Spooled Files Screen.
To select an option, type the corresponding option number in the "Opt" field next to the desired file, and
then press ENTER.
1 = Send
Use this option to send the spooled file. When you choose this option, you cause the Send Network
Spooled File (SNDNETSPLF) command to be processed. This option can be used to send a spooled file
to another user on the system.
2 = Change
Use this option to run the Change Spooled File Attributes (CHGSPLFA) command to change the
attributes of the spooled file. Upon pressing ENTER or the F4 (Prompt) function key the spooled files
current values will be displayed. Change any value as desired. Press F11 to see the keywords instead of
the value descriptions.
3 = Hold
Use this option to hold the spooled file. The spooled file will not print until it is manually released.
4 = Delete
Use this option to delete the specified spooled file. When you choose this option and press ENTER, the
Confirm Delete of Spooled Files Screen will be displayed. Press ENTER to delete the spooled file or
press F12 to return to the previous screen.
5 = Display
Use this option to display the data in the spooled file. This can be beneficial to assure that the spooled
file contains the desired data before it is printed.
6 = Release
Use this option to release a held spooled file so that it may be printed.
7 = Messages
Use this option if the "Status" column for a spooled file displays "MSGW" to display messages related to
the printing status of a spooled file.
8 = Attributes
Use this option to display the attributes of the specified spooled file.
9 = Work with printing status
Use this option to display the printing status of the specified spooled file. When you choose this option,
you cause the Work with Printing Status (WRKPRTSTS) command to be run.
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Work with All Spooled Files Functions
Following are descriptions of the function keys that may be used from the Work with All Spooled Files
Screen in addition to the standard F3, F5, F12, and paging keys. These standard function keys may be
found earlier in this chapter.
F4 = Prompt
This function provides assistance in typing additional parameter values for an option or in using a
command.
F9 = Retrieve
This function shows the last command typed on the command line, along with any parameters included.
Pressing F9 once, will display the last command run on the command line. Oressing F9 twice, displays
the next to last command run on the command line, and so on.
F10 = View 1, 2, 3, and 4
Depending on the current view that is displayed, press F10 in order to access another view. Every time
F10 is pressed, the view that is prior to the current view will be displayed.
F11 = View 1, 2, 3, and 4
Depending on the current view that is displayed, press F11 in order to access another view. Every time
F11 is pressed, the next view will be displayed.
F17 = Top
Press F17 to go to the top of the list of files displayed. This is useful if there are many files listed on the
screen (displayed on multiple screens).
F18 = Bottom
Press F18 to go to the bottom of the list of files displayed. This is useful if there are many files listed on
the screen (displayed on multiple screens).
F21 = Select Assistance Level
This function sets the level of assistance used when interacting with the system. Possible choices (if
available) are:
1 = Basic Assistance Level. This level shows the screens that provide the most assistance. Basic
assistance level supports the more common user and operator tasks, and does not use computer
terminology.
2 = Intermediate Assistance Level. This level shows the screens that support all system tasks and
uses computer terminology. Complicated tasks can be done using this level.
3 = Advanced Interface. This level shows the screens that provide the same functions as the
intermediate assistance level. However, the screens contain as much information as possible by not
displaying the allowed function keys and options.
F22 = Printers
Press F22 to access the Work with All Printers Screen.
F24 = More Keys
Press F24 to display additional function keys available for this screen.
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F8 = List
Auxiliary File Maintenance offers listings of the contents of each file, with options for specifying the sort
order. To print a file listing, press the F8 function key. The appropriate Listing Prompt Screen will be
displayed.
The Doctor File Listing Prompt Screen
X70 08:00 AM
Doctor File
01/01/10 QPADEV0006
Type options, press Enter.
Select one or more list options:
List by doctor number within location?...................
List by doctor name within location?.....................
List by doctor specialty within location?................
List numerically by zip code?............................
Print long format (all fields)?..........................
Include notes?...........................................
Include inactive codes?..................................
Select by Doctor Type?...................................
Y
N
N
N
N
N
N
N
(Y/N/O)
Spool File options:
Hold the list(s) on the spool file?...................... N
How many copies of each list are to print?............... 01
At what printer should the list(s) print?................ LASER
F3=Exit
F6=Browse
F12=Previous
Each Listing Prompt Screen displays a "List Options" section and a "Spool File Options" section. The
"List Options" section contains the different sequence options that may be used when printing the listing
or report (i.e., by code, by name, etc.). To select a listing sequence, type a "Y" in the field to the right of
the desired sequence.
When printing File Listings, some files offer the option of including or excluding inactive records from
the list. To include inactive records, type a "Y" in the "Include inactive codes?" field. To exclude the
inactive records, type an "N" in this field. To print only the inactive records, type an "O" in this field.
Use the "Spool File Options" section to set the printing parameters used by the report or listing, such as
the printer to use, the number of copies to print, and whether to place the report on hold in the output
queue.
Consider each field and press ENTER to submit the listing request to the output queue to be printed.
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F8 = Print/Print Options
This function key is used to print an Accounts Receivable Ledger or special form while working with a
patient's account. The selected output prints immediately, as opposed to waiting for a batch process. The
print options will vary based upon which screen the user is viewing as they press F8. The possible print
options are:
Accounts Receivable Ledger
Letter
On Demand Statement
Workers Compensation Appeals Board (WCAB) Lien
Encounter Form
Patient Information Sheet
First Report of Illness/Injury
Print Options Window 1
The following window is presented when F8 is pressed from the Account History Screen.
The Print Options Window 1
ID00835
Print Options
Print selection (1 through 7).. 1
1. Accounts Receivable Ledger
2. Letter
3. On Demand Statement
4. WCAB Lien
5. Encounter Form
6. Patient Information Sheet
7. First Report of Injury
Printer name.......... LASER_____
F3=Exit
F6=Browse
F12=Previous
To select an option, type its number in the "Print Selection" field. Type the printer name on which the
form is to be printed and press ENTER. The Printer Description file can be browsed by placing the cursor
on the "Printer Name" field and pressing F6.
If the "Accounts Receivable Ledger" option (option 1) is selected from the Print Options Window above,
the Ledger Options Window will be displayed upon pressing ENTER.
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The Ledger Options Window
ID00838
Ledger Options
Ledger selections
From
To
Activity dates........ 000000 123109
Claim numbers......... 0000
9999
Print patient notes?.............. Y
Print claim summary?.............. Y
Print physician summary?.......... Y
Print Ins. info for each claim?... Y
F3=Exit
F12=Previous
The Ledger Options window allows the user to select how much data prints on the ledger. The Activity
dates fields relate to charge, payment, and adjustment posting dates. To include all activity, leave the
default values displayed as the window is presented.
Optionally, select a claim number range to limit the output to specific patient encounters.
Select whether to include patient notes, the claim summary, the physician summary, and the insurance
information for each claim by typing a "Y" in the appropriate fields. After considering each field, press
ENTER. The Accounts Receivable Ledger will be sent to the selected printer.
If the "Letter" option (option 2) is selected from the Print Options Window, the Letter Options Window
will be presented.
The Letter Options Window
ID00833
Letter Options
Indicate the number of the letter
you would like to send to this
family.
Letter number......... 00000
F3=Exit
F6=Browse
F12=Previous
Type the desired letter number, from the MED/FM Letter File. Optionally, press the F6 (Browse)
function key to search for and select a letter code. Press ENTER. MED/FM will check to see if the letter
is configured as a Microsoft Word® style letter or a simple text letter. If it is a simple text letter,
MED/FM will ask for the printer name on which the letter is to be printed. Type the printer name or
press the F6 (Browse) function key to search for and select a valid printer. For both letter formats,
MED/FM will merge patient data into the pre-defined letter and either send it to the selected printer or
launch the document in a Microsoft Word® window.
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If the "On Demand Statement" option (option 3) is selected from the Print Options Window, the Demand
Statement Options Window will be presented.
The Demand Statement Options Window
ID00839
Demand Statement Options
Statement selections
From
To
Activity dates........ 000000 123109
Claim numbers......... 0000
9999
Print held claims?................ N
Printer name............. LASERP2
F3=Exit
F6=Browse
F12=Previous
Use this window to select the range of posting dates and, optionally, claim numbers that are to be
included on the On Demand Statement. To print all charge, payment, and adjustment data, leave the
default values in these fields.
To print a fully itemized statement for all services on the account, regardless of whether the patient's
insurance company has responded, type a "Y" in the "Print held claims" field. To print a demand
statement including only those claims that have been released to patient responsibility, type an "N" in this
field.
Verify the printer on which the demand statement is to print and press ENTER. The statement will be sent
to the output queue, where it may be printed. A system message may be issued requesting that statement
paper be loaded onto the selected printer.
If any of the other options (4 through 7) are selected from the first Print Options Window. The form will
be sent to the printer immediately with no additional prompts.
If the selected forms do not print immediately, check the system messages to see if the system has issued
a message requesting a new form type be loaded onto the printer.
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Print Options Window 2
If F8 is pressed from the Insurance Carrier Assignment Screen, the following Print Options Window will
be displayed, with fewer form types offered.
The Print Options Window 2
ID00830
Print Options
Print selection (1 to 3)....... 1
1. Accounts Receivable Ledger
2. Letter
3. On Demand Statement
4. First Report of Injury
Printer name.......... LASER
Ledger selections
From
To
Activity dates..... 010140 123109
Claim numbers...... 000014 000014
Print patient notes?........... Y
Print claim summary?........... Y
Print physician summary?....... Y
Print Ins. info for each claim? Y
This window includes the ledger selection fields as described earlier, used when the Accounts Receivable
Ledger option is selected.
As mentioned in the description of Print Options Window #1, if the Letter or On-Demand Statement
options are selected, additional windows will be presented to further define the print options. If the First
Report of Injury is selected, it will be sent to the selected printer immediately with no additional prompts.
F9 = Entry Mode/Update Mode
All auxiliary file maintenance programs offer a way to add a new record (Entry Mode) to the file, and to
change or update (Update Mode) existing records. These functions are accomplished by using the F9
function key, which acts as a toggle to switch back and forth between the two modes. The current mode
is displayed in the upper left corner of the screen.
Refer to Chapter 6, File Maintenance, for instructions on adding and updating auxiliary file records.
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F9 = Submitted Jobs
Press F9 from any MED/FM menu to access the list of jobs that were sent to the iSeries® job queue by
the user signed onto the workstation. The Work with Submitted Jobs Screen will be displayed. This is
an iSeries® screen and is not part of the MED/FM system.
The Work with Submitted Jobs Screen
Work with Submitted Jobs
01/01/10
Submitted from . . . . . . . . :
Type options, press Enter.
2=Change
3=Hold
4=End
8=Work with spooled files
Opt
Job
CTDENCHGS
SCANP
PGMREMIT
POST20020
POST00137
PGMREMIT
PRTLIBDIFF
HCFA04CLMS
User
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
*USER
5=Work with
Type
BATCH
BATCH
BATCH
BATCH
BATCH
BATCH
BATCH
BATCH
CPU35
08:00:00
6=Release
-----Status----OUTQ
OUTQ
OUTQ
OUTQ
OUTQ
OUTQ
OUTQ
OUTQ
7=Display message
Function
More...
Parameters or command
===>
F3=Exit
F4=Prompt
F12=Cancel
F17=Top
F5=Refresh
F18=Bottom
F9=Retrieve
F11=Display schedule data
The Work with Submitted Jobs Screen displays the job names and status information of jobs submitted at
a workstation, submitted in a job, or submitted by a user. Use the options and function keys available on
this screen to perform a variety of functions.
The columns on the Work with Submitted Jobs Screen display the name of the job, the user who
submitted the job, the type of job, status of the job, and the last high-level function initiated by the initial
thread.
The possible "Type" of the job may include on of the following types:
BATCH - Batch
BATCHI - Batch Immediate
M36 - Advanced 36 server job
MRT - Multiple requester terminal
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The "Status" is displayed in two different fields. The possible values of the first field in the "Status"
column may include one of the following values:
ACTIVE - The job has been started and is processing.
OUTQ - The job has completed running and has spooled files in an output queue.
DSC - The job is disconnected.
JOBQ - The job is on a job queue, and has not yet started processing data. When its turn arrives, the
status will change to "Active."
TFRJOB - The job is on a job queue as the result of a Transfer Job (TFRJOB) command.
TFRBCH - The job is on a job queue as the result of a Transfer Batch Job (TFRBCHJOB)
command.
SYSREQ - The job is suspended by system request.
FIN - The job has finished.
END - The job is ending as the result of the End Job (ENDJOB) or the End Subsystem (ENDSBS)
command, either with the immediate option or with the controlled option that causes the job to end
when the delay time expires.
EOJ - The job is ending for any reason other than End Job (ENDJOB) or End Subsystem
(ENDSBS) (for example, normal end of job or an exception that is not being handled).
MSGW - The job has a message waiting and will not continue until someone responds to the
message.
SCD - The job is scheduled for a particular date and time.
The second "Status" field indicates whether the job is being held (HELD) or not held (if the field is
blank). If the system failed while the job was active, the status JOBLOG PENDING is shown in the two
fields until the job log is written.
The "Function" column contains the last high-level function initiated by the initial thread. This field is
blank when a logged function has not been performed. The field is not cleared when a function is
completed. The prefix of this field indicates what the characters that follow the hyphen represent:
CMD - The command is run interactively, in a batch input stream, or requested from a system menu.
Commands in CL programs or REXX procedures are not logged.
DLY - The initial thread of the job is processing a DLYJOB (Delay Job) command. The time
displayed is the number of seconds the job is delayed (up to 999999 seconds), or the time when the
job is to resume processing (hh:mm:ss), depending on how the command was specified.
GRP - The group name of a suspended group job is displayed.
I/O - The job is a subsystem monitor that is performing input/output operations (I/O) to a
workstation for the sign-on display file. The name displayed is the name of the workstation device.
MNU - The name of the menu.
MRT - This is a Multiple Requester Terminal (MRT) job if the type is MRT, or an interactive job
attached to a MRT job if the type is INT. If it is an MRT job, the characters that follow the dash is a
number, a slash (/), and another number. The first number indicates how many requesters are
currently attached to the MRT job, and the second number indicates the maximum number
(MRTMAX) of requesters. NEP indicates the MRT is a "Never Ending-Program" (the MRT stays
active even if there are no requesters of the MRT). If it is an interactive job attached to a MRT, the
MRT procedure name follows the dash.
PGM - The program name is the high-level program called interactively, a program called in a batch
input stream, the initial program specified in the user profile, or the name of a system request
processor. If the high-level program transfers control, the program name remains in the function
field even though it is no longer in the call stack.
