This series of updates were comprised mostly of fixes and user requests.

1. Added immediate print AR statement to the AR inquiry function in DME module.

2.  Added a one patient reconcile report button in the View claims function in DME module.  Useful when a patient comes in and needs insurance report

3.  Option added in the Company configuration screen (FILE, SETUP MENU , STORE FILE) to allow individual workstation's) to shut off the daily backup request.   This comes in handy because the in a multi-user system the server which contains the programs/data files gets backed up nightly , thus each workstation doesn't need to be asked upon program exit.

4.  A warning message, if you attempt to transmit without having run the 'prepare' claims  during the same day.  This helps prevent sending duplicate claims i.e. 'forgot to prepare'.

5.  Upload claims to DMEFree secure website directly from within RxDME2000.

5. Enhancement- In the item file there has always been a button one for approved diagnosis and now there is one for Approved plans.  What these buttons allow you to do is specify by item what plans they are covered for and for what specific diagnosis.  During claim entry you can either press a button to have the system check the current item for coverage or if you have turned on the 'Check Coverage' options in the Store file, they will be checked automatically when you press OK.    You will see several messages like: and / or

This is a very powerful feature that could save you lots of rejections, so consider using it.

The setup of the 'Coverage' system is controlled AT EACH WORKSTATION i.e., some workstations use it and some don't as setup in the 'store' file. see below image.

6. Enhancement- Each Table (Patients, Doctors etc) has a search function.  We have added a simple report to allow you to print the search results.

7.  In the Display Item file table there are three new columns; Alert, Image & Notes there are icons that appear to let you know there are Alerts    Image or Notes  (a checkbox).   Also during transaction entry a button will appear for Alerts or Images  .

8. SECURITY UPDATE - In this version to comply with the need for total employee control (HIPPA) we have implemented the security system through all modules.  (except IC)  This means the supervisor can control access to menus , modules and features within reconcile, AR and Batch as well as DME module.  HIPPA says only an owner & AR clerk can access AR info, not the stock person.  If you need assistance in using the security system first place to look is here Click here (note: documentation has been updates below)

9. Fix- When using the renewal button, it has been asked to not change the Claim status from File to
Bld for a rental , this has also been modified in the batch modules as well.  it does not affect the ability to renew claims.

10. Buttons have been added to the 2ndy Insurance tab and Responsible tab in the patients record to allow the ability to copy data from the Patient to the Responsible tab and from the Electronic secondary to the Paper secondary tab.

11. When you set the Plan type in the insurance file to Commercial or Medicaid the Claim type is automatically set for N instead of the D default.  This change allows our clearinghouse to separate the Commercial and Medicaid claims for electronic transmission.

12.  During claim entry you can apply an advance payment (box 29 on 1500 form) and further bill it to the patients AR account.  

We have created a description window

Fix's:  1. Date range filters now work on the build history file. Plus the ability to clear the history file to start over has been added for supervisors

The first time the program is run you will be asked to add the first user. A User's information is made up of a First Name, Last Name and Login code. 

When you add a user the password is automatically set to be the same as the Login code. After you have finished entering the first user, then you can use the Login code, and Password (which will be the same at this point) to log in. After you have logged in you can add more users using the Browse Users on the Users menu and you can change your own password using the Change Password item you added. The first password entered is generally the Administrator.

Lost a password? The password itself is not available to either the programmer, or any other user in the system, it would constitute a major security flaw for one user to be able to find out the password for another user. If the password can't be remembered, then the user will have to be deleted and re-added. (Tip : You can use User Groups to handle folk who are continually forgetting passwords.

The Operator Browse and Form screens are used to manage the user list for the program. They're also able to group users together (into User Groups) Any Supervisor can add new Users using these built-in Operator Browse and Form Screens. On the Form are the following fields;

First name & Last name : These apply obviously to the operator.

Login : This is the Login Code the user will use to identify himself to the system. Note that the supervisor cannot set the password for the user. The password will default to be the same as the Login Code, after that only the user can change it.

