1	Presenting….. inSERVIO^TM The Newest Member Of The Medical Office Solutions Family
2	Medical Office Solutions, Inc. Acquires MedAssist In February 1999 Medical Office Solutions purchased the rights, trademarks, and source code to MedAssist for MS-DOS from InfoSoft Inc. We were unable to purchase the source code for the work that InfoSoft had done on a Windows version of MedAssist. This code was considered secret as the code routines were similar to their software for Dental Offices.
3	inSERVIO™ Project Goals Design a true 32-Bit Windows based program Insure every action has a keystroke Preserve the look and feel of MedAssist Every command option must be descriptive, No ICONS Incorporate an open data architecture to interface with other programs
4	Keystroke Changes For MedAssist Users <Alt>-<H> changed to <Alt>-<L> (Look-up From List) In addition, where ever an <Alt>-<L> is allowed you can double click on the field to bring up the list as well Many Function Keys remain the same, as few as possible will be changed. New keys will be added! <Esc> will now cancel an action, Not <F1> <F12> will now save your work, not <Esc>
5	System Requirements inSERVIO requires Microsoft SQL Server^TM for networks with more than 5 workstations, less than 5 can use Microsoft MSDE in addition to inSERVIO Your server should be at least a Pentium 4, 2.5MHz with at least 512Meg RAM. The more RAM the better and the faster your processor the better too. Workstations must be Windows 2000, 2003, or XP Professional. Workstations should be Pentium 4, 2.4MHz with at least 256Meg RAM
6	Hot Key Help You can pull up a list of hot-keys at any time by pressing the <Ctrl>-<F1> keys You use the Hot-keys to jump out of what you are doing and take care of interruptions then return to your work without losing the unsaved information on which you were working. Hot-Keys are not active from ‘Practice Settings and Defaults’ or from ‘Users and Security Profiles’
7	Entering Data Into A Field <Alt>-<L> to Look-Up from a List Auto-Fill/Suggest as you type Up and Down Arrow Keys will scroll through a list of possible choices for a field. Or when selecting from a list, begin typing then use Up and Down arrow keys to restrict your selection to only those choices that begin with those letters
8	The Core Screens Of inSERVIO
9	Look And Feel Of MedAssist
10	Find Account Window The Find Account window offers a variety of lookup options In addition to Last Name you can lookup by Account Number and Social Security Number You can lookup Accounts by Home Phone and the Statement Name. You can also presort your accounts so that the account window only loads with those accounts who have a specific user code assigned to them. As you type into the Search Information field inSERVIO will auto-fill the first match it finds to the information You can then us the up and down arrows to scroll through all the items that match the information you’ve entered.
11	Account Information Window
12	Find Patient Window You can lookup Patients by a number of methods starting with Last Name comma First Name. You can lookup by Last Name comma Nickname, the Patient’s ID number, Patient’s birthday, Social Security Number, by the patient’s chart number and their home phone. Presort your patients by user codes so only those patients with that user code assigned to them appear on the Patient Information window. As you type into the Search Information field inSERVIO will auto-fill the first match it finds to the information You can then us the up and down arrows to scroll through all the items that match the information you’ve entered. The Patient Information window will load with only those patients who match the information you type into the search information window. If the patient you are looking for is in the search information window you can use the <Ctrl>-<T> key to go directly to that patient’s Transaction window
13	Patient Information Window
14	The Transaction Window Procedures and charges are now color coded on the transaction scroll to match their age. Procedure balance remaining added. Claim Status has been placed on the scroll list. <P> for Post claim changed to the more understandable <C> for Create a new claim. Tracking added for payments and write-offs 7 different sort methods for ease of answering patient questions. Unsubmitted procedures appear in bold italics for eye-catching attention. Expanded Aging from 90 days to 120+ days.
15	Handling Insurance With inSERVIO
16	Insurance Control Center
17	Subscriber Information Window
18	Adding Patient Coverage
19	Insurance Payor Window You can see the number of Plans assigned to this Payor in the scroll list You can double-click on a listing in the scroll list to bring up all the plans covered by that payor. No deletion of an insurance Payor if plans are assigned Address moved to insurance plan Reports can be run by Payor that encompasses all of the assigned plans Listing on all of the scroll list except transactions are color-coded based on the contact notes. An orange listing means there is a reminder contact on that listing. A Red listing means there is a past due follow-up contact for that listing.