PRC - This is the name of the procedure.
IDX - The value is the name of the file associated with an index (access path) rebuild operation. The
previously logged value replaces this value when the index rebuild operation has finished.
LOG - QHST - History information is being logged to a database file.
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JOBIDXRCY - A damaged job index is being recovered.
COMMIT - The initial thread of the job; is performing a commit operation. Ending the job or the
system during a commit operation is not recommended. For details, see the section titled
"Commitment Control during Abnormal System or Job End" in the Backup and Recovery Advanced book.
ROLLBACK - The initial thread of the job; is performing a rollback operation. Ending the job or
the system during a rollback operation is not recommended because another rollback occurs during
the job end or system IPL. The subsequent rollback takes longer to perform than the current one.
For details, see the section titled "Commitment Control during Abnormal System or Job End" in the
Backup and Recovery - Advanced book.
JOBLOG - A job log is being produced.
DUMP - A dump is in process.
ADLACTJOB - Auxiliary storage is being allocated for the number of active jobs specified in the
QADLACTJ system value. This may indicate that the system value for the initial number of active
jobs was set too low. More details are in the Work Management book.
ADLTOTJOB - Auxiliary storage is being allocated for the number of jobs specified in the
QADLTOTJ system value. More details are in the Work Management book.
CMDENT - The command entry display is being used.
PASSTHRU - The job is a pass-through job. More details are in the Remote Work Station Support
book.
RCLSPLSTG - Empty spooled database members are being deleted.
DLTSPLF - A spooled file is being deleted.
DIRSHD - This job is running under the directory shadowing function.
SPLCLNUP - A cleanup of jobs on job queues and spooled files is being performed.
Work with Submitted Jobs Options
Following are descriptions of the options available from the Work with Submitted Jobs Options Screen.
To select an option, type the corresponding option number in the "Opt" field next to the desired job, and
then press ENTER.
2 = Change
Use this option to run the Change Job (CHGJOB) command. Upon pressing ENTER or F4, the
parameters associated with the job are displayed. A job can be changed to have a higher priority in the
job queue or to send its output to a print device other than its defined printer, among other things.
3 = Hold
Use this option to place the job on hold. It will not process data until it is manually released. Jobs can be
held so that other, higher priority jobs can process first.
4 = End
Use this option to end a job. The job can be active or waiting its turn. When a job is ended, the system
will present a confirmation screen. To end the job, press ENTER through the confirmation. Otherwise,
press the F12 (Previous) function key.
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5 = Work With
This option runs the Work with Job (WRKJOB) command, which displays the Work with Job Menu.
The Work with Job Menu allows users to select options to work with. The possible options are:
Job status attributes
Job definition attributes
Job run attributes
Job spooled files
Job log information
Call stack information
Job locks
Library list information
Open file information
File override information
Commitment control status
Communications status information
Activation groups
Mutexes
Threads
Media library attributes
In addition, the Work with Job Menu allows users to select options to change, end, hold, or release the
job.
6 = Release
Use this option to run the Release Job (RLSJOB) command, which releases the job if it is was put on
hold. It will begin processing data when its turn arrives.
7 = Display Message
Use this option if the status indicates a message is waiting ("MSGW"). This will display the system
message that is preventing the job from completing.
8 = Work with Spooled Files
This option runs the Work with Job (WRKJOB) command. Use it to access the spooled file generated by
the job.
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Work with Submitted Jobs Functions
Following are descriptions of the function keys found on the Work with Submitted Jobs Options Screen
in addition to the standard F3, F5, F12, and paging keys, which are described elsewhere in this chapter.
F4 = Prompt
Pressing F4 (Prompt) provides assistance in entering additional parameter values for an option or in
using a command.
F9 = Retrieve
This function shows the last command typed on the command line, along with any parameters included.
Pressing F9 (Retrieve) once, will display the last command run on the command line. Pressing F9
(Retrieve) twice, displays the next to last command run on the command line, and so on.
F11 = Display Schedule Data
Pressing F11 (Display Schedule Data) shows the list again, but with the dates and times for scheduled
jobs.
F17 = Top
Press F17 (Top) to position the screen to the top of the list.
F18 = Bottom
Press F18 (Bottom) to position the screen to the bottom of the list.
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F10 = Activate/Inactivate
The F10 function key acts as a toggle key. It provides a means by which an auxiliary file record can be
inactivated. Rather than deleting the record from the system, it simply becomes inaccessible for further
use. An inactivated record will still show up on screens and reports that display previously entered
information, but creating new transactions or demographics using the inactivated record will not be
allowed. Inactivated records may be reactivated at any time by selecting them and pressing F10
(Activate) again.
F10 = JobQ Parameters
This function is identical to the F7 (Ext JobQ Options) function described earlier. When it is offered the
Optional Extended JobQ Parameters Window will be displayed. Refer to page 26 in this chapter for a
description of the F7 (Ext JobQ Options) function and the Optional Extended JobQ Parameters Window.
F11 = Access Bulletins/Remove Bulletins
This function provides access to the Bulletin Board to add or edit the text within it. The Bulleting Board
was designed for broadcasting information to any user who signs onto MED/FM and accesses Patient
Registration, Enter Transactions, Change Transactions, Account History, and Medical History.
If F11 is pressed twice, the Bulletin Board is replaced with a banner containing the name and address of
the medical practice.
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F11 = Messages
Press F11 from any MED/FM menu to display message sent to the user or workstation by other users or
system functions. The Display Messages Screen will be displayed. The messages displayed on this
screen are iSeries® environment messages and are not part of the MED/FM system, although many
MED/FM operations will generate a message. For instance, when a task, such as a report or ledger to be
printed is sent to the output queue, a message will be generated on this screen.
The iSeries® Display Messages Screen
Display Messages
Queue . . . . . :
Library . . . :
Severity . . . :
RANDY
QUSRSYS
00
System:
Program . . . . :
Library . . . :
Delivery . . . :
CPU35
*DSPMSG
*NOTIFY
Type reply (if required), press Enter.
Job 492603/RANDY/ARSELRP completed normally on 12/07/09 at 09:15:22.
Job 492605/RANDY/X70FREPRTC completed normally on 12/07/09 at 09:15:33.
Waiting for reply to message on message queue QSYSOPR.
Job 492608/RANDY/X70DENCL ended abnormally.
From . . . :
RANDY
12/15/09
09:18:55
There will be a meeting of the A/R Follow-up department to discuss the
plan for working with denied charges due to coding issues while Debra
and Ivana are out at the ICD-10 seminar. The meeting is scheduled for
this Friday at 1:00 pm. Time your lunches accordingly.
Bottom
F3=Exit
F13=Remove all
F11=Remove a message
F16=Remove all except unanswered
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F24=More keys
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F11 - Smart
The SMART feature allows MED/FM users to schedule routine jobs to run automatically without
operator intervention. Jobs can be run daily, weekly, or monthly. These jobs can include:
The daily running of balancing reports, such as the Daily Posting Summary
The daily gathering of electronic claim data (Note: The claim file cannot be transmitted via
SMART)
The monthly gathering of each cycle of statement output (Note: Each cycle must be submitted to run
each month on a selected day)
The SMART scheduler can be access from any report or the statement billing screen by pressing the new
F11=SMART function key. It can be accessed from the electronic claims screen by using the new
"S=SMART Scheduled File Creation" option. It can be accessed from the paper claims screen by using
the new "S=SMART Job Scheduling" option.
The SMART Scheduled Job Parameters Screen
SMART Scheduled Job Parameters
Indicate Frequency, Time of Day, & Description
of the job and press Enter:
Y Daily
N Weekly
N Monthly
Time job will run....(hhmm AM/PM).. 0600 AM
Desc.. Daily Posting Summary Report____________
Optional Entries
Job name on system................. DAYPOST
Job queue to use................... __________
__________
Recovery action.................... 1
F3=Exit
F12=Previous
F13=Scheduled Jobs
The SMART Scheduled Job Parameters Input Fields
Following are definitions of the input fields found on the SMART Scheduled Job Parameters Screen.
Daily/Weekly/Monthly
Select the frequency with which to run the job. Type a "Y" under one of the three options.
Time job will run
Type the time the job is to run. This will allow large jobs to run when system resources are most
available. Indicate AM or PM. To schedule the job for 6:00 in the morning, type "0600 AM."
Description
MED/FM will place a default value into this field to identify the job.
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Job name on system
Type the name of the job as it should appear on the iSeries/400 job screens. When the job completes, a
message will be sent to the submitting user stating that the job has completed.
Job queue to use
CPU recommends leaving these fields blank to use the default job queue. To override the job queue, type
its name on the first line and its library on the second line.
Recovery Action
Select how the job is to be submitted. Valid options are:
1 – Job is submitted in a released state. Its output will be generated with no further user action.
2 – Job is submitted in a held state. The user must manually release it using the "Scheduled Jobs"
function
3 – Job is not submitted
CPU recommends using option "1."
After completing all fields, press ENTER. Another window will be displayed based upon the frequency
selected ("Daily," "Weekly," "Monthly").
Daily/Weekly Window
If the "Daily" or "Weekly" frequency was selected, the following screen will be displayed.
The SMART Scheduled Job Parameters Daily/Weekly Window
SMART Scheduled Job Parameters - Daily
Time job will run....(hhmm Am/Pm).. 0600 AM
Sunday........................
Monday........................
Tuesday.......................
Wednesday.....................
Thursday......................
Friday........................
Saturday......................
N
Y
Y
Y
Y
Y
N
How will From Date be determined........... 1
F3=Exit
F12=Previous
Select which days of the week the job is to be run by typing a "Y" in the corresponding fields.
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Monthly Window
If the "Monthly" frequency option was selected, the following screen will be displayed.
The SMART Scheduled Job Parameters Monthly Window
SMART Scheduled Job Parameters - Monthly
Time job will run....(hhmm Am/Pm).. 0600 AM
Day of month to schedule job....... 00
Schedule last day of every month... N
How will the Dates be determined... 1
F3=Exit
F12=Previous
Indicate which day the job is to be run each month, or select to run it on the last day of the month
Both Smart Scheduled Job Parameters windows ask the user to indicate how the "From" dates will be
determined. For "Daily" and "Monthly" jobs, the options are:
1 - First day of fiscal month (last Monthend date plus one)
2 - First day of calendar month
3 - Current Date
4 - Beginning of fiscal year (last Yearend date plus one)
5 - Beginning of time
For "Weekly" jobs, the options are:
1 - First day of fiscal month (last Monthend date plus one)
2 - First day of calendar month
3 - Current Week (the run date minus seven days)
Press ENTER to submit the SMART job.
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Working with submitted SMART jobs
A function key, F13=Scheduled Jobs, is presented on all menus and the SMART Job Scheduling screens
to provide access to scheduled job entries.
From any menu, press F13. The CPU Work with Scheduled Jobs Screen will be displayed. All
scheduled jobs will be listed. Options for working with the jobs are displayed above them.
The CPU Work with Scheduled Jobs Screen
CPU Work with Scheduled Jobs
Type options, Press Enter.
2=Change
3=Hold
4=Remove
8=Work with last submission
Job
Status
A70CLMSCDA SCD
A70PSTSUMC SCD
X70CLMSCDA SCD
X70MAMSUMC SCD
X70STMTDRI SCD
X70STMTDRI SCD
X70STMTDRI SCD
F3=Exit
F12=Previous
01/01/10
08:00 AM
5=Display detail
9=Show data sets
-----Schedule-----Date
Time
USER DEFN 22:00:00
USER DEFN 05:10:00
*SAT
05:00:00
USER DEFN 06:00:00
09/07/10
08:00:00
09/14/10
08:00:00
09/21/10
08:00:00
Frequency
*WEEKLY
*WEEKLY
*WEEKLY
*WEEKLY
*MONTHLY
*MONTHLY
*MONTHLY
F5=Refresh
F18=Bottom
F11=Display JobQueue F17=Top
6=Release
Recovery
Action
*SBMRLS
*SBMRLS
*SBMRLS
*SBMRLS
*SBMRLS
*SBMRLS
*SBMRLS
Next
Submit
Date
01/01/10
01/01/10
01/01/10
01/01/10
01/07/10
01/14/10
01/21/10
More...
F19=Actual times
CPU Work with Scheduled Jobs Options
Following are definitions of the input fields found on the User Configuration Edit Options Input
Window.
2 = Change
Type a "2" beside a job to change its frequency, days to run, or time to run.
3 = Hold
Type a "3" beside a job to put it on hold. It will not run again until it is released with option "6."
4 = Remove
Type a "4" beside a job to remove it from the scheduled jobs list.
5 = Display
Type a "5" beside a job to display its details such as the user who submitted it, the frequency with which
it will run, and the time it will run.
6 = Release
Type a "6" beside a previously held job to release it so that it may be submitted on its scheduled date and
time.
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8 = Work with last submission
Type an "8" beside a job to view the status and output of its last submission.
9 = Show data sets
Type a "9" beside a job to view the data sets that will be included when it is run or edit the data set list.
The CPU Work With Scheduled Jobs Data Set Screen will be presented.
The CPU Work With Scheduled Jobs Data Set Screen
CPU Work with Scheduled Jobs
01/01/10
08:00:00
Job:
A70CLMSCDA/RANDY/476744
Desc:
Schedule Claims Assignment
Scheduled by: RANDY
Type option, press Enter
4=Delete
Opt Data Set
A70
R70
V70
X70
Z70
CPU
CPU
CPU
CPU
CPU
Description
ANESTHESIA ASSOCIATES
RADIOLOGY ASSOCIATES
MEDICAL SPECIALISTS
MEDICAL ASSOCIATES
EMERGENCY ASSOCIATES
Bottom
F3=Exit
F6=Add Data Set
F12=Previous
Use this screen to either remove a data set from the list of data sets or to add new data sets to the SMART
job.
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Deleting a data set from a SMART job
To delete a data set from the job, type a "4" beside the data set and press ENTER. The Scheduled Data Set
Deletion Prompt Window will be displayed.
The Scheduled Data Set Deletion Prompt Window
Scheduled Data Set Window
Data set to remove....... A70
Are you sure you want to remove this? Y
F3=Exit F12=Previous
Type a "Y" to delete the data set from the job and press enter. Otherwise, press the F12 (Previous)
function key to exit the window and return to the list of selected data sets.
Adding a data set to a SMART job
To add a new dataset to the SMART job, press the F6 (Add Data Set) function key. The Scheduled Data
Set Window will be displayed.
The Scheduled Data Set Window
Scheduled Data Set Window
Data set to add..........