Level : Set the User to be either another Supervisor, and Operator, or a User with No Access to this Area.

Default Access : If the User is an Operator, then you can set their Default Access. this is typically either All Access, or No Access, but it can also be set to the Login code of another Operator. In that case the new operator will assume all the current Screen Security settings of the selected Default Access operator.

User Group : If the User is an Operator, then he can belong to a pre-defined User Group.

Workgroup : You can assign a Workgroup number to the user.

While the Operator Browse and Form screens screen lets you set access rights to the whole program, The Set Access screen allows the end user to limit access to specific functions, and windows within the application.

The main goal here is simplicity. To this end we have avoided the use of complicated windows which allow you to set multiple settings at the same time.

In order to set security rights the end-user must be logged in as a supervisor.

By going to any window pressing a special key combination, they will get the Set Access window. This window will have a list of the Operators on one side (Users with No Access, and Supervisors are not listed). User Groups will also be listed, and users already assigned to groups are not listed.

The list takes the form of a spreadsheet, with the names on the left, and the access rights on the right. By simply double-clicking on the displayed rights, access can be changed from Yes to No. Closing the screen is done by clicking on the Close button.

So if you wish to stop users Deleting his Customers, then simply by going to the Customer Browse, and pressing special key combination, they can limit the access to the Delete button.

The supervisor or business owner must call, fax, or email our support desk for the ‘key combination ‘ to allow this feature.

If you have a large number of users then it may not be convenient to set the access rights for all the users individually. In this case you can create groups of users, cunningly called User Groups. To create a User Group use the \l "OprtatorBrowseandFormScreens" screen, and User Group Details button.

To put users into groups use the Operator's Form. A List of User Groups is provided in the drop down list box that is provided. Not that this list box will only be available if the User is set to be an Operator. Setting the rights for a Group is exactly the same as setting for an individual. Simply use the \l "SetAccessRightsScreen" screen while the program is running.

 

2. NEW INFORMATION ON OUR Help system,

The help system was created in such a way as to allow the END USER not PC Solutions to create custom help messages for it’s employees. If you intend to maintain your own help system you need to be responsible for a file called EZHELP.EZH. Before applying updates you should have a backup of this file, generally we do not ship a new version but you should always have a backup before doing ANY updates.

3. NEW CMN’S ADDED TO SYSTEM

Several users have noticed that our CMN’s could be ’more complient’ to medicare rules. We have acheived this goal by making a new type of CMN for the system.

a. First we have not modified the current CMN’s and they use the same buttons as before.

b. Using the 2nd button when printing CMN’s PLAIN PAPER we will now print the exact image of the CMN right out of the online manual (originally in PDF format). And we will place the data onto this form.

c. The Narrative portions of these forms will meet Medicares rules completely.

Answers to obvious questions;

1. Where do we buy these forms;

A. You can buy the Backer side ie side 2 of the CMN, preprinted from our regular forms company.

2. Can I use a dot matrix printer?

A. No, only a laser printer can produce these types of graphics.

3. Do I have to buy the Backers from a forms company?

A. No, we have supplied with this update the actual Adobe PDF files from the DMERC you can print out the Backer side on white paper and put those into the laser printer for the software to print side one.

4. AutoMail system Added.

Our goal is to move more and more into an online software program. We are mail order company today and hope to be an Internet/Email operation soon. Many of you currently user our Email button to send support questions etc.

We are also building our claims processing business to assist our customers electronically send as many claims as possible for the fastest payments.

Clearinghouse users can now send claims either via modem / telephone, or as we prefer via Email. We have added a little program to automatically pick up the claim files and Email them to our processing center.

The following fields in AutoMail are described with our comments in bold.