20	Insurance Plan Window See how many Patients you have on any Plan directly from the scroll window. Double-click on the listing to pull up only the patients who are using that plan. You cannot Delete a Plan if there are Patients using that plan Address can be entered on the plan, or even at the coverage level. Fee Schedules now assigned to plans not Patients Contact Name, Phone Numbers, And E-Mail Address added for each plan Displays the contents of boxes 24K, 33PIN, and 33GRP for your default Provider. What you see here is what will appear in those boxes on the claim form for that Provider
21	Submitting Procedures You can submit procedures by Doctor, Facility, or Referral Number You can change the insurance filing order by which the procedures are submitted to insurance You can remove procedures from the submission list and submit them later When you submit your procedures they are submitted to a HCFA claim form
22	View Claim Window Procedures are submitted on a HCFA 1500 background Review and edit the information right on the claim Scroll the HCFA Form to view and edit the claim information Ability to change information on a claim is security controlled Any box on the HCFA from which fails validation is switched from a white background to red background Claims which require more than one page to print can be reviewed using the large left and right arrows which display on multi-page claims
23	Submission Log For Claims Each time a claim is submitted, either electronically or printed, a record is kept. We record the date, time, who did it, how it was done, and the location within the practice. Each time a submission is made we keep a record of how that was submitted so you can track any edits or changes you make to a claim in order to get it filed, and you can resubmit previously filed version of the claim should it be necessary.
24	Global Insurance Control Center The Global Insurance Control Center replaces the <H> for insurance menu of MedAssist. Any Claim with a reminder contact will cause the Contact Notes Window to appear when you highlight that claim. When you first enter this window all open, unpaid claims are displayed. To sort the list down to a more manageable level you access the Search Claim window or the Quick Claim Find window. Print or Submit Claims electronically from this window
25	The Quick Claim Find Window You can search by claim number for a specific claim You can search by Patient Name or ID for all the open claims for that Patient You can search by subscriber name for all open claims for that insurance subscriber You can search by Insurance Plan for all the open claims for that plan regardless of Patient For more involved and complex searches use the search claim file window
26	New Search Claim Window You can search the claim file by more than 20 different basic parameters. Many of the search fields have a host of settings and ranges. Store your search criteria in search profiles for use over and over again. Create one time only search criteria on the fly with the <Q>uick search command. One of the most flexible and powerful additions to inSERVIO.
27	Basic File Windows
28	The Doctor/Provider Window Each Doctor/Provider may have their own Billing Statement and Routing Slip Each Doctor may have up to three columns in the schedule book for their appointments Unlimited number of Provider IDs for insurance Each provider has their own appointment template with their own appointment preferences The status bar above the scroll list has a red contact message for the highlighted provider indicating that this provider has a past due follow-up contact
29	Provider Insurance ID Window On the Insurance Plan window you select the Provider Insurance Id Name for that Plan Unlimited number of insurance IDs With each ID Name you tell us what goes in each of the listed boxes on the claim form. Whatever you put in the field for each box is what inSERVIO will put on the claim form when a plan is assigned to that Provider ID If you have an insurance plan that wants the words ‘It Can’t be Done’ in box 24K for each procedure, you tell them inSERVIO can do it!
30	The Diagnosis Window The Diagnosis code window can handle any style of Diagnosis Code from numbers to letters You can use an internal name to refer to a code rather than learn the code number. You can assign up to six procedure codes to be posted whenever this diagnosis code is assigned to a patient
31	Procedure Code Window Procedure Codes can be Alphanumeric for ICD10 compliance Easy entry of your default, Primary Fee Schedule -- All Providers Additional Fee Schedules moved to their own section of File Maintenance Changed the label User Code to Your Internal Name Changed procedure Function Codes to improve understanding of their uses Addition of a new function for Oral Surgeons – Requires Tooth and Surface. Addition of Anesthesia function will turn on Time IN and Time OUT fields when posting this procedure. Addition of a new function to end OB Tracking
32	The Drug Window Additional Security added for working with Prescriptions and Drugs Users are assigned a Security Class and each Drug is given a Security Class A user must have an equal or higher setting than the Drug before they can create a script for that Drug. Once a Prescription is created for a Patient it cannot be altered or deleted making it a permanent part of the Patient’s Medical Record. You can now print a listing of all the Prescriptions written that day for the Doctor to review as part of your Daysheet
33	Referring Doctor Window You can now view all the Patients referred by or to each Doctor You can view Patients referred by or to a Doctor for an Insurance Payor You can view Patients referred by or to a Doctor for a specific Insurance Plan
34	Facilities and Locations Ability to group facilities for reports and to link multiple locations under a single Practice Place of Service code added to the facility file
35	The Employer Window By using an employer file users only have to go to one spot to change employer info for any patients using that employer. When entering a work number on other information windows inSERVIO will automatically insert the employer into the Employer field if it recognizes the phone number
36	The Zip Code Window When entering the City/State/Zip you always start in the Zip Code field If you enter a Zip Code that inSERVIO knows it will fill in the City and State for you. If it is a new Zip code you inSERVIO will let you enter the City and State and from that point on inSERVIO will know that Zip Code. Two Cities can now have the same Zip Code. If inSERVIO has more than one listing for a Zip Code you can pick from a list of cities when you enter that code You can also enter the county and inSERVIO will allow international addresses for those offices that need them
37	Handling Fee Schedules In inSERVIO
38	How inSERVIO Selects A Fee First: For a Specific Fee Schedule – for a Specific Provider If none then… Second: For a Specific Fee Schedule – for all Providers If none then… Third: For a Primary Fee Schedule – for a Specific Provider If none then… Finally: it will draw from the Primary Fee Schedule – All Providers, which is the default fee schedule.