F3=Exit
F12=Previous
Type the 3-letter data set acronym of the new data set to be added to the SMART job and press ENTER.
The CPU Work With Scheduled Jobs Data Set Screen will be re-displayed with the new data set
included.
F12 = Previous
Press F12 to return to the previous screen or menu. Each time F12 is pressed, the next previous screen or
menu will be displayed. Press it once to go back one screen, twice to go back two screens, and so on.
If and fields are change on an input screen and F12 is pressed instead of ENTER, in most cases, the
updated information is not retained. Exceptions to this rule apply when selections are keyed into a
window, and then ENTER is pressed, and then F12 must be pressed to exit the window.
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F14 = Claim Notes
Press the F14 (Claim Notes) function key from the Edit Claims Screen to display the Claim Notes
Screen. The Claim Notes Screen displays claim information, in addition to notes about the claim.
The Claim Notes Screen
X70 08:00 AM
ID99999
Edit Claims
01/01/10 QPADEV0006
Pat/Claim: 123456789-01-0001
JOSEPH SAMPLE
Current
.00
PRI
SEC
N/A
Over 30
.00
Balance:
1st Chg:
Over 60
.00
Over 90
.00
Carrier
Last Billed
3 AETNA LIFE AND CASUALT 01/05/09
20 AFLAC
01/01/10
Date
1/04/09
1/05/09
2/16/09
2/16/09
3/15/09
70.07
01/03/09
Over 120
.00
Over 150
70.07
Paid
159.93.00
.00
Adjusted
.00
.00
.00
Patient Notes for 0001
Claim
Insurance coverage verified with Mr. Sample - Cards scanned
0001
CLAIM 0001 WAS BILLED TO AETNA LIFE AND CASUALTY
619/555-1221 0001
Claim 0001 released to guarantor.
0001
Statement sent for the amount of $70.07
0001
Claim 1 added to collections while running statements.
0001
F3=Exit
F12=Previous
F5=Refresh
F6=Browse
F2=Change View
F7=All Notes
F11=Disable Protect
F1=Top
The top half of the Claim Notes Screen displays the patient's name, account and claim numbers, as well
as the claim's balance, and the date of service of the first charge on the claim. Aged balances are
displayed in 30-day increments, from "Current" to "Over 150" days past due. The screen also displays all
insurance carriers (primary, secondary, etc.) associated with the claim and if they are flagged for a rebill
(R), have unbilled charges (U), or both (B). The last billed date, the amount paid, and the amount
adjusted are displayed at the right of each carrier.
The bottom half of the screen displays all of the notes associated with the claim. The date, claim number,
and note text are displayed. Press F2 (Change View) to display the time that the note was entered and the
name of the user who entered the note. When adding a new note, ensure that the default view is
displayed. Press PAGE UP or PAGE DOWN to view additional note entries.
When paging through the claim notes, press F1 (Top) to go to the first note entered on the claim. Notes
are listed from earliest to most recent. Press ENTER to go to the last note and present an input line.
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To display all notes pertaining to a patient's account, press F7 (All Notes). The screen will display all
patient notes, including claim notes. The screen will also display the account level aging balance due, the
balance of the account, and the first date of service. The default primary, secondary, and tertiary carriers,
if applicable, will be listed also. The claim number associated with each note is displayed to the right of
each note. Claim 0000 indicates that the note is not attached to any specific claim.
To re-display only those notes related to a claim, press F7 (Claim Notes) again.
The Claims Management feature will automatically add a note when a deductible amount is added to the
claim. The note will reference the claim number, insurance company number, and the deductible
amount.
A note will also be generated when an insurance carrier has been activated or deactivated, when an
insurance carrier is billed, when a tracer letter is generated, and when an on-demand statement, HCFA
claim form, or on-demand letter is printed. The note may be seen on both the Claim Notes Screen and
the Patient Notes Window.
Claim Notes Functions
Following are descriptions of the function keys that may be used from the Claim Notes Screen in addition
to the standard F3, F5, F12, and paging keys, which are described in this chapter.
F1 = Top
Press F1 to return to the beginning of the claim notes.
F2 = Change View
This function toggles the Claim Notes Screen between showing and hiding the date and time that the
notes were entered and the ID of the user(s) who entered the notes.
F6 = Browse
This function is used to view or change the record of the insurance company that pertains to a note. In
order to view the record, place the cursor over the insurance company's number or name, and then press
F6. The Insurance Company Record Screen will be displayed in Update Mode. Make any necessary
changes to the insurance company record, and then press ENTER or F12 to return to the Claim Notes
Screen. Refer to Chapter 6, File Maintenance, for a description of the Insurance Company Record
Screen.
F7 = All Notes/Claim Notes
This function is used to toggle the Claim Notes Screen between showing all of the notes pertaining to this
account and showing only those notes that pertain to the selected claim.
F11 = Disable Protect/Enable Protect
Press F11 (Disable Protect) to disable the protection feature and change or delete old claim notes. The
protection feature prevents users from accidentally deleting claim notes.
Note: When a user changes the text, their user ID will replace the ID of the user who originally wrote
the note.
Press F11 (Enable Protect) to reactivate the protection feature. The Security file can limit the user from
being able to use this function.
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F14 = Notes and Patient Notes
Use the Notes function to display a window for typing and reviewing notes on an account. Any
MED/FM user may type or review patient notes. MED/FM will automatically create patient notes
whenever insurance claims, statements and other system activities are processed.
To display and type patient notes, press F14 on most patient account screens. The Patient Notes Window
will be displayed.
The Patient Notes Window
Patient#: 123456789-01 JOSEPH SAMPLE
Home: (619) 555-1212
Guarantor: SAMPLE, JOSEPH
Work: (800) 597-0875
Fin Class: COMMERCIAL INSURANCE
Page: 0001
Date
Patient Notes
01/05/09 Company AETNA LIFE AND CASUALTY added.
Company AETNA LIFE AND CASUALTY coverage promoted.
Company AFLAC added.
01/04/09 Insurance coverage verified with Mr. Sample - Cards scanned
01/05/09 CLAIM 0001 WAS BILLED TO AETNA LIFE AND CASUALTY
619/555-1221
02/16/09 CLAIM 0002 WAS BILLED TO AETNA LIFE AND CASUALTY
619/555-1221
Claim 0001 released to guarantor.
Statement sent for the amount of $70.07
F1=Top
F2=Chg View F4=Apply Filters
F11=Disable Protect F12=Previous
F3=Exit F8=Tickler
F9=Privacy Notes
Type the note on the "Patient Notes" text lines. When the end of a line is reached, the text will
automatically wrap around to the next line. If more lines are needed, press ENTER. Press ENTER after
typing the note. MED/FM will automatically attach the user name and the current system date and time
to the note. Press F12 to return to the patient record.
The note window will be populated with three types of notes:
1
Computer Generated Notes – These notes are automatically created as demographic or insurance
changes are made that could alter insurance, statement or reporting output for the account. These
notes also include memos created as the account is included in any billing procedure.
2
Manual Notes – These notes are the free-form comments keyed by users to document actions taken
on an account.
3
Privacy Notes – These notes indicate requests made by the patient with regards to the release of
information about their account activity. To input a Privacy Note, press F9. Type the special
handling instructions as dictated by the patient and press ENTER. An indicator will appear on the
patient registration and account history screens if Privacy Notes exist. The F9 function key acts as a
toggle between Privacy Notes and Normal Notes.
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Notes Functions
Use the following functions to perform additional activities in the Patient Notes Window. The functions
described below are in addition to the standard F3, F12, and paging keys that are described in this
chapter.
F1 = Top (Notes)
Press F1 to return to the beginning of the patient's notes.
F2 = Chg View (Notes)
Press F2 to display another view of the Patient Notes Window. Use this function to see who input the
notes.
The Patient Notes Window – Alternate View
Patient#: 123456789-01 JOSEPH SAMPLE
Home: (619) 555-1212
Guarantor: SAMPLE, JOSEPH
Work: (800) 597-0875
Fin Class: COMMERCIAL INSURANCE
Page: 0001
Date
Time
Operator
Patient Notes
01/05/09 05:26 PM RANDY
Company AETNA LIFE AND CASUALTY added.
05:26 PM RANDY
Company AETNA LIFE AND CASUALTY coverage prom
05:26 PM RANDY
Company AFLAC added.
01/04/09 05:26 PM RANDY
Insurance coverage verified with Mr. Sample 01/05/09 05:31 PM SYSTEM
CLAIM 0001 WAS BILLED TO AETNA LIFE AND CASU
02/16/09 05:35 PM SYSTEM
CLAIM 0002 WAS BILLED TO AETNA LIFE AND CASU
05:37 PM RANDY
Claim 0001 released to guarantor.
05:42 PM SYSTEM
Statement sent for the amount of $70.07
F1=Top
F2=Chg View
F3=Exit
F12=Previous
The alternate view shows the date, time, and the names of users who have added notes for the patient,
along with a partial display of the note's text. System-generated notes may also be identified in this view.
F4 = Apply Filters (Notes)
Press F4 (Apply Filters) to view only selected types of notes. The Notes Filters Window will be
displayed.
The Notes Filter Window
Notes Filter
Type Option, Press Enter.
1. Privacy Notes
2. Computer Generated Notes
3. Manually Keyed Notes
4. All Notes
Option: 0
F3=Exit
F12=Previous
Select the type of notes to be displayed by typing its option number in the "Option" field, and then press
enter. The Notes Window will be redisplayed, limited to only those notes that match the selected type.
To view all notes again, press the F4 (Filters Off) function key.
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F9 = Privacy Notes (Notes)
Press F9 to activate "Privacy Note Mode." These notes indicate requests made by the patient with
regards to the release of information about their account activity. Pressing F9 allows a user to review
existing Privacy Notes or add new Privacy Notes. If Privacy Notes exist on an account, "Privacy" will be
displayed in the upper right corner of their Account History Screen.
F11 = Disable Protect/Enable Protect (Notes)
When a note is entered into a patient's account, it is protected so users cannot accidentally erase or type
over important auditing information. The F11 (Disable Protect) function key disables the protection
feature, allowing users to modify note text. Pressing F11 again will return the protection feature.
Note: If a user changes text on a note, their user ID will replace the previous users ID.
Note: This ability to use this function key is set per user in the Security file.
F8 = Tickler (Notes)
Ticklers are reminders set up by users to remind them to review an account at a later date. Use this after
working with an account to set up a reminder to review the account later to see if the action resulted in a
payment being made.
Press F8 to create a tickler notice. The Tickler Window will be displayed.
The Tickler Window
ID02455
Tickler System
Tickle Date... 000000
Tickle Time... 0000 AM
Assign To..... RANDY
(Key User ID or *ALL)
Tickle Letter: 00000
(optional)
F3=Exit
F12=Previous
F6=Browse
Type the date and time (in hhmm format) when the account should be reviewed. When the tickler date
and time arrive, "*Tickle*" will be displayed in the upper right corner of the Bulletin Board Screen, and
the following message will be displayed on the bottom of the screen: "You have tickler requests pending.
Press F8 to review them." The tickle reminders will continue until the tickler record has been deleted or
extended.
To review the tickler notification, press F8 from the Bulletin Board Screen. The MED/FM Tickler
Review Screen will be displayed.
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The MED/FM Tickler Review Screen
X70 08:00 AM
MED/FM Tickler Review
01/01/10 QPADEV0006
Filter: RANDY BRITTINGHAM
Type options, press Enter.
1=Select 2=Update 3=Print Letter
Sel
Date
Time
01/01/09 1:00PM
01/01/09 1:15PM
01/01/09 2:00PM
01/02/09 8:00AM
01/03/09 8:00AM
01/10/09 8:00AM
03/13/09 8:22PM
04/05/09 1:10PM
07/20/09 12:05PM
Letr#
00000
00000
00000
00000
00000
00000
00000
00000
00000
Scheduled
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
RANDY
4=Delete
Account#
01800018-01
00000012-01
00000023-01
00000013-01
00000025-01
123456789-01
00000023-01
00001018-01
00000018-01
5=History
Patient Name
JOE SAMPLE
ANITA BELL
HOMER BRITT
CARLOS ESTRADA
GEORGE GARGAN
JOSEPH SAMPLE
HOMER BRITT
KEOKE K MAMALA
TOM JONES
Bottom
Search Date/Time: 000000 0000
F3=Exit
F12=Previous
F1=Top
F4=Filter Off
F21=Print Letters
The Tickler Review Screen will initially display all tickler notices for the user signed onto the
workstation. To view notices for all users, press the F4 (Filter Off) function key. To turn the filter back
on, press F4 again.
The ticklers are listed in order by the date and time they were scheduled to tickle, beginning with the
earliest date. All tickler notices scheduled from the present date through the future will be displayed, as
well as any ticklers that were scheduled to tickle in the past and have not yet been resolved. To see
ticklers for a specific date, type the date or time in the "Search Date/Time" field. Type either "AM" or
"PM" when searching by time. The list will be revised to include all ticklers scheduled from the date and
time entered and beyond. To see the oldest tickler notice, press the F1 (Top) function key. Press the
PAGE UP and PAGE DOWN keys to scroll through the ticklers.
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Tickler Options
Following are descriptions of the options found on the MED/FM Tickler Review Screen. To select an
option, type the corresponding option number in the "Sel" field next to the desired tickler, and then press
ENTER.
1 = Select (Tickler)
Select this option to review the reason for the tickler. The Patient Notes Window will be displayed.
Read the notes to determine what action should be taken next. If the patient needs to be called, their
phone numbers are displayed in the top portion of the note window.
2 = Update (Tickler)
Select this option to reset the tickler to a new date and time. This is beneficial when monitoring a
payment plan or if the current matter could not be resolved. The Tickler System Window will be
displayed as described on the previous page.
3 = Print letter (Tickler)
Select this option to print an on-demand letter. The Letter Options window will be displayed allowing
the user to select the letter number and printer to receive the letter. Both fields can be browsed with the
F6 function key. Upon pressing ENTER, the letter will be sent to the printer.
4 = Delete (Tickler)
Select this option to delete a tickler notice if the matter has been resolved. The tickler notice will be
deleted immediately, with no confirmation warning.
5 = History (Tickler)
Select this option to view the patient's Account History Screen. Use this to review the account to see if
additional actions are required. Refer to Chapter 4-1, Account History, for a description of the Account
History module.
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F19 = User Defined Fields
This function is available from the Bulletin Board Screen to search for patients based upon values stored
in the family and patient level user defined fields. This can be beneficial when searching for patients
who are part of a medical study, or have been identified with special values. Press F19 to display the
User Defined Fields Search Window.