CONFIGURE AutoMailer

Mail Host = IP or DNS Name of your SMTP server (i.e. mail.yahoo.com)

Port = Standard Port is 25 Leave it alone

From = From Address - required (i.e. myname@yahoo.com)

To = Should always be claims@dmefree.com

Cc = Not needed

Bcc = Not needed

Subject = What ever you want - optional

Message =What ever you want - optional

Messagebodytext is load from and saved to a

plain text-file (body.txt) (doubleclick on

edit-field see what happens)

Charset = Leave it alone

PollSec = Polltime in seconds >=10 required

PollOnStartup = Check Mark On

RunOnceThenQuit = Check Mark On

PollDir = Our default folder is C:\RXDME2 but you can change it to what ever folder our software is stored in.

FileExtensions = must be TXT;EML

HandleFileExtensions = "Only"

Logging = Standard logging to (inst.-dir\automail.log) - may be set

Verbose logging = Leave UnChecked

Backup = Check it to keep backups

ZipCompression = Leave Unchecked

Delete = Leave Unchecked Mailed files will be deleted if checked!!

Archive = Check Mark On If it is checked, only new or modified files will be mailed.

Single file per mail = Leave Unchecked

Both programs are shipped with our update but are non-supported freeware programs.

a. When you select ‘Check for Updates’ and pick the DME Update the system will ask if you wish to check All the Modules or just the DME module. If you pick All then only the modules you are licensed to use will be updated or checked.

UPDATE HISTORY FOR RXDME2000 DME System

VERSION 1.007 MARCH 

Filename on Website: DME1007.EXE, RECAR1007.EXE & BATCH1007.EXE 

You must be using versions DME1.006.2, REC/AR1.006 & BATCH1.006 in order to apply the 1.007 updates

YOU MAY PRINT THIS FILE OUT, IT IS CALLED README.TXT FOUND IN YOUR DME FOLDER, IT CAN BE VIEWED BY ANY WORD PROCESSOR 

MODULE - DME MODULE
1. Included in this version is our new Auto Update Feature. Each module contains a menu select 'Check for updates'. When you click on this feature , the software will search our website and identify if there are any new updates for you. If there is one , it will get it and assist you in applying it. No more, download hassles! 
a. PLEASE CHECK FOR UPDATES AT LEAST MONTHLY

2. Enhancements;
a. Added ability for custom CMNs
b. Existing Cmn's have had the 'Initial, Revised and Recert ' Dates placed on the top of the form from your entry in the software program
c. In order to accommodate greater than four diagnosis per patient you are now allowed to change the diagnosis for a patient for a specific transaction. By default the patients original diagnosis found in the patient record will be used, you can then change the diags for a specific transaction.
d. Ability to lookup serial numbers from the serial number field during a transaction. Each item in the item file can have an unlimited number of serial numbers with information such as who has it, when it went out and when due back.
e. There is a new option in the Store configuration file to allow you to post NON-Assigned claims into the Patients AR charge account. This is used for those suppliers that don't take assignment but also don't collect up front from the patient.
f. A very powerful history program has been added to the DME system. Found on the reports menu , you can periodically add transactions to the history file using a range of dates. Then you can run several history reports down to the procedure code level. This file will allow the create of many custom reports for very specific information.
g. Expansion of data and notes for Insurance file
h. Expansion of data and notes for Facility file
i. There is a new file called AUTOFILL file , here you can create a transaction and have it auto filled onto any transaction using the AUTO FILL BUTTON. Simply select a patient, start a claim, click Auto fill button and select the item to pre fill out your new claim. Very fast!
j. Auto Print function , there is a new switch in the Store configuration file to allow you to print a custom invoice , report, label what ever every time you complete a claim or use the make new from old function.
k. If a Doctors name changes then a 'Relink' function appears to update all patients default doctors and to fix every transaction that has that doctor.
l. BACKUP DATA FILES MODULE BROUGHT BACK, however it is advisable that you purchase a real backup system. Our backup is only for quick data file backups onto floppy disks or onto another network drive. Real DME companies buy Tape backup devices or CD-RW to properly archive. DISKETTES ARE NOT THAT RELIABLE
m. Allowables module now includes the Auto Update feature
n. VNC AT&T's freeware Internet remote control module has been added to this distribution to allow you or PCSolutions to perform remote control via the net.