39	Changes To Fee Schedules
40	Entry Of A Basic Fee
41	Expanded Fee Schedule
42	Logins and Security With inSERVIO
43	Changes To Users Logins Each user must have a unique login in name Only one user at a time may be logged on under that name. Each user may have their own default startup settings for Doctor and Location. Users are assigned to a specific security profile. The Office Manager login is the only one with access to the User and Security Profile area. Unique VIEW Users do not count toward your max number of authorized users license
44	Security Profile Window An office can have an Unlimited number of Security Profiles You can copy profiles for ease of set up. Using a profile you control access to every area of inSERVIO and most major commands by user. You can now Permit a user to VIEW, but deny them the ability to ADD or EDIT for those employees you want to let see information but not change it. Expanded control of Transaction entry allows you to restrict a users ability to Add, Edit, and Delete transactions
45	User Memos and Contact Notes in inSERVIO
46	Changes To Memos Memo’s can now be sent to individuals or to ‘Everyone’. Users can now reply to a memo. Memo’s are now activated by <Alt>-<M> - not <Alt>-<N> Layout changed to look more like a memo You can now attach claim information to memo’s
47	Contact Notes Window The Office Manager can control which login names can assign a follow up. Contacts that require follow up can be assigned to a user. Contact listings are color coded by type for easy visual reference A follow up assigned to a user will automatically generate a memo to the assigned user. Claims may now have reminder contacts.
48	The inSERVIO Appointment Scheduler
49	Using Color In the Scheduler Appointment Reasons can now be assigned to a Color Class Color Classes are assigned to a time slot on the Daily Template. Daily Templates are combined together to make a Provider Template An Appointment which is scheduled into a slot that does not match the Provider’s Daily Template Color Class will generate a warning
50	Appointment Classes The Appointment Class is the glue that binds your provider templates to your Appointments. Create Appointment classes and assign these classes to your appointment reasons Assign the same Appointment Class to a block of time on a Daily Templates. inSERVIO can prevent users from scheduling any appointment into a block of time where the appointment is not assigned to the same class as the Template. You can choose both your fore-ground and your back-ground colors allowing you to completely customize your schedule book.
51	Appointment/Recall Reasons You can have an unlimited number of Appointment/Recall Reasons. Assign your Appointment Reason to an Appointment Class for use with Provider Templates. Assign a recall to the Appointment Reason to have inSERVIO keep track of recalling the Patient for further treatment or follow-up
52	Daily Appointment Templates Daily Templates establish the Start and End Time of the day for the Provider. Daily Templates allow you to select an Appointment Class and assign it to a time slot or a range of time slots. Daily Templates allow you to block off time and assign a description to the blocked off time when the block is constant, known and recurring.
53	Provider Template Window Each Provider has their own template and they can have different templates for different practice locations When building a Provider Template you select a Daily Appointment Template for each day Easy to flag a day closed simply select the Daily Template called Closed Easy to flag a day as a holiday simply select the Daily Template called Holiday You can move forward and backwards through the months by using the plus and minus keys, respectively You can copy one Providers template to another Provider making Template setup easy to complete
54	Provider Template Management You can apply your templates by a day of the week, a specific date or a day of the month. You can rotate your template by week-of-the-month, or you can choose your own rotation period. A flexible system of applying Daily Templates, the template management window accommodates any providers scheduling needs.
55	Daily Appointment Book Columns can be resized and moved by the user While six columns are displayed on this view, users can have from 1 to 18 columns displayed The <Home> key will always open the book to today’s date. <PageUp> and <PageDown> allow you to move the cursor on screen worth of rows down the day Use the ‘search <F>or open time’ button to find open spots in your appointment book quickly and easily.
56	The Week-at-a-Glance
57	Search Open Time Window Your search can be as broad or as detailed as you like. A quick, powerful way to look for openings in your schedule without having to manual look at each page of the appointment book for blank spots. You can schedule appointment directly from this window without ever looking at the appointment book. Once searched the information remains in the window until you clear the search or until you use a listing to make an appointment. Once a listing is used it is removed from the window, but the other listings remain allowing you to use them to make appointments.