The User Defined Fields Search Window
User Defined Fields Search
Type options, press Enter.
1=Select
Opt
Description
PATIENT LEVEL USER DEFINED FIELD #1
PATIENT LEVEL USER DEFINED FIELD #2
PATIENT LEVEL USER DEFINED FIELD #3
PATIENT LEVEL USER DEFINED FIELD #4
PATIENT LEVEL USER DEFINED FIELD #5
FAMILY LEVEL USER DEFINED FIELD #1
FAMILY LEVEL USER DEFINED FIELD #2
More...
F3=Exit
F12=Previous
Type a "1" beside the desired search option and press ENTER. The User Defined Search Patient Selection
Screen will be displayed listing all patients who have a value in the selected search field.
The User Defined Field Search Patient Selection Screen
X70 08:00 AM
User Defined Field Search
REGION OF SAN DIEGO
01/01/10 QPADEV0006
Type options, press Enter.
1=Select
Position to REGION OF SAN DIEGO..............
Sel
Search Argument
BANKERS HILL
BANKERS HILL
DOWNTOWN
FASHION VALLEY
GOLDEN HILL
GOLDEN HILL
HILLCREST
HILLCREST
HILLCREST
HILLCREST
HILLCREST
HILLCREST
Account
7
25
1022
24
14
17
2
9
10
22
1010
123456789
Name
HUMPHREYS, SAMUEL
GARGAN, GEORGE
GIBB, ANDY D.
FARQUHAR, FREIDA
GORDON, CHARLES
BUNDY, TODD
GEONNO, ANTONIO
FINCH, FREDERICK
DUKE, PETE T.
ADAMS, FRANK
JONES, JEREMIAH
SAMPLE, JOSEPH
More...
F3=Exit
F12=Previous
The User Defined Field Search Patient Selection Screen lists all patients who have a value in the selected
search field. The list is sorted by the values found in the selected user defined field and then by account
number.
A positioning field is displayed directly above the patient names. The text relates to the selected user
defined field. To position the list to a particular patient, type the desired value (search argument) in the
"Position to …" field and press enter. The list will be repositioned to the first account that matches the
search argument.
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F20 = Set Cursor
This function allows a user to specify which input field the cursor will be positioned in as any MED/FM
menu is displayed. The MED/FM standard is to place the cursor in the "Option" field. However, if a
user prefers to use shortcuts to navigate around MED/FM, they can configure their session to always
have the cursor placed in the "Shortcut" field as they access menus.
To set the cursor position, place the cursor in the desired input field and press F20.
F21 = Command Line
Experienced iSeries® users are typically used to keying commands to access system functions. While
many commands will fit in the "Shortcut" field on any MED/FM menu, some commands or command
strings are too long. For example, to respond to a system operator message, the command is "DSPMSG
QSYSOPR," which will not fit in the "Shortcut" field. When more than ten characters are required for a
system command, press F21 from any MED/FM menu. The Command Line Window will be displayed
at the bottom of the menu.
The Command Line Window
..............................................................................
:
Command
:
:
:
: ===>
:
: F4=Prompt
F9=Retrieve
F12=Cancel
:
:
:
:............................................................................:
F23 = Replay
Use this function to return to the last accessed account. This function is available when working with an
account in Patient Registration, Enter Transactions, Change Transactions, or Account History. From the
Bulletin Board Screen or the Patient Selection Screen, press F23. MED/FM will bring up the last
account accessed during the current session. If F3 had bee pressed to exit the module, then the last
account number is no longer available.
Page Up/Page Down
The PAGE UP and PAGE DOWN keys are used to scroll backward or forward through additional "pages" of
records or data.
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Using Options
Options are similar to functions in that they perform specific tasks when selected. However, options are
associated with single-record actions, such as selecting a patient or using a feature for one line item.
Select an option by entering the corresponding option number in the field next to the patient, claim, etc.,
and then press ENTER.
1 = Select
"Select" is the most frequently offered option. Use the "Select" option to choose a single record from a
list of records. For instance, File Maintenance always displays a selection screen of the records within
the file. Type a "1" in the field next to the desired record, and then press ENTER.
The Charges/Procedures File Selection Screen
X70 08:00 AM
Update Mode
Loc-Charge
01-0075625
01-0074010
01-0074020
01-0074000
01-0076700
01-0076705
01-0075630
01-0076080
01-0073050
01-0080400
01-0080402
01-0080406
01-0074022
01-0078457
Charge File
Description of Service
ABDOMEN AORTOGRAPHY
ABDOMEN EXAM AP+ ADDL OBLIQUES
ABDOMEN EXAM INCL DECUB/ERECT VWS
ABDOMEN EXAM 1 VIEW
ABDOMEN ULTRASOUND COMPLETE
ABDOMEN ULTRASOUND LTD SGL ORGAN
ABDOMINAL AORTOGRAPHY+BIL ILIOFEM
ABSCESS/FISTULA/SINUS TRACT STUDY
ACROMIOCLAVICULAR JOINTS BILATERAL
ACTH STIMULATION PANEL
ACTH STIMULATION PANEL
ACTH STIMULATION PANEL
ACUTE ABDOMEN EXAM + PA CHEST
ACUTE VENOUS THROMBOSIS IMAGING
01/01/10 QPADEV0006
Ins Code # 1
75625
74010
74020
74000
76700
76705
75630
76080
73050
80400
80402
80406
74022
78457
Fee #1
200.00
40.00
45.00
30.00
140.00
105.00
320.00
95.00
35.00
55.00
135.00
+
Enter the location/charge code you wish to update.. 01 0000000
or Position to description............................
F3=Exit
F8=List
F21=Configure
F2=Select View
F9=ENTRY mode
1=Select Multiple
F5=Tools
On some screens, more than one item may be selected at a time ("Select Multiple"). Type a "1" in the
field next to the desired records, and then press ENTER. Each record screen will be displayed in
consecutive order until all of the selected records have been displayed.
Note: Some screens do not display the "Select" option on the screen, but it may still be used if there is a
blank field next to the list of patients, claims, etc. For example, the Patient Selection Screen does not
display the "Select" option, but it is still available.
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Working With the Bulletin Board and Selection Screens
Patient Registration, Enter Transactions, Change Transactions, Account History (Main Menu options 1,
2, 3, and 4), and Medical History (option 1 from the Medical History Menu, accessed from option 17
from the Main Menu) are always presented with a Bulletin Board Screen first, and then the Patient
Selection Screens are displayed upon pressing ENTER. The bulletin board is used to post announcements
or memos for reading by all personnel who use the MED/FM system. Although the bulletin board is
initially set up to be used as a system-wide tool (throughout all datasets), it can be dataset-specific. Call
CPU to change the default bulletin board configuration.
A selection screen is a listing of patient or family (guarantor) names, sorted by different view sequences,
to help a user locate and access family and patient records. Auxiliary files have selection screens that
contain all of the records that are in each file.
The default selection screen lists patients alphabetically by last name. This is the list that will display
automatically with the previously mentioned menu options. There are several other list sequence
selections available, described later in this chapter.
The selection screens are used in the following way:
Option 1 - Patient Registration
Use the selection screens to enter new family and patient records, or to locate and change existing
records.
Option 2 - Enter Transactions
Use the selection screens to locate and select existing patients to apply charges, payments, adjustments,
and memos to the patient records.
Option 3 - Change Transactions
Use the selection screens to locate and select patients to modify posted charges, payments, adjustments,
and memos. This option may also be used to review and correct payment and adjustment allocations
against charges and to review the history of changes to transactions.
Option 4 - Account History
Use the selection screens to locate and display the history of family and patient demographic, billing, and
tracking information, including patient insurance and transaction activity.
Option 17 – Medical History
Use the selection screens to locate and select patients to view, add, and change medical chart and
encounter history for the patients.
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The Bulletin Board Screen
The Bulletin Board Screen initially appears when an option is taken from the Main Menu (Patient
Registration, Enter Transactions, Change Transactions, Account History, and Patient Chart
Maintenance (from the Medical History Menu)). Once an account has been accessed, the program will
return to the selection screen with the member last accessed at the top of the screen. This feature is
consistent regardless of the view (name, policy number, social security number, etc.) that is active when
the account is accessed. The bulletin board can be a great way of communicating office-wide
announcements, messages, or greetings, since it is the screen that always appears first. The elements that
make up the Bulletin Board Screen are illustrated below.
The Bulletin Board Screen
Option Title
X70 08:00 AM ID02980
Account History
Enter Patient Number to access patient..:
or Enter Patient Name to start search......:
or Enter Patient Name to sound like........:
Search
Fields
B U L L E T I N
01/01/10 QPADEV0006
*Tickle*
000000000 01
B O A R D
CPU MEDICAL MANAGEMENT SYSTEMS
Bulletin
Board
MED/FM RELEASE 7.0
M A I L
Functions
F3=Exit
F7=E-Mail
E X I S T S
F2=Select view
F23=Replay
F11=Access bulletins
F19=Usr Defined Flds
The Bulletin Board Screen contains an ID line at the top of the screen. Refer to the "Using Menus"
section on page 7 in this chapter for a description of the ID line. If a ticker has been set up for the user,
"*Tickle*" will be displayed in the upper right corner of the screen to notify the user that an action
related to the tickler needs to be made. Ticklers are discussed in the "Tickler" section on page 57 in this
chapter.
If the user has received an Email, "New Mail" will be displayed in the upper right corner of the screen
and "MAIL EXISTS" will be displayed in the bottom highlighted border of the bulletin board to notify
the user that a new Email has been sent to the user. Refer to page 21 in this chapter for a description of
Emails.
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The Elements of the Bulletin Board Screen
Following are descriptions of the elements that are included on the Bulletin Board Screen.
Option Title
The title of the option selected from the menu is displayed here.
Search Fields
These fields are used to search for a patient or to directly access a patient's record. There will always be
at least two search fields to use with each view sequence.
The first search field ("to access patient") provides direct access to a patient or family when their account
number, policy number, or ID code is available. Type the patient's number or code and press ENTER, the
patient's applicable record screen will be displayed.
The second field ("start search") is useful for a more general search. When only a partial name, policy
number, medical record number, or other identification (depending on the view sequence being used) is
available, key it into the appropriate view sequence search field and press ENTER to display a listing of
patients having a name or numbers matching or sequentially near the value keyed. Then select the patient
from the list.
There is also a "sound like" search field that is used for looking up patient or guarantor names. This field
searches for patients using a phonetic spelling. Accounts with names sounding most like the search word
keyed (regardless of spelling) will appear on the screen. This can be helpful when trying to find names
that are difficult to spell.
Bulletin Board
The bulletin board is a large box with highlighted borders that contains a greeting message. It may be
used to inform all users of an upcoming event, announcements, or messages. Press the F11 (Access
Bulletins) function key, to place the cursor in the keying area of the bulletin board. Edit the existing
messages or add new ones.
Functions
Certain function keys on the Bulletin Board Screen provide the ability to exit the program, access the
bulletin board, access the tickler system, view and work with electronic mail, or select another view
sequence of patient information. The available functions are displayed on the bottom of the Bulletin
Board Screen. Refer to the "Using Function Keys" section on page 14 in this chapter for an explanation
of the functions found on the Bulletin Board Screen.
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Using the Bulletin Board
All of the selection screens initially display the Bulletin Board Screen. Use the bulletin board to display
announcements, messages about meetings, and notification of upcoming events.
Adding, Editing, and Deleting a Message
To add, edit, or delete a message, press the F11 (Access Bulletins) function key to place the cursor in the
bulletin board. Use the arrow keys to move the cursor to the desired position and begin typing text.
Press FIELD EXIT to start typing on a new line or to remove the text from a line, and then press ENTER to
save the message and exit the bulletin board.
Displaying the Medical Group or Business Address
If desired, the bulletin board can be removed and the name and address of the medical group or business
can be displayed. Press the F11 (Remove Bulletins) function key. If this function key is not displayed,
press the F11 (Access Bulletins) function key first. The name and address of the medical group or
business whose patient data is being accessed will be displayed where the bulletin board was. The
information in this window comes from the Control File Questionnaire.
The Medical Group/Business Address Display Screen
X70 08:00 AM ID02980
Account History
Enter Patient Number to access patient..:
or Enter Patient Name to start search......:
or Enter Patient Name to sound like........:
01/01/10 QPADEV0006
*Tickle*
000000000 01
This system was designed and prepared for:
CPU MEDICAL GROUP
9235 ACTIVITY ROAD
SUITE 104
SAN DIEGO, CA 92116-4440
800 597-0875
COPYRIGHT 1986-2010 CPU Medical Management Systems
F3=Exit
F2=Select view
F11=Access bulletins
F7=E-Mail
F23=Replay
F19=Usr Defined Flds
You have tickler requests pending. Press F8 to review them...
+
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The Selection Screen
All selection screens have the same basic characteristics. They are designed to make a very simple and
quick operation out of trying to find patient accounts. Illustrated below are the common elements of
every selection screen. The outer perimeter of selection screens contain the same features as the Bulletin
Board Screen, including the ID line at the top of the screen and the function keys at the bottom of the
screen. For explanations of these features, refer to the "Using Menus" section on page 5 and "The
Bulletin Board Screen" section on page 63.
The Selection Screen
Mode
Column
Headings
Sequence
Listing
Function
Keys
X70 08:00 AM
Update Mode
*Tickle*
or
or
Sel
ID02434
01/01/10 QPADEV0006
Patient View
Enter Patient Number to access patient: 000000000 01
Enter Patient Name to start search.....
Enter Patient Name to sound like.......
Account#
22-01
1016-01
12749784-01
12-01
28-01
23-01
17-01
20-01
5-01
1001-01
10-01
32-01
13-01
Last Name
ADAMS
ADELGRAM
BELFORE
BELL
BOWEN
BRITT
BUNDY
CARLISLE M.D.
CARVALITO
CHARBONEAUX
DUKE
DUKE, JR.
ESTRADA
Patient Registration
First Name
BONNIE
JANET
PERLA
ANITA
JAMES
HOMER
TODD
GEORGE
ROBERT
TRACIE
PETE
PETER
CARLOS
D.O.B. Sex Loc
10/27/20 F 01
08/15/65 F 01
07/22/12 F 02
10/12/64 F 01
12/12/50 M 01
02/12/50 M 01
03/14/60 M 01
12/05/50 M 01
02/12/60 M 01
07/15/59 F 03
04/24/62 M 01
12/21/55 M 01
03/10/56 M 01
Balance
1,554.00
285.00
.00
2,515.00
.00
424.01
161.00
2,721.00
476.00
34.92
1,965.00
283.00
3,851.00
More...