3. Fix's to DME system 
a. Updated Audit report to reflect Modifiers
b. Updated Rental report to print proper From dates
c. Put locator fields in diagnosis lookup table
d. Patient notes now print for proper patient
e. Mcare reports not giving error 47
f. Additional small cleanups etc.

MODULE - RECONCILE AR MODULE
1. AUTO UPDATE FEATURE ADDED
2. Reconcile Aging reports now based only on allowable
3. Various new Aging reports separating Primary from Secondary claims due
4. Simple reconcile tracking system where you can enter the Check amount and Check number/date , as you apply payments the total amount is decreased to assist you during the reconcile process.
5. Salespersons initials are now embedded in reconcile claims and AR records.
6. Allow messages on AR statements


MODULE - BATCH

1. option added to allow user to automatically post NON-assigned claims to AR 
2. Auto Update feature added.

VERSION 1.006 April 21,2000 FILE NAME ON WEBSITE: DME1006.EXE FOR RxDME2000 users 

1. Fairly large interim update free to all users, 1.006 will be last series of updates until
system rewrite (Version 2.0) is available. INITIAL RELEASE IS DME AND DMEFREE MODULE ONLY
RECONCILE AND BATCH WILL FOLLOW WITHIN TWO WEEKS.
2. Ability to print a secondary 6 line 1500 form from within the DME module
3. Utility added to allow quick price updates for Sell, cost, Allowable etc.
4. Default Printer is remembered to reduce windows printer dialog box.
5. Doctor city lookup added from city file.
6. Advance payment button added to transaction screen. When an advance payment is made
user is prompted to deduct advance payment from claim or not and if to send advance pay to 
patients AR (if not present).
7. Qbe search of patients found to be deleting patient after 'select' but not edit, select removed from
patient search.
8. Audit reports rewritten to be more accurate and allow customized audit reports with report writer.
9. In the view claims button in the dme module, users licensed to use AR/REc will be able to reconcile within
main DME or DMEfree module, no need to go to reconcile.
10. View Claims and View patient AR buttons are disabled if user is not licensed to use modules.
11. Ability to disable Delete Claim and Delete line items buttons , requires phone call to support.
12. When adding a diagnosis to patient, entering a few letters of diag and clicking ... button brings 
selector to closest match.
13. When selecting an item for transaction processing, entering a few letters and clicking ... button
brings selector to closest match.
14. Justification file added to Itemfile, used same way as Item notes or Approved diags. No reports have
be implemented. Awaiting user response.
15. Total charges displayed on Transaction screen, along with Claim status's.
16. Tax calculation along with transfer to AR correctly working now.
17. If a claim is on hold and make new from old is implemented, claim remains on hold.
When hold is removed transfer to reconcile or AR is functioning correctly.
18. Patients notes now sorted descending by date. (most recent at top)
19. Tags or Selections in the billing file can now be 'saved' or 'stored' for recalling or future use!
When you select 'clear Billing file' or View Billing file (on audit report menu) you are given an
option to save your 'tags' or billing file selections. Example; You have 10 claims in your billing file
you have printed or transmitted them, you want to start working on the next batch but haven't rec'd your 
carrier report yet. So, save the selections with a number representing the date like 04202000 or
if there are multiple batches in that day save it as 042020002 (i.e. 2nd batch). If you wish to 
recall the selections simply 'load' the tags using the 042020002 number and they are back.
20. Ability to select claims for the billing file by using a transaction QBE search, i.e. select all claims
for plan xyz that have DOS between, etc, etc.
21. Ability to search for transactions using transaction QBE search.
22. In Itemfile HME Code search has been brought back, this allows user to enter a category in the 
HMECODE field in the Itemfile such as 'Walkers' or Commodes' to sort the items as such.
23. Company Name is always displayed on Main screen in status bar to assist billing centers know
what company they are working on. 
24. Activation status is displayed during program startup on splash screen. Displays date software will 
expire, when software expires user only need call PCSolutions for a new ACTIVATION CODE. There is 
No charge for this code and PCSolutions will issue it to support or non support customers. it's our 
way of 'staying in touch' with our users. 
25. Direct Module users will notice a mandatory monthly dialup to PCSolutions. This required dialup is
to allow PCSolutions to upload the latest direct specifications automatically as well as record
which users are actively using Direct billing.
26. During log on to system, user initials are prompted, and user notes works.
27. In case you didn't know you can email PCSolutions support directly through the software!
If you don't have an email account PCSolutions would be happy to direct you to free email services.
28. New Menu selection called 'INTERNET' added to main menu, Direct access to PCSolutions web site
Future access to PCSolutions Knowledge base as it develops. And One click access to all four
Dmerc official web sites.