58	New Patient Information Screens And Menus for: QuickLetters Prescriptions Surgery And Disability Information Referrals and Authorizations Immunization Records Treatment Recall
59	Quick Letter Menu A host of predefined letters that only take two keystrokes to print for any Patient. Review your letter before printing. Export you letter to Microsoft Word to edit the letter and save your changes. Print the Account Collection letter from any of the Patients in that Account. Quickletters are available on the Account, Patient, Transactions, Claim, Appointments for Today, Daily Schedule Book and the Week-at-a-Glance
60	Surgery, Disability, Accident Window The Follow-Up Until date is used to track no-charge follows for post-op visits. The information entered here becomes the default information when claims are created
61	Referral and Authorization Window Track referrals and authorizations past and present for each patient. Each listing may have its own unique Referring Doctor and Practice Provider.
62	Vaccination/Immunization Window Keep track of Vaccinations quickly and easily using the Patient Vaccination and Immunization window Works in conjunction with the Vaccination function on procedures to allow easy entry of information at the time of posting, or later at the end of the day Print a Vaccination report quickly and easily for back to school requests Once entered the information becomes a permanent part of the patient’s medical record Shots can be grouped by Vaccine Class for records.
63	Treatment Recall Window There are three ways to handle recalls with inSERVIO: By Appt. Reason, Procedure Posted, or manually You can use one or all or a combination of methods
64	Prescription Window Pharmacy Information can now be added to the Prescription Information Changes made to the Drug Template can now be saved with the Prescription Once entered, a Prescription cannot be altered. A list of Prescriptions entered, by Patient, can be printed at the end of each day showing all the prescriptions written that day.
65	Changes To Transactions, Payments And Write-Offs
66	Payments/Write-offs by Procedure Each transaction has a detailed breakdown, which shows how or what has been applied. Highlight any listing on a Transaction window and press <Alt>-<L> or double-click on the listing to have a detail breakdown appear directly underneath your selection. Use the arrow keys to scroll the detail breakdown and press <Enter> to pull up the Transaction window with that charge, payment or write-off highlighted. You can quickly and easily know which payments and which write-offs go with what charges. Notice that in the listing the 99214 is shown with no balance and the <alt>-<L> of that procedure shows how the 88.00 dollar charge was paid.
67	Entering A Payment To enter a payment highlight the procedure or one of the procedures on the claim on the Transaction window and press Y for payment inSERVIO will take you to the payment entry window with the name of the patient and the claim if there is one displayed. You can then enter the payment information such as the payment code, the amount of the payment, the check number if there is one, and the amount you want to apply to this patient ( in the case of bulk payments) For Bulk Payments the last patient details area will remind you where you were on the posting of the EOB. This window is much like a deposit slip and lists all the payments entered for the day. Once you’ve entered the payment information press <F12> for the payment distribution window
68	Payment Distribution Window Apply a payment to individual procedures or to the entire claim. The window shows The payment information that was entered on the payment entry window and the portion of the payment that has yet to be applied. The insurance information for the claim that is being paid. Any previous payment & write-off information that was applied to the highlighted procedure or claim. The fee schedule information if appropriate for this procedure or claim. The date-of-service, procedure code and charge amount are are shown. While the window can appear intimidating at first glance there are only 6 fields that the user needs to be concerned about: whether or not this is the final payment from this insurance payor, the amount paid, the allowed amount if appropriate, the write-off if any, an alternate write-off no longer used by most clinics and how much was applied to the patient’s deductible.
69	Posting the Payment In this example, we entered the entire amount of the payment, with a 65 cent write-off and $20 applied to the deductible. The procedure already had a 10.00 visit copay so the balance remaining is 30.00. inSERVIO gives you the option to Submit o the next payor when a patient has more than one coverage, or creates the claim if it has been submitted electronically and was automatically crossed over, or you can bill the balance directly to the patient. In this example we are going to bill the balance to the patient. inSERVIO will argue about that and warn you that there are still payors with whom we have not yet submitted the procedure. You’ll be asked if you want to send a billing statement to the account.
70	The Billing Statement You can print-preview a single print billing statement right on the screen before you print it. Here you can see how the procedure is listed along with all the payments and write-offs and the notation that the insurance company applied 20.00 toward the deductible. You can also see that the Due areas indicates that the patient still owes for their office visit copay, which in this case is still unpaid. The area for Credit Card payments is controlled via settings as to whether it appears on the claim
71	And Much Much More Lab orders with the ability to scan in lab results and view them from inSERVIO OB tracking for Obstetrics A host of reports Electronic Claims Submission Keep in contact with your dealer for more information or….. Visit our web site at http://www.inservio.com/ and register for inSERVIO
72	THANK YOU FOR YOUR TIME