F3=Exit
F2=Select view
F6=Browse
F23=Replay
F12=Previous
F17=Exclude 0 Bal
F7=DOS
Cursor Select
You have tickler requests pending. Press F8 to review them...
View
Sequence
Search
Fields
F/C
020
010
020
070
010
010
010
070
001
010
040
040
040
Continuation
The Elements of the Selection Screen
Following are descriptions of the elements included on the Selection Screen.
View Sequence
In the upper right corner of the screen, the current view sequence will be displayed; in this case it is the
"Patient View." The view sequence indicates the search order in which the patient information is listed.
View Sequences will be explained in detail later in this chapter.
Mode
In the upper left corner of the screen, the current mode will be displayed; in this case it is "Update
Mode." The mode indicates whether MED/FM is in Update Mode or Entry Mode. Press F9 to toggle
between the two modes. Update Mode is used to update existing records and Entry Mode is used to add
a new record.
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Search Fields
These are the same search fields that appear with the Bulletin Board Screen. There is a field for keying a
specific patient identification code if known, and there is a field for keying more general search criteria.
The patient search fields and alphabetical listing always appear as the default view sequence. Press the
F2 (Select View) function key to select a different sorting and searching sequence.
Column Headings
The headings displayed describe the information listed on the search screen. Generally, the first field in
the list is the selection ("Sel") or option ("Opt") field, which is used for selecting a record or performing
an action on a record such as editing, printing, viewing, etc. Information that is shown includes the
patient name, account or ID number, and demographic details (such as address, date of birth, and
financial class).
Sequenced Listing
This is the list of patient information displayed in the order specified with the F2 (Select View) function.
The sequence listing will usually be displayed in either alphabetical order or in numeric order, depending
on the view being used.
Continuation
The Selection Screen will normally be displaying a file that contains more records than can be shown on
one screen. If additional records exist, "More..." will be displayed in the bottom right corner of the
screen. Use the PAGE UP and PAGE DOWN keys to scroll backward or forward, one page at a time. When
the end of the file is reached, "Bottom" will be displayed in the bottom right corner of the screen.
From the selection screens any of the following functions may be performed:
Type an account or ID number to access a family or patient record.
Type a name or partial ID to display a list of the patients having names or ID's similar to the one
keyed.
Select an account or record from the displayed list, or press the PAGE UP or PAGE DOWN keys until
the desired account is found.
Select another view. The patient last name view is the default view. Other views include: a family
view, social security number view, insurance policy number view, medical record number view, date
of birth view, contract ID view, phone number view, patient first name view, a family address view,
and a patient within family view. Account History also has an attorney view.
Add new family and patient records (in Patient Registration and Enter Transactions).
Access the bulletin board and add or remove informational messages.
Access the electronic mailbox to display, respond, delete, and send messages to other users.
View and process tickler notices.
Most of these functions can be performed from the Bulletin Board Screen as well.
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Selecting an Individual Record
Once the Bulletin Board Screen appears, the next step is to access the information for an individual
patient. No matter which view sequence has been selected, the methods of accessing an account are the
same. These two ways are explained below.
The Bulletin Board Screen
X70 08:00 AM ID02980
Account History
Enter Patient Number to access patient..:
or Enter Patient Name to start search......:
or Enter Patient Name to sound like........:
B U L L E T I N
01/01/10 QPADEV0006
*Tickle*
000000000 01
B O A R D
CPU MEDICAL MANAGEMENT SYSTEMS
MED/FM RELEASE 7.0
M A I L
F3=Exit
F7=E-Mail
E X I S T S
F2=Select view
F23=Replay
F11=Access bulletins
F19=Usr Defined Flds
Making a selection when the patient account number is known
1
Type the family account number and the patient suffix in the "Patient Number" field, pressing FIELD
EXIT after each entry.
2
Press ENTER. The patient information will be displayed.
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Making a selection when only the patient name is known
1
Move the cursor to the "Patient Name" search field.
2
Type the full or partial last name of the patient. For instance, type "FOL" as a partial entry for the
name "Folsom."
3
Press ENTER to start the search. The first patient with a last name that starts with "Fol" will appear at
the top of the listing.
The Patient Selection Screen - Patient Last Name View
X70 08:00 AM
Update Mode
*Tickle*
or
or
Sel
ID02434
01/01/10 QPADEV0006
Patient View
Enter Patient Number to access patient: 000000000 01
Enter Patient Name to start search.....
Enter Patient Name to sound like.......
Account#
22-01
1016-01
12749784-01
12-01
28-01
23-01
17-01
20-01
5-01
1001-01
10-01
32-01
13-01
Last Name
ADAMS
ADELGRAM
BELFORE
BELL
BOWEN
BRITT
BUNDY
CARLISLE M.D.
CARVALITO
CHARBONEAUX
DUKE
DUKE, JR.
ESTRADA
Patient Registration
First Name
BONNIE
JANET
PERLA
ANITA
JAMES
HOMER
TODD
GEORGE
ROBERT
TRACIE
PETE
PETER
CARLOS
D.O.B. Sex Loc
10/27/20 F 01
08/15/65 F 01
07/22/12 F 02
10/12/64 F 01
12/12/50 M 01
02/12/50 M 01
03/14/60 M 01
12/05/50 M 01
02/12/60 M 01
07/15/59 F 03
04/24/62 M 01
12/21/55 M 01
03/10/56 M 01
F/C
020
010
020
070
010
010
010
070
001
010
040
040
040
Balance
1,554.00
285.00
.00
2,515.00
.00
424.01
161.00
2,721.00
476.00
34.92
1,965.00
283.00
3,851.00
More...
F3=Exit
F2=Select view
F6=Browse
F23=Replay
F12=Previous
F14=Change Account# F9=Add patient
F7=DOS
Cursor Select
You have tickler requests pending. Press F8 to review them...
4
If there are many records starting with the name keyed, such as Ford in the above example, make a
more specific search. Type the full last name, first name, and middle initial of the patient. For
instance, type Ford, Tina, and then press ENTER to start the search.
5
If the patient record exists, the patient name will appear at or near the top of the Patient Selection
Screen. If the patient does not exist or if the name is spelled wrong, the patient with the next closest
name appears at the top of the screen.
6
Press TAB, NEW LINE or FIELD EXIT to move the cursor down the selection ("Sel") fields to the
desired patient name. The cursor will travel down the left column of the screen.
7
Type a "1" in the "Sel" field next to the desired patient and press ENTER. The applicable information
will be displayed on a new screen.
- or Place the cursor anywhere on the line containing the patient data and press ENTER. This function is
called "Cursor Select."
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Changing the Selection Screen
The selection screen can be changed to present the accounts in a different sort, search and access
sequence by pressing the F2 (Select View) function key.
Press the F2 (Select View) function key to display the Sequence Options Window. The Sequence
Options Window displays options for different Selection Screen views.
The Sequence Options Window
Type
1.
2.
3.
4.
5.
6.
7.
8.
9.
A.
B.
C.
D.
E.
F.
Sequence Options
options, press Enter. 0
Family Name
Patient Last Name
Social Security Number
Policy Number
Medical Record Number
Patient Date of Birth
Contract ID Code
Attorney Name
Phone Number
Patient First Name
Family Address
Patient within Family
Balance Due
Balance Due within Fin.Class
Family Name within Fin.Class
F3=Exit
F12=Previous
Following is the list of available view sequences, along with the search fields available from that
particular view. Each view sequence also contains a field used to directly access the patient's record.
1.
2.
3.
4.
5.
6.
7.
8.
9.
A.
B.
C.
D.
E.
F.
Family Name. The search fields include the family's name and a phonetic "sound like" field.
Patient Last Name. The search fields include the patient's last name and a phonetic "sound
like" field.
Social Security Number. The search field is the patient's full or partial social security number.
Insurance Policy Number. The search field is the patient's policy full or partial policy number.
Medical Record Number. The search field is the patient's full or partial medical record
number.
Patient Date of Birth. The search fields are the patient's birth month, day, and four-digit year.
Contract ID code. The search field is the patient's full or partial contract ID code.
Attorney Name. The search field is the attorney's full or partial name.
Phone Number. The search field is the account's area code and telephone number.
Patient First Name. The search fields are the patient's full or partial first name and date of
birth.
Family Address. The search field is the family's full or partial address.
Patient within Family. The search field is the family account number.
Balance Due. The search field is the account balance in descending order.
Balance due within Fin Class. The search field is the account level financial class.
Family Name within Fin Class. The search field is the account level financial class.
Type the desired option number (or letter) in the "Type options, press Enter" field, and then press ENTER
to display a different view of the Selection Screen. The search fields for the selection will be displayed.
If the code or account number is known, key it in the "access" field. If the code is not known, use the
"search" field to display a listing that will help find the patient.
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Selection Screen View Sequences
Following are descriptions of the different view sequence options available in the Sequence Options
Window. To select a view sequence option, type the corresponding number (or letter) in the "Type
options, press Enter" field and press ENTER.
1. Family Name
The family record contains address and employer information for the head of household, guarantor, or
responsible party. The Family View is useful when the guarantor or head of household has a different
name than the patient.
The Patient Selection Screen – Family Name View
X70 08:00 AM ID02430
01/01/10 QPADEV0006
Family View
*Tickle*
Enter Family Number to access family... 000000000
or Enter Family Name to start search......
or Enter Family Name to sound like........
Sel
Account#
22
1016
12749784
12
28
23
17
20
5
1001
32
10
13
Account History
Family Name
ADAMS, FRANK
ADELGRAM, BOBBY
BELFORE, PERLA
BELL, ANITA
BOWEN, JAMES W.
BRITT, HOMER
BUNDY, TODD
CARLISLE M.D., GEORGE
CARVALITO, ROBERT
CHARBONEAUX, TRACIE
DUKE JR., PETER J.
DUKE, PETE T.
ESTRADA, CARLOS
Address
234 BELLFLOWER ST
4054 ADAMS STREET
1550 UPAS STREET
313 S. FLORIDA ST #12
3112 BLUEBIRD LANE
7894 SPRINGFIELD STREET
3131 SUZANNA COURT
384 HIGHLAND AVE
4620 KANSAS ST
3479 CHAMPAGNE CANYON DRI
44 BELL AVE
873 S. MAIN STREET
341 LAUREL ST #13
F/C
020
010
020
070
010
010
010
070
001
010
040
040
040
More...
F3=Exit
F2=Select view
F6=Browse
F23=Replay
F12=Previous
F4=Alt view F17=Exclude 0 Bal
Cursor Select
You have tickler requests pending. Press F8 to review them...
The information listed with the Family View includes the family account number, guarantor name and
address, and financial class. Press the F4 (Alt View) function key to display the family name, account
balance, delinquency code, and the last charge and payment dates.
Type the family's account number in order to access the account, or search for the family by using the
family name or a phonetic "sound like" name.
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How to Use MED/FM 73
2. Patient Last Name
The Patient Last Name View is the default selection sequence when searching for patients. Search for
patients by last name or by account number. Refer to page 61 in this chapter for an example of the
Patient Last Name View. This view displays the patient's account number, last and first names, date of
birth (or date of service), gender, location of service, financial class, and account balance.
3. Social Security Number
Use this view to access patients based upon their social security number.
The Patient Selection Screen – Social Security Number View
X70 08:00 AM ID02437
01/01/10 QPADEV0006
Social Security# View
*Tickle*
Enter Social Security# for patient..... 000000000
or Enter Social Security# to start search: 000000000
Sel
Soc. Sec.#
004-12-8755
024-98-4462
054-67-0745
101-32-8509
111-22-1111
111-22-3333
111-22-3333
111-22-3333
111-22-3333
111-22-3333
111-22-3333
111-22-3333
115-08-7099
F3=Exit
Account#
1004-01
22-01
1017-01
4-01
100000000-01
18018-01
100000-01
1800018-01
18000018-01
100000001-01
123456789-01
180000018-01
1003-01
Account History
Patient Name
SUMMER, DONNA
ADAMS, BONNIE
WEST, MAE
MC CABE, THOMAS
SAMPLE, JOHN
SAMPLE, JOSEPH
SAMPLE, JOHN
SAMPLE, JOE
SAMPLE, JOE
SAMPLE, JOSEPH
SAMPLE, JOSEPH
SAMPLE, JOE
HARBINGER, STEPHEN
F2=Select view
F17=Exclude 0 Bal
F6=Browse
F23=Replay
Birth
07/12/55
10/27/20
08/16/93
08/25/20
03/01/80
03/01/62
03/01/80
01/01/70
01/01/35
03/31/62
03/31/62
03/31/62
04/10/50
D.O.S
03/18/09
02/28/09
04/19/09
01/05/09
Loc
01
01
01
01
01
01
02/01/09 01
01
01
01/02/09 01
03/01/09 01
01
03/15/09 01
More...
F12=Previous
Cursor Select
+
If the entire social security number is not known, type the first few digits of the number in the "start
search" field and press ENTER. For instance, if the first three digits of the number are available, such as
572, type 572, and then press ENTER to start the search.
Caution! Do not use FIELD EXIT during the partial social security number search. FIELD EXIT right
justifies the social security number and the search will be wrong. For instance, FIELD EXIT turns
572000000 into 000000572.
The information listed with the Social Security Number View includes the patient's social security
number, account number, first and last names, birth date, date of service, and location.
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74 How to Use MED/FM
4. Policy Number
Use the Policy Number View to access patients based upon their primary, secondary, or tertiary insurance
policy number. Any of these policy numbers are used to search for a patient record. When the search is
finished, the screen will display those patient records, in insurance policy number order, closest to the
policy number keyed.
The Patient Selection Screen – Policy Number View
X70 08:00 AM ID02435
*Tickle*
Account History
01/01/10 QPADEV0006
Policy Number View
Enter Policy Number to access patient..
or Enter Policy Number to start search....
Sel Policy Number Account#
Patient Name
A453289480
17-01 BUNDY, TODD
CA246339112852
11-01 PELT, VAN
CPU12345678901 123456789-01 SAMPLE, JOSEPH
004128755
1004-01 SUMMER, DONNA
024984462
22-01 ADAMS, BONNIE
024984462A
22-01 ADAMS, BONNIE
036743B12
18-01 JONES, TOM
100200300400
18018-01 SAMPLE, JOSEPH
101328509A
4-01 MC CABE, THOMAS
101348509
19-01 LOUISE, TINA
111221111
100000000-01 SAMPLE, JOHN
111223333
18018-01 SAMPLE, JOSEPH
111223333
100000-01 SAMPLE, JOHN
Birth
03/14/60
07/15/59
03/31/62
07/12/55
10/27/20
10/27/20
12/02/45
03/01/62
08/25/20
12/12/50
03/01/80
03/01/62
03/01/80
D.O.S
Loc
02/15/09 01
02/05/09 01
03/01/09 01
03/18/09 01
02/28/09 01
02/28/09 01
02/19/09 01
01
01/05/09 01
02/19/09 01
01
01
02/01/09 01
More...