Effective Jan 1, 2000 RxDME2000 Dos products and Dos based Home IV module have been discontinued.

VERSION 1.005.1b various interim fix's updates to all modules filename on website: DME1051B.EXE

VERSION 1.005.1a release date 12/23/99 file name on website: DME1051A.EXE

1. Fix of the "locfile.dat" error code 5 locking, specifically for j.carlton, nm
2. Fix Backup programs work properly
3. Added ability to view onscreen PCSolutions Insuranc.fil of carriers that can be billed by PCSolutions
4. Added ability to view Insurance carriers that can be processed by MedeAmerica and NEIC all thru the RxDME2000 system or DMEFREE.
5. Added Active or Inactive Patient field. Inactive patient and records can be views , Patients can be brought back to Active Status.
6. Added ' Customer Problem' pop up en , here's how it works: In the patient file on the 'Notes' tab. In the Memo field at bottom; if you start the note with the word PROBLEM (case sensitive) then your test it will pop up every time you change this patient or try to do a transaction for this patient.
7. For users of PCSolutions Billing Services, there is the ability to set the Transaction type to P for paper instead of D for DME claim. Do the following: In the patient file on the Misc Tab put a P (case sensitive) in the Patient Type field. The insurance plan for this patient must have a plan type (on second tab in insurance record) of PRIVATE, OTHER or Cash to work. The purpose of this function is to transmit claims to PCSolutions for paper printing.
8. Added: Field Level help for Oxygen CMNs, O2 Saturation, LPM O2 etc.


VERSION 1.005.1 release date 12/20/99 file name on website: DME10051.EXE

1. Revised: Audit reports
2. Fix: DME system now sends Sales Tax to the AR system correctly.
3. Revised: 1500 forms needed some adjustments of the diagnosis codes
4. Added: Show Closed Reconcile claims on the 'View claims' procedure
5. Added: POS type 33 to POS pull downs
6. Added: Gross Profit and Sales reports
7. Revised: Patient Face Sheet now brings secondary info from patients file.
8. Added: ***IMPORTANT *** EMAIL IS NOW INTEGRATED INTO DME SYSTEM!! JUST CLICK ON THE ICON AND SEND A EMAIL TO SUPPORT FOR FASTEST SERVICE! IF YOU DON'T HAVE EMAIL PCSOLUTIONS CAN HELP YOU GET IT FOR FREE!!!
9. Fix: AR processing in the Batch rental module.
10. Added: new Batch rental report
11. Fix: Y2k date roll over in Batch.
12. Change: When a claim is closed out in reconcile and balance sent to AR the description is now the ITEM Description not the Transaction number.
13. Change: AR program had a small face lift to make it easier and more productive to use. 
14. Change: AR Statements print alphabetically.
15. Added: AR inquiry onto the Reconcile screen.
16. Fix: AR History file views in alpha order now.
17. Added: New Backup procedures to replace the old dos Pkzip procedures.

VERSION 1.005 release date 12/15/99 file name on website: DMEW1005.EXE

1. NEW AR SYSTEM REPLACES EXISTING AR SYSTEM. This is very important , PCSolutions made a decision to abandon the 'tag' driven AR system, that had been designed by one of our users. We instead have selected a 'rock solid' AR system and have interfaced RxDME2000 into the new AR.
Notes: The new ar system Has a help system. although basic , it is adequate.
Note: PCSolutions has documentation to assist you in the startup and conversion of your AR system. The following is the introductory documentation:
********************************************************
Quick Start for Accounts Receivable 1.005

SETUP

Store Information
To setup the store information in Accounts Receivable, click on Maintenance, click on System Information, click on General Information. Complete the screen with the appropriate information.