F3=Exit
F2=Select view
F6=Browse
F23=Replay
F12=Previous
F17=Exclude 0 Bal
Cursor Select
You have tickler requests pending. Press F8 to review them...
The information listed with the Policy Number View includes the patient's insurance policy number,
account number, patient first and last names, birth date, date of service, and location.
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How to Use MED/FM 75
5. Medical Record Number
Use this view to access patients based upon their hospital medical record number. This is useful for
patients added to MED/FM via Hospital Data Capture.
The Patient Selection Screen – Medical Record Number View
X70 08:00 AM ID02436
*Tickle*
Account History
01/01/10 QPADEV0006
Medical Record # View
Enter Medical Record# for patient......
or Enter Medical Record# to start search..
Sel Medical Record#
HSP111223333
HSP111223333
HSP111223333
MERCY2009010100001
MERCY2009010100001
MRN2301
1019
1201
18-03-31-62
19-99-95
200002030010
2009-02-19-0023
2009010018
Account#
100000-01
1800018-01
18000018-01
123456789-01
987654321-01
23-01
1019-01
12-01
2-01
12749784-01
10-01
18-01
18018-01
Last Name
SAMPLE
SAMPLE
SAMPLE
SAMPLE
SAMPLE
BRITT
REDFORD
BELL
GEONNO
BELFORE
DUKE
JONES
SAMPLE
First Name
JOHN
JOE
JOE
JOSEPH
JOSEPH
HOMER
CARLA
ANITA
ANTONIO
PERLA
PETE
TOM
JOSEPH
D.O.B. Loc
03/01/80 01
01/01/70 01
01/01/35 01
03/31/62 01
03/01/80 01
02/12/50 01
03/31/60 01
10/12/64 01
06/06/52 01
07/22/12 02
04/24/62 01
12/02/45 01
03/01/62 01
More...
F3=Exit
F2=Select view
F6=Browse
F23=Replay
F12=Previous
F17=Exclude 0 Bal
F7=DOS
Cursor Select
You have tickler requests pending. Press F8 to review them...
The information displayed with the Medical Record Number View includes the medical record number,
account number, patient last and first names, date of birth (or date of service), and location.
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76 How to Use MED/FM
6. Patient Date of Birth
Use this search to search for patient accounts based upon their date of birth. This can be helpful if the
patient's name has been misspelled or when there are multiple patients with the same name. The date of
birth search will list patients in birth date order, beginning with the date keyed into the search field.
The Patient Selection Screen – Patient Date of Birth View
X70 08:00 AM ID02429
01/01/10 QPADEV0006
Date of Birth View
*Tickle*
Enter Patient Number to access patient: 000000000 01
or Enter Date-of-Birth to start search at: 0000 0000
Sel Birth Date
08/16/1893
07/22/1912
05/16/1919
12/14/1919
08/25/1920
10/27/1920
12/31/1921
09/15/1925
07/06/1927
01/01/1935
11/14/1935
04/10/1940
12/07/1940
Patient Name
WEST, MAE
BELFORE, PERLA
FINCH, FREDERICK
SMITH, CAROLYN
MC CABE, THOMAS
ADAMS, BONNIE
TORRES, SYLVESTRA
SMYTHE, BOBBI JO
MOREAN, SHERRI
SAMPLE, JOE
JONES, JEREMIAH
WELLS, GEORGE
WIRTHEN, GAIL
Account History
Account#
Loc
1017-01 01
12749784-01 02
9-01 01
1008-01 03
4-01 01
22-01 01
12827499-01 01
1009-01 01
1011-01 01
18000018-01 01
1010-01 01
21-01 01
1015-01 01
Soc. Sec.#
054-67-0745
527-54-6645
210-36-4110
300-57-0754
101-32-8509
024-98-4462
557-20-8213
225-80-9994
335-04-7871
111-22-3333
556-44-1215
568-36-1412
226-50-4654
More...
F3=Exit
F2=Select view
F6=Browse
F23=Replay
F12=Previous
F17=Exclude 0 Bal
Cursor Select
You have tickler requests pending. Press F8 to review them...
The information displayed with this view includes the date of birth, patient name, account number,
location, and social security number.
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7. Contract ID Code
Select this view sequence to access accounts based upon the contract ID to which they are assigned.
Type the contract ID in the search field. All patients assigned to the selected contract will be listed.
The Patient Selection Screen – Contract ID Code View
X70 08:00 AM ID02432
01/01/10 QPADEV0006
Contract View
*Tickle*
Enter Patient Number to access patient: 000000000 01
or Enter Contract ID to start search......
Sel Contract Acct#
MCAID
22
MCAID
18018
MCARE
9
MCARE
19
MCARE
22
MCARE
1017
MCARE
18018
MCARE
12749784
WC
11
WC
123456789
Account History
Family Name
ADAMS, FRANK
SAMPLE, JOSEPH
FINCH, FREDERICK
LOUISE, GEORGE
ADAMS, FRANK
WEST, MAE
SAMPLE, JOSEPH
BELFORE, PERLA
PELT, VAN
SAMPLE, JOSEPH
Address
234 BELLFLOWER ST
1234 MAIN STREET
2609 CRESTVIEW LANE
3184 CROWN PT. LANE
234 BELLFLOWER ST
100 VINE STREET
1234 MAIN STREET
1550 UPAS STREET
8063 BAY COAST DRIVE
1234 MAIN STREET
F/C
020
010
020
020
020
020
010
020
070
010
Bottom
F3=Exit
F2=Select view
F6=Browse
F23=Replay
F12=Previous
F17=Exclude 0 Bal
Cursor Select
You have tickler requests pending. Press F8 to review them...
The Contract ID Code View displays the contract ID number, family account number, guarantor name
and address, and financial class.
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8. Attorney Name
This view is only available from the Account History option (option 4) from the Main Menu. The
Attorney Name View provides a way to search for patients associated with a particular attorney.
The Attorney Selection Screen
X70 08:00 AM ID02428
Account History
*Tickle*
Enter Attorney Number to list patients: 00000
or Enter Attorney Name to start search....
Number
00008
00010
00001
00004
00003
00007
00011
00005
00002
00006
00009
01/01/10 QPADEV0006
Attorney View
Attorney Name
ABERCOMBIE, ARLENE
CANNONBALL, CASEY
CASE, JUSTIN
CHEATEM, CHARLES
DEWEY, DAVID
FONTANA, FRANK
GRAIL, HOLLY
HOWE, HUBERT
MASON, PERRY
MATLOCK, MIKE
WABASH, WARREN
Bottom
F3=Exit
F2=Select view
F6=Browse
F23=Replay
F12=Previous
F17=Exclude 0 Bal
Cursor Select
You have tickler requests pending. Press F8 to review them...
To list all patient records associated with an attorney, type the attorney number in the "Enter Attorney
Number to list patients" input field, press FIELD EXIT, and then press ENTER. The Attorney Client
Selection Screen will be displayed.
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How to Use MED/FM 79
The Attorney Client Selection Screen
X70 08:00 AM
Attorney:
Account History
1
LAW OFFICES OF JUSTIN CASE
JUSTIN CASE, ATTY
100 BROADWAY
SUITE 1001
SAN DIEGO, CA 92100
1=Sel
Patient Name
PELT, VAN
SAMPLE, JOHN
SAMPLE, JOSEPH
SAMPLE, JOSEPH Q
BELL, ANITA
CARLISLE M.D., GEORGE
F3=Exit
01/01/10 QPADEV0006
F12=Previous
Contact
JACK LAW
619 555-3844 Extension:
Fax Number
619 555-3845
Loc
01
01
01
01
01
01
D-O-B Sex Soc. Sec. #
07/15/59 M 221 32 7995
03/01/80 M 333 22 1111
03/31/62 M 111 22 3333
03/01/80 M 987 65 4321
10/12/64 F 453 26 7891
12/05/50 M 238 34 1494
Balance
359.00
355.00
513.07
185.00
2,515.00
2,721.00
Page Keys
The Attorney Client Selection Screen displays the attorney's name, the law firm's name, address, and
contact information. The screen also displays the attorney's clients, including the patient name, location,
date of birth, gender, social security number, and account balance.
Type a "1" in the field next to the desired patient and press ENTER to display the patient's account history.
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80 How to Use MED/FM
9. Phone Number
Use this view to access patient accounts based on their home phone number. This option is beneficial
when the name or account number on a patient payment was not provided or is not legible. When a
search by telephone number is selected, the selection screen displays family records in telephone number
sequence, beginning with the area code.
The Patient Selection Screen – Phone Number View
X70 08:00 AM ID02438
Account History
01/01/10 QPADEV0006
Phone Number View
*Tickle*
Enter Patient Number to access patient: 000000000 01
or Enter Phone Number to start search..... 000 000 0000
Sel Phone Number Account# Family Name
619-065-0455
1021 HARTFORD, MARY
619-205-5644
1009 SMYTHE, BOBBI JO
619-222-5545
1010 JONES, JEREMIAH
619-224-1348
14 GORDON, CHARLES
619-234-2650
15 MILLER, STEVE
619-234-3344
30 PONCE , DELEON
619-234-3690
19 LOUISE, GEORGE
619-234-6841
20 CARLISLE M.D., GEORGE
619-234-8005
4 MC CABE, THOMAS
619-234-8877
1006 VANKANTRAMEN, RAMESH
619-245-3180
16 JONES, MICHAEL
619-250-3092
6 WIRTH, ADAM
619-254-1211
1022 GIBB, ANDY D.
Address
F/C
4004 FLORIDA STREET
010
7415 CABLE DRIVE
022
4456 EUCLID AVE #2
020
328 W. PT. LOMA AVE
001
1310 MAIN STREET
010
442 BELL ST
010
3184 CROWN PT. LANE
020
384 HIGHLAND AVE
070
217 OLIVE ST
022
345 GOLDEN HILLS DRIVE 080
5231 PICASSO AVENUE
080
8054 SAN GABRIEL DRIVE 030
444 HIGH STREET STE 222 040
More...
F3=Exit
F2=Select view
F6=Browse
F23=Replay
F12=Previous
F17=Exclude 0 Bal
Cursor Select
You have tickler requests pending. Press F8 to review them...
The Phone Number View displays the telephone number, account number, family (guarantor) name and
address, and financial class.
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Green Screen Version
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How to Use MED/FM 81
A. Patient First Name
Use this sequence option to search for a patient account based upon the patient's first name. This is
beneficial for locating patients who have married and have not provided their name change to the billing
service, or for finding dependents of divorced couples. The date of birth can also be keyed to further
define the search.
The Patient Selection Screen – Patient First Name View
X70 08:00 AM ID99999
01/01/10 QPADEV0006
Patient First name view
*Tickle*
Enter Patient Number to access patient..:
000000000 01
or Enter Patient First/D.O.B. to start search:
0000 0000
Sel
Account#
6-01
1022-01
12-01
2-01
7-01
1009-01
987654321-03
22-01
1019-01
13-01
8-01
1008-01
14-01
First Name
ADAM
ANDY
ANITA
ANTONIO
BELINDA
BOBBI JO
BOBBY
BONNIE
CARLA
CARLOS
CAROL
CAROLYN
CHARLES
Account History
Last Name
WIRTH
GIBB
BELL
GEONNO
HUMPHREYS
SMYTHE
SAMPLE
ADAMS
REDFORD
ESTRADA
ZEVON
SMITH
GORDON
D.O.B. Sex Loc
04/12/43 M 01
11/12/47 M 01
10/12/64 F 01
06/06/52 M 01
11/19/53 F 01
09/15/25 F 01
09/01/00 M 01
10/27/20 F 01
03/31/60 F 01
03/10/56 M 01
09/10/84 F 01
12/14/19 F 03
10/24/60 M 01
F/C
030
040
070
010
040
022
010
020
010
040
010
020
001
Balance
316.00
.00
2,515.00
359.00
285.00
640.00
120.00
1,554.00
.00
3,851.00
2,095.00
285.00
431.00
More...
F3=Exit
F2=Select view
F6=Browse
F23=Replay
F12=Previous
F17=Exclude 0 Bal
F7=DOS
Cursor Select
You have tickler requests pending. Press F8 to review them...
The Patient First Name View displays the account number, patient's first and last names, date of birth (or
date of service), gender, location, financial class, and account balance.
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B. Family Address
Use the Family Address View to search for accounts based upon the guarantor's street address. This is
beneficial when the patient check payments do not include the account number or patient name. This
selection lists the family accounts in family address order.
The Patient Selection Screen – Family Address View
X70 08:00 AM ID99999
01/01/10 QPADEV0006
Family Address View
*Tickle*
Enter Family Number to access family... 000000000
or Enter Family Address to start search...
Sel
Account#
1017
1007
8
3
36
100000
100000000
37
10000
18018
180018
1800018
18000018
Account History
Family Address
100 VINE STREET
1001 PALM CANYON DRIVE
1020 MOUNTAIN RIDGE LANE
10206 ISLAND DRIVE
1234 ELM STREET
1234 ELM STREET
1234 ELM STREET
1234 MAIN STREET
1234 MAIN STREET
1234 MAIN STREET
1234 MAIN STREET
1234 MAIN STREET
1234 MAIN STREET
Name
WEST, MAE
PATTERSON, PARKER
ZEVON, STANLEY
SUNDIE, SALLY SUE
PATIENT, JACK
SAMPLE, JOHN
SAMPLE, JOHN
HARRIS, JOHN
SAMPLE, JOHN
SAMPLE, JOSEPH
SAMPLE, JOE
SAMPLE, JOE
SAMPLE, JOE
F/C
020
010
010
010
010
070
010
010
010
010
010
010
020
More...
F2=Select view
F6=Browse
F23=Replay
F12=Previous
F17=Exclude 0 Bal
Cursor Select
You have tickler requests pending. Press F8 to review them...
F3=Exit
The Family Address View displays the family number, family (guarantor) address and name, and
financial class.
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C. Patient within Family
Use the Patient within Family View to search for accounts based upon the guarantor's account number.
This is beneficial when the patients attached to an account do not have the same last name. This selection
lists the family accounts in family number order.