Finance Charges 
To setup Finance Charges, click on Maintenance, click on System Information, click on System Information.

DAILY

ENTERING PAYMENTS

To enter payments, click on Daily, click on Payment. The Payment Entry Form Table is displayed.

The Payment Entry Form is used to apply payments to customer accounts. When operating in balance forward mode, payments are applied directly against the customer account. In open item mode, payments are applied against open orders (invoices).
Customer Enter the customer number identifying the
customer account that the transactions being 
entered are to apply to. The customer name is
displayed for verification purposes. If the 
customer number entered is not on file or no
customer is entered, the Customer Lookup Table
is displayed for customer selection. 
Select a customer by clicking on that customer.

Payment Code Payment Code is the item number from the service master that identifies the type of 
payment being applied. Examples of payment codes might be:
CASH Payment by Cash
CHECK Payment by Check
MONEY Payment by Money Order MCARD Payment by MasterCard VISA Payment by Visa
If the payment code entered is invalid or no payment code is
entered, the Payment Service Lookup table is
displayed.

Payment Date Enter the transaction Date.

Description This field is used to enter the description of the
transaction. The description defaults to the description from the Transaction but can be
changed if desired.

Payment Amount Enter the amount of the payment. Do Not use the
minus entry for normal payments. Only for
payment reversals. The system will handle the
sign for normal payments.

Discount Amount Enter the payment discount if any. Signs are
handled in the same way as payments.

Reference is a free form field used to enter a
check number, comment, or the like.

The Apply Open Item Payment Table is displayed listing the open orders for this customer.

This table allows you to apply a payment to one or more customer orders.

Apply Open Item Payment Table

The Payment Order Selection Table displays the original payment and discount amounts and the remaining (undistributed) payment and discount amounts.

To apply a portion of the payment to a specific order, click on the order desired .
The Order Payment Entry Form is displayed.
The customer Number, order number, and order balance are displayed for your information.

Payment Amount Enter the portion of the payment that is to be
applied to this order.

Discount Amount Enter the portion of the discount that is to be
applied to this order.
Posting Detail

Posting Detail prints a listing of the days transactions in General Ledger account number sequence, sub totaling by account. A summary entry is written the posting summary file.

Transaction Logs

Transaction Logs list the days transactions in customer sequence.

Print Deposit Slip 

Print Deposit Slip lists the payment transactions for the day showing payment amount and payer.


End of Day

End of Day processing clears the temporary files and prepares the system for the next processing.

END OF MONTH

A/R Aging Report

The A/R Aging Report lists all accounts with balances due sequenced by number of statements unanswered with totals for each category.

Customer Statements

Print Statements reads the customer file and generates follow up statements for all accounts due based on the next statement date on the account. Statements are printed for all accounts whose next statement date is equal to or prior to the current processing date.

Backup Data Files or System

Clear Monthly Accumulators

Clear Monthly Accumulators zeros the month to date accumulators in all applicable files. The user is asked if this is year end and, if so, the year to date accumulators are also zeroed.

Purge Zero Accounts

Purge Zero Accounts deletes order and transaction detail for all zero balance orders that have passed the zero suspense period.

********************************************************
2. Search Functions brought back into DME system, the QBE module has been discontinued.
3. PCSolutions introduces the PCSolutions Clearinghouse option. PCSolutions can process claims for you via our own clearinghouse. DMERC's, some Medicaid's and Commercial carriers can be processed. Paper claims can be transmitted and printed by PCSolutions also. Now you have a choice between PCSolutions Clearinghouse, Mede America Clearinghouse or PCSolutions direct module or a combination of all.
 

Copyright @DMEFree LLC / PCSolutions Software Development Inc. 2005