The Patient Selection Screen – Family Address View
X70 08:00 AM
01/01/10 QPADEV0006
Patient Within Family
*Tickle*
Enter Patient Number to access patient: 000000000 01
or Enter Family number to start search.... 000000000
Sel
Account#
1-01
2-01
3-01
4-01
5-01
6-01
7-01
8-01
9-01
10-01
11-01
12-01
13-01
Account History
Last Name
SPEARIN
GEONNO
SUNDIE
MC CABE
CARVALITO
WIRTH
HUMPHREYS
ZEVON
FINCH
DUKE
PELT
BELL
ESTRADA
First Name
TERESA
ANTONIO
SALLY SUE
THOMAS
ROBERT
ADAM
BELINDA
CAROL
FREDERICK
PETE
VAN
ANITA
CARLOS
D.O.B. Sex Loc
05/12/57 F 01
06/06/52 M 01
11/29/58 F 01
08/25/20 M 01
02/12/60 M 01
04/12/43 M 01
11/19/53 F 01
09/10/84 F 01
05/16/19 M 01
04/24/62 M 01
07/15/59 M 01
10/12/64 F 01
03/10/56 M 01
F/C
010
010
010
022
001
030
040
010
020
040
070
070
040
Balance
280.00
359.00
656.00
1,464.00
476.00
316.00
285.00
2,095.00
648.00
1,965.00
359.00
2,515.00
3,851.00
More...
F3=Exit
F2=Select view
F6=Browse
F23=Replay
F12=Previous
F17=Exclude 0 Bal
F7=DOS
Cursor Select
You have tickler requests pending. Press F8 to review them...
The Patient within Family View displays the family number, patient name, date of birth, sex, location,
default financial class and balance due.
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84 How to Use MED/FM
D. Balance Due
Use the Balance Due View to search for accounts based upon the balance due of a patient's account. This
is beneficial when searching for accounts with a high balance due to assure that appropriate collection
efforts are being taken. It can also help locate small balance accounts to determine if they should be
written off. This selection lists the patient accounts in descending balance due order.
The Patient Selection Screen – Balance Due View
X70 08:00 AM ID02434
01/01/10 QPADEV000R
Balance Due View
Enter Patient Number to access patient: 000000000 01
Enter Balance due to start search...... 0000000
Sel
Account#
13-01
1007-01
20-01
12-01
8-01
10-01
22-01
4-01
29-01
30-01
16-01
3-01
9-01
F3=Exit
Account History
Family Name
ESTRADA, CARLOS
PATTERSON, PARKER
CARLISLE M.D., GEORGE
BELL, ANITA
ZEVON, STANLEY
DUKE, PETE T.
ADAMS, FRANK
MC CABE, THOMAS
SIMPSON, HOMER J.
PONCE , DELEON
JONES, MICHAEL
SUNDIE, SALLY SUE
FINCH, FREDERICK
F2=Select view
F17=Show all Accts
F6=Browse
Insr#
7
3
9
10
8
7
1
1
13
8
11
4
1
D.O.B.
03/10/56
12/05/50
12/05/50
10/12/64
09/10/84
04/24/62
10/27/20
08/25/20
08/12/58
11/15/65
01/12/75
11/29/58
05/16/19
F23=Replay
S
M
M
M
F
F
M
F
M
M
M
F
F
M
Lo
01
01
01
01
01
01
01
01
01
01
01
01
01
F/C
040
010
070
070
010
040
020
022
010
010
080
010
020
Balance
3851.00
3411.00
2721.00
2515.00
2095.00
1965.00
1554.00
1464.00
1419.00
962.00
747.00
656.00
648.00
More...
F12=Previous
Cursor Select
The information listed with the Balance Due View includes the family account number, the patient
number, the guarantor name, the patient's primary insurance company number, the patient's date of birth
and gender, the patient's originating location of service, the account level financial class, and the patient's
balance due within the account.
Type the patient's account number in order to access the account, or type a dollar amount into the
"search" field to locate accounts based upon their balance due. Use whole dollars. To find accounts
whose balance is $9.99 or less, type 10 in the search field and then press FIELD EXIT (or the "+" key on
the number pad) and ENTER. The records on the selection screen will be repositioned to all accounts at
or below the selected dollar amount.
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E. Balance Due Within Financial Class
Use the Balance Due Within Financial Class View to search for accounts based upon the balance due of a
patient's account and the account level financial class. This is beneficial when searching for self pay
accounts with a high balance due to assure that appropriate collection efforts are being taken or to
possibly set up payment plans. It can also help locate small balance accounts within the Medicaid class
to determine if they should be written off. This selection lists the patient accounts in descending balance
due order within each financial class.
The Patient Selection Screen – Balance Due Within Financial Class View
X70 08:00 AM ID02434
01/10/10 QPADEV000R
F.Cls/Bal.Due
Enter Patient Number to access patient: 000000000 01
Enter Fin. Class to start search....... 000
Sel
Account#
5-01
14-01
33-01
1015-01
1007-01
8-01
29-01
30-01
3-01
987654321-01
10000-01
15-01
123456789-01
F3=Exit
Account History
Family Name
CARVALITO, ROBERT
GORDON, CHARLES
JONES, LISA
WIRTHEN, GAIL
PATTERSON, PARKER
ZEVON, STANLEY
SIMPSON, HOMER J.
PONCE , DELEON
SUNDIE, SALLY SUE
SAMPLE, JOSEPH Q
SAMPLE, JOHN
MILLER, STEVE
SAMPLE, JOSEPH
F2=Select view
F17=Show all Accts
Insr#
1
99999
99999
99999
3
8
13
8
4
3
3
3
3
F6=Browse
D.O.B.
02/12/60
10/24/60
12/11/61
12/07/40
12/05/50
09/10/84
08/12/58
11/15/65
11/29/58
03/01/80
03/31/62
12/13/65
03/31/62
F23=Replay
S
M
M
F
F
M
F
M
M
F
M
M
M
M
Lo
01
01
01
01
01
01
01
01
01
01
01
01
01
F/C
001
001
001
001
010
010
010
010
010
010
010
010
010
Balance
476.00
431.00
235.00
235.00
3411.00
2095.00
1419.00
962.00
656.00
640.00
635.19
537.00
513.07
More...
F12=Previous
Cursor Select
The information listed with the Balance Due Within Financial Class View includes the family account
number, the patient number, the guarantor name, the patient's primary insurance company number, the
patient's date of birth and gender, the patient's originating location of service, the account level financial
class, and the patient's balance due within the account.
Type the patient's account number in order to access the account, or type a financial class code into the
"search" field and press ENTER to locate accounts based upon their account level financial class.
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F. Family Name Within Financial Class
The family record contains address and employer information for the head of household, guarantor, or
responsible party. The Family View is useful when the guarantor or head of household has a different
name than the patient. Use this view to search for accounts based upon the guarantor's name and the
account level financial class.
The Patient Selection Screen – Family Name Within Financial Class View
X70 08:00 AM ID02434
01/10/10 QPADEV000R
Fin.class/Name
Enter Patient Number to access patient: 000000000 01
Enter Fin. Class &/OR Name to search... 000
Sel
Account#
5-01
14-01
33-01
1015-01
1016-01
23-01
17-01
1001-01
2-01
18-01
1014-01
1018-01
15-01
F3=Exit
Account History
Family Name
CARVALITO, ROBERT
GORDON, CHARLES
JONES, LISA
WIRTHEN, GAIL
ADELGRAM, BOBBY
BRITT, HOMER
BUNDY, TODD
CHARBONEAUX, THOMAS
GEONNO, ANTONIO
JONES, TOM
KING, PETER
MAMALA, KEOKE
MILLER, STEVE
F2=Select view
F17=Show all Accts
F6=Browse
Insr#
1
99999
99999
99999
3
13
2
4
3
12
13
2
3
D.O.B.
02/12/60
10/24/60
12/11/61
12/07/40
08/15/65
02/12/50
03/14/60
07/15/59
06/06/52
12/02/45
05/12/60
10/01/70
12/13/65
F23=Replay
S
M
M
F
F
F
M
M
F
M
M
M
M
M
Lo
01
01
01
01
01
01
01
03
01
01
01
01
01
F/C
001
001
001
001
010
010
010
010
010
010
010
010
010
Balance
476.00
431.00
235.00
235.00
285.00
424.01
161.00
34.92
359.00
462.00
315.00
232.20
537.00
More...
F12=Previous
Cursor Select
The information listed with the Family View includes the family account number, the patient number, the
guarantor name, the patient's primary insurance company number, the patient's date of birth and gender,
the patient's originating location, the account level financial class, and the patient's balance due within the
account.
Type the patient's account number in order to access the account. Type a financial class code into the
first search field and press ENTER to present an alphabetic list of all accounts within the selected class.
Type a financial class and a last name, to position to a specific alphabetic point within the selected
financial class.
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Using Data Entry Screens
Data entry screens enable users to enter information into the MED/FM system. Adding patients and
charges, or printing insurance claims, are done from data entry screens. Most MED/FM features consist
of a series of data entry screens. For instance, Enter Transactions has different data entry screens for
finding patients, adding charges, or adding payments and adjustments.
Think of data entry screens as registration or card-file forms portrayed on a display screen. The data
entry screen contains input fields where information is typed. Move the cursor to an input field to enter
the information required, and then use the functions and options described earlier to perform various
functions.
One menu option that provides access to some important data entry screens is File Maintenance (option
6) from the Main Menu. The auxiliary files are the backbone of the database. They contain information
that is used repeatedly in every function of the MED/FM system.
The Patient Record Entry Screen
Title Information
Mode
X70 08:00 AM
Update Mode
01/01/10 QPADEV0006
Notes
Account#.... 123456789-01
P A T I E N T
I N F O R M A T I O N
Middle Initial...
Last Name... SAMPLE
JOSEPH
0331 1962
Patient Sex...... M Soc. Sec.#.. 111 22 3333
00001
Refer Dr..... 00111 Primary Dr.. 00000
Diagnoses...
01
Military Br...
Duty Status......
S E
H O S P I T A L
I N F O R M A T I O N
MRN......... MERCY2009010100001
Admit Date.... 000000
I/O/E code...... E
Dischg. Date.. 000000
Deceased.... 000000
I L L N E S S
Current DOE... 000000
Function Keys
Patient Registration
CPU EMPLOYEE
Family Name... SAMPLE, JOSEPH
First Name....
Birth Date....
Attending Dr..
Location......
Pat. Status...
Entry Fields
ID00593
F3=Exit
F12=Previous
&
I N J U R Y
I N F O R M A T I O N
Accident Type....
Cond Related to:
Accident Place..
F5=Refresh
F6=Browse
F9=Family screen
F23=Images
(E/A/O)
(auto)
F14=Notes
F20=Add Image
F15=User Defined Fields
Every screen in MED/FM contains Title Information and function keys. Standard functions, such as F3
(Exit) and F12 (Previous) were described earlier in this chapter starting on page 14.
A large number of MED/FM menu options present a selection screen as the first screen of the option.
The selection screen shows an alphabetical list of the records stored in the file, one line per record, with
enough information to identify the desired record.
The cursor generally appears in the first available input field on the data entry screen. In the screen
above, the cursor will be positioned in the "First Name" input field. If a record contains a notification
(such as "In Collections") or a billing ID code (such as "Slow Payer"), the notification will be displayed
at the top of the screen and will either be highlighted or displayed in a red font.
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The Elements of Data Entry Screens
Following are descriptions of the elements that make up the Data Entry Screen.
Title Information
The title information appears at the top of every screen and includes the dataset acronym, current date,
time, screen ID number, name of the screen or function being accessed, the current date, and the display
station ID.
Mode
The current mode being used (Update or Entry) will be displayed in the upper left corner of the screen.
Use the F9 function key to toggle between the two modes. Add new entries while in Entry Mode.
Review and edit existing records in update mode.
Entry Fields
Entry fields contain the data that is associated with the patient or account. An active entry field will be
displayed next to the field name and will either contain zeros, contain previously entered data, or will be
blank (with a line next to the field indicating where the entry should be keyed).
The Entry Fields
Middle Initial...
Patient Sex...... M
Refer Dr..... 00000
To enter data in a blank entry field, press TAB until the cursor is in the desired field (or click on the
desired field with the PC mouse), and then enter the data. Then press TAB or FIELD EXIT to advance to
the next field, or use the mouse to click on another field.
To enter data in an entry field that already contains data, do one of the following:
Press the TAB or FIELD EXIT key to place the cursor in the field, and then type the data. Any data
that is keyed will replace the data that was previously displayed.
Click on the entry field to place the cursor in the field, use the DELETE or BACKSPACE keys to
remove the unwanted data, and then enter the new data.
With the cursor positioned in the entry field, press the INSERT key to insert text within the displayed
data. The INSERT key is used to type within any data that is currently displayed.
Type the new entry in the input field, and then press FIELD EXIT to delete any data that follows the
new value. For example, if "JAMES" is typed over "WILLIAM," the field will appear as
"JAMESAM." While the cursor is behind the "S," press FIELD EXIT to remove the "AM" and
advance to the next field.
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Numeric fields (such as "Date" fields) contain all zeros before an entry has been made. To enter data in a
numeric field, press TAB or FIELD EXIT to place the cursor in the field, and then key the numeric data. If
a numeric value is keyed that uses every numeric space in the field, the cursor will automatically advance
to the next field after the last number. For example, when entering a date that is comprised of a "month
and day" field and a "year" field, after keying the last digit of the day, the cursor will advance to the
"year" field.
Some numeric fields may need to be right justified, such as a field that contains a dollar amount. To right
justify a numeric field, press the FIELD EXIT key after keying the number. For example, if a field
contains eight zeros (such as "Amount: 00000000"), and an amount of $25.45 needs to be keyed, type
2545 and the field will be displayed as "Amount: 25450000." Upon pressing FIELD EXIT, the keyed
numbers will be right justified ("Amount: 00002545").
Note: If the FIELD EXIT key is not used, you must enter zeros before the number to keep the number
right justified. For example, to key an amount of $25.45 in the "Amount: 00000000" field, type
00002545.
To enter a number with a negative value, such as a credit amount, use the FIELD MINUS (-) key instead of
the FIELD EXIT key. When FIELD MINUS is pressed, the system will treat the value as a negative number
and place a minus sign (-) after the value. For example, to enter a credit amount of $25.45, type 2545 in
the "Amount" field and then press FIELD MINUS. The field will appear as "Amount: 000002545 -."
Function Keys
The function keys that may be used with a data entry screen can be found at the bottom of the screen. To
perform a function, press the corresponding key on the keyboard. Every chapter in this manual describes
the functions that can be used with the associated module of MED/FM. Standard functions, such as F3
(Exit) and F12 (Previous) were described earlier in this chapter starting on page 14. In order to prevent
redundancy, these "standard" functions will not be repeated in the applicable chapters.
Update and Entry Modes
When accessing a data entry menu option, "Update Mode" will be displayed in the upper left corner of
the screen. Update Mode enables users to access and change existing record information. Entry Mode
lets users add new records. The F9 function key works as a toggle switch between the two modes.
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Completing a Data Entry Screen
When adding many records to a new file, it is very helpful to have all of the data entry information
organized and ready to be keyed. The data can be processed with a sense of order.
1
If "Update Mode" is displayed on the screen, press F9 (Entry Mode) to activate Entry Mode.
2
Key the code for the new record to be added, press FIELD EXIT, and then press ENTER. A new data
entry screen will appear to receive information.
The Family Record Entry Screen
X70 08:00 AM
Entry Mode
ID00592
Patient Registration
Family Name......
Address Line 1...
Address Line 2...
City/State/Zip...
Financial Class.. 000
Account#..... 999999999
Employer Name....
Emp. Address.....
City/State/Zip...
Mail To..........
Mailing Address..
City/State/Zip...
/
/ 00000 0000
/
/ 00000 0000
F12=Previous
Home Phone#.. 000 000 0000
Contract ID..
Work Phone#.. 000 000 0000
Extension....
(if different than above)
/
Flag for On-Demand Statement?...... N
Hold statements from printing?..... N
Letter number to be printed.... 00000
F3=Exit
01/01/10 QPADEV0006
F6=Browse
/ 00000 0000
Print dunning message on statement?... Y
Override statement message number.... 00
Billing ID Code......................
F5=Refresh
F9=Foreign Zip
F20=Add Image
F10=More Info
F23=Images
3
Type new information in the necessary input fields.
4
Press FIELD EXIT, TAB, or NEW LINE to move the cursor to the next input field.
5
Repeat steps 3 and 4 until all input fields are filled in.
6
If an input field already displays information that is to be retained, use TAB to advance the cursor to
the next input field without clearing the information.
7
Press ENTER to add the record to the file and return to the selection screen.
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Browsing
The Browse function (F6) is a useful tool for finding and retrieving information from auxiliary files
without leaving the current menu option. Use the Browse function in either Update Mode or Entry
Mode. Whenever "F6=Browse" is displayed at the bottom of the screen, there will be one or more
browsable fields on that screen.
To select a browsable file record
1
Place the cursor on the desired browsable input field. For instance, on the Patient Record Entry
Screen, place the cursor on the "Zip Code" entry field.
2
Press the F6 (Browse) function key, which will display the file's Browse Window. The file records
will be listed in alphabetical order.
The Zip Codes File Browse Window
Zip Codes
Type options, press Enter.
1=Select 2=Update Position to desc...
Opt
Code
42601
16820
29620
31001
36310
38601
70510
Description
AARON, KY
AARONSBURG, PA
ABBEVILLE, SC
ABBEVILLE, GA
ABBEVILLE, AL
ABBEVILLE, MS
ABBEVILLE, LA
More...
F3=Exit
F12=Previous
F9=Add
3
If the required record is not displayed in the window, type the name in the "Position to" field and
press ENTER to search through the file. For instance, when looking for a San Francisco zip code,
type "San F" or "San Fran." Or use the PAGE UP and PAGE DOWN keys to scroll forward or
backward through the file until the desired record appears in the window.
4
Type a "1" in the "Opt" field next to the desired record, and then press ENTER. The original menu
option (in this example, the Family Record Entry Screen) will be redisplayed. The selected auxiliary
file record will be brought forward into the browsed input field (in this case, the "City/State/Zip"
fields).
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Adding a New Record from the Browse Window
1
From the data entry screen, place the cursor on the desired browsable input field and press the F6
(Browse) function key.
2
The browsed file records are displayed in the Browse Window in alphabetical order.
3
Search for the required record by paging through the file or by keying search characters. If the
record does not appear in the window, continue to step 4.
4
Press the F9 (Add) function key from the Browse Window. The corresponding Selection Screen
will be displayed in Entry Mode.
The Zip Codes File Selection Screen in Entry Mode
X70 08:00 AM
Entry Mode
Zip Code
42601
16820
29620
31001
36310
38601
70510
70511
04406
54405
76621
17301
67510
20606
Zip Code File
City
AARON
AARONSBURG
ABBEVILLE
ABBEVILLE
ABBEVILLE
ABBEVILLE
ABBEVILLE
ABBEVILLE
ABBOT
ABBOTSFORD
ABBOTT
ABBOTTSTOWN
ABBYVILLE
ABELL
01/01/10 QPADEV0006
State
KY
PA
SC
GA
AL
MS
LA
LA
ME
WI
TX
PA
KS
MD
+
Enter the zip code you wish to add..... 00000
or Position to description................
F3=Exit
F8=List
F9=UPDATE mode
Page Keys
Cursor select
5
To add the record to the auxiliary file, type its code in the input field and press ENTER. A blank
record entry screen will be displayed.
6
Type all required values in the record entry screen and press ENTER to add the record to the file. The
Browse Window will reappear. The new record will be displayed at the top of the window.
7
To select the newly created record, type a "1" in the "Opt" field next to the record, and then press
The record will be brought forward into the originating screen.
ENTER.
Refer to Chapter 6, File Maintenance, for detailed instructions on adding, changing, and deleting
auxiliary file records.
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Changing a Browsed File Record
Use the "Change" option (option 2) from the Browse Window to update information or correct an error
within the desired record.
1
From the data entry screen, place the cursor on the desired auxiliary file input field and press the F6
(Browse) function key.
2
The Browse Window will be displayed with the auxiliary file records listed in alphabetical order. In
this example, the Zip Codes file is used.
The Zip Codes File Browse Window
Zip Codes
Type options, press Enter.
1=Select 2=Update Position to desc...
Opt
Code
42601
16820
29620
31001
36310
38601
70510
Description
AARON, KY
AARONSBURG, PA
ABBEVILLE, SC
ABBEVILLE, GA
ABBEVILLE, AL
ABBEVILLE, MS
ABBEVILLE, LA
More...
F3=Exit
3
4
F12=Previous
F9=Add
Search for required record using the methods described earlier.
Upon locating the desired record, type a "2" in the "Opt" field next to the record, and then press
The record will be displayed in Update Mode.
ENTER.
The user must have full authority to the file in order to add, update, or delete records.
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The Zip Code Record Screen in Update Mode
X70 08:00 AM
Update Mode
Zip Code File
Zip Code: 19973
01/01/10 QPADEV0006
Status: Active
City..... SEAFORD
State.... DE
F3=Exit
F4=Delete
F5=Refresh
F10=Inactivate
F12=Previous
5
Make the necessary changes and press ENTER to return to the auxiliary file Browse Window.
6
Type a "1" in the "Opt" field next to the updated record and press ENTER. The changed record will
be brought forward into the data entry screen into the field that was browsed.
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Using Report Prompt Screens
Nearly all reports in the MED/FM system offer a prompt screen that enables users to define the
parameters of the report being requested. Most of the prompts are displayed in a range type of format,
offering the ability to choose one, many, or all records available. A sample format with an explanation is
provided below.
The Report Prompt Screen
X70 08:00 AM
Daily Activity Summary Report
Custom On Demand Defaults
01/01/10
Type options, press Enter.
List Options
From
Posting date.........................(MMDDYY)..... 120109
Location..........................................
01
Attending doctor.................................. 00001
Report format......................(1,2 or 3).....
1. Sorted by date showing activity by doctor.
2. Sorted by month showing activity by doctor.
3. Sorted by location of service.
2
Spool File Options
Printer to receive output......................... LASER
Number of copies.................................. 01
Hold report on output queue....................... N
F3=Exit
F24=More
F12=Cancel
F6=Browse
F11=SMART
F4=CPU defaults
F13=Scheduled Jobs
To
123109
01
99999
(1-99)
(Y=Yes, N=No)
F7=Month end defaults
F10=Jobq parameters
The Report Prompt Screen will usually contain a "List Options" section and a "Spool File Options"
section. The "List Options" section contains the parameters of the report, including a date range and
report format, and other criteria that may be used by the report, such as a range of doctors and locations.
Press F6 (Browse) from a date field to select a date from the Calendar Window. Date fields are usually
input in mmddyy format.
Most Report Prompt Screens offer multiple formats of the report. Some format options may be different
sort sequences, while other options may offer summery versus detailed output.
The "Spool File Options" section is used to specify the parameters used when the report processes.
These parameters include the printer to use, the number of copies (from 1 – 99), and whether to place the
report on hold in the output queue after it spools. Placing a report on hold allows the requester to view
the report on line before releasing it to the printer. If the output is not what was desired or expected, the
report can be deleted.
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Making Report Selections
1
The cursor will be positioned on the first selection field; in the above case it will be on the "Posting
Date From" field. Whenever a posting date or date of service is offered for the date range, it means
that the report is based on transaction activity. Key the date range for the required period. Activity
falling on the "From" and "To" dates, as well as within them, will be included in the report.
2
Move the cursor to the next selection. In this case the "Location" field.
3
Key the range of locations to be reported. To report the data for only one location, key the same
location number in both the "From" and "To" fields. For all locations, leave the fields as they are
("From" is 01 and "To" is 99). The default entries on report prompt screens generally allow all items
to be selected.
4
Continue reviewing and editing of the prompt input fields.
Note: Manual entries are not required in most fields; the default values displayed can be used.
Selecting the Report Format
1
Frequently, a report can be formatted several different ways. Many reports will print detailed
information or a summary format. They can also be sorted in a variety of orders. To select the
desired format, type the corresponding format number in the "Report Format" field (or enter a "Y" in
the applicable fields).
2
Choose the printer and number of copies to be printed. Optionally, hold the report held from
printing until a more convenient time. Press ENTER to submit the report to the job queue to wait its
turn for processing.
Refer to Chapter 11, Reports, for a description of the standard function keys that are found on the report
prompt screens.
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Multiple Dataset Report Requests
Most reports can be launched from one data set, yet produce output for multiple datasets. After selecting
the parameters for the report, press ENTER. If the report can be submitted for multiple datasets, the Data
Set Selection Screen will be displayed.
The Multiple Dataset Selection Screen
X70 08:00 AM
Data Set Selection
Reports
01/01/10 QPADEV0003
Practice Analysis Report by Dr.
Type options, press Enter: 1=Select
Sel
Acronym
A70
R70
V70
X70
Z70
F3=Exit
System Description
CPU ANESTHESIA ASSOCIATES
CPU RADIOLOGY ASSOCIATES
CPU MEDICAL SPECIALISTS
CPU MEDICAL GROUP
CPU EMERGENCY ASSOCIATES
F12=Previous
F21=Select all
To select a dataset, type a "1" in the "Sel" field at the left of the dataset acronym and then press ENTER.
To select all datasets, press F21 (Select all).
A separate report will be spooled for each selected dataset. There will not be any combined totals.
MED/FM submits every report to a job queue so the workstation can process other functions while the
report is created and printed. The system will send a message to the submitting user when the report is
finished. A message indicator "MW" will appear at the bottom of the display screen.
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Sending Output to a PC File
Many reports provide an option to send the output to a PC file instead of a spooled and printed file.
Using Excel® or other PC programs, the PC file can be opened and formatted to practice-specific desires.
The resulting PC file will be placed in the iSeries® integrated file system in a folder created for the user
who submits the report. MED/FM will create the folder if it does not already exist. The folder path will
be similar to the following:
CFxxx/yyy/REPORTS/zzzzzzzzzz
"xxx" is replaced with the CPU client base acronym.
"yyy" is replaced with the dataset acronym.
"zzzzzzzzzz" is replaced with the user name.
For example, user John, working at CPU client MBE (Medical Billing Experts), runs the report for their
data set SDD (San Diego Doctors), and directs the output to a PC file named "PRANAL," with an
extension of "CSV." The path to the iSeries® integrated file system folder in which the resulting file is
placed would be:
CFMBE/SDD/REPORTS/JOHN/PRANAL.CSV
Type a "Y" in the "Or send output to a PC file instead" prompt on the report prompt screen. Upon
pressing ENTER, the Report to PC File Request Window will be displayed.
The Report to PC File Request Window
Report to PC File Request
PC file name........
File extension......
Append date/time?... N
F3=Exit
(TXT, CSV)
(Y/N)
F12=Previous
Report to PC File Request Window Input Fields
Following are definitions of the input fields found in the Report to PC File Request Window.
PC File Name
Type a name to assign to the resulting PC file. The file will be placed in the iSeries® integrated file
system in a folder created for the user who submits the report.
File Extension
Type "CSV" to create the output file as a comma-separated-value file, or type "TXT" to create the output
file as a text file.
The CSV file extension allows the user to bring the file up with the Excel® spreadsheet program. The
user can then format the cells of the spreadsheet using the formatting and graphing features of Excel®.
Once formatted, save the file as an Excel® Workbook.
The TXT file extension allows the user to create a file that can be imported into a formatted Excel
Workbook using the "Import External Data" and "Refresh Data" options in the Excel "Data" dropdown
menu.
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Append date/time
Type a "Y" in this field to attach the system date and time to the output file. If the date and time were
appended to the file described at the top of this page, its name would be similar to the following:
CFMBE/SDD/REPORTS/JOHN/PRANAL091130065322.CSV
The "091130" indicates the year, month, and day the file was created.
The "065322" indicates the hour, minute, and second the file was created.
Selecting and Sequencing the Fields for the PC File
If a report offers the option to send the output to a PC file, users can also select and sequence the fields to
be included in the output file. Since each report provides different output values, the selection screen
will be different, but similar to the following sample presented when the Practice Analysis Report is
selected and its output is directed to a PC file.
The PC File Field Selection Screen
X70
Custom On Demand Defaults
PC file name:
1
2
3
4
5
6
7
8
9
10
File type:
01/01/10 QPADEV0003
(Txt, Csv) Append date and time? N
Select and order fields to be sent to PC file:
Transaction Information Fields
Attending Dr#
Location Code
Procedure Code
Procedure Description
Volume
Amount
YTD Volume
YTD Amount
Time Units
Base Units
Bottom
F3=Exit
F12=Cancel
The top portion of the screen repeats the values specified in the Report to PC File Request Window as a
reference. The middle portion of the screen lists all available fields. Select and sequence the desired
fields by typing a sequence number beside them. Type a "1" beside the field that should be the first value
in the file, type a "2" beside the field that should be the second value, and so on.
When finished, press ENTER to submit the report to the job queue for processing.
Green Screen Version
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MED/FM Reference Manual
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