OM 4 Manual Addendum
May 22, 1996

This addendum includes new information and changes to the printed OM manual. You should make a note of the appropriate
Addendum Number in your manual on any pages containing outdated information!

1. Completing the Claims Options Screen (page 168)

After selecting Create/Print Claims from the REPORTS / Insurance menu, you will see an output selection screen. Begin
the claim process by selecting the type of output you desire, for example "Print HCFA 1500". Once you have done so, the
window will display several options, as illustrated below:


Claim Generation Setup


If you just want to reprint the batch described at the top of the window, enter N for the first question, "Create a new batch ..." If
your selection involves actually printing claims, the second question will be whether or not you want to print an alignment form.
The last question gives you the option of proceeding immediately to output after claims are generated. In most cases, you will
probably enter Y here, but in the event that you want to generate the claims, but hold them for later printing, enter N. 

If you elect to generate a new batch of claims, the next screen is the generation options screen on which you indicate the
selection criteria for your claims. The manual documents this part of the process, beginning on page 169.

2. Statements Options Screen (page 189)

After selecting Statements from the REPORTS menu, you will see an output selection screen. Begin the billing process by
selecting the type of output you desire, for example "Print Payment Stub Statements". Once you have done so, the window will
display several options, as illustrated below:


Statement Generation Setup 


If you just want to reprint the batch described at the top of the window, enter N for the first question, "Create a new batch ..." If
your selection involves actually printing bills, the second question will be whether or not you want to print an alignment form.
Generally alignment forms are only necessary if you are printing on a pre-printed form. The last question gives you the option of
proceeding immediately to output after bills are generated. In most cases, you will probably enter Y here, but in the event that
you want to generate the bills, but hold them for later printing, enter N. 

If you elect to generate a new batch of statements, the next screen is the generation options screen on which you indicate the
selection criteria for your billing. The manual documents this part of the process, beginning on page 190.

3. Main Menu Status Line

At the bottom of the Main Menu, just above the help section, is a single line know as the status bar. Beginning at the left end of
this bar you will find:

The current date (the date currently set in your computer's clock or entered by you with the bD command).

The amount of space available on your hard disk in megabytes (MB). Each megabyte represents approximately one million
characters, which is equivalent to about 1,000 sets of patient information or 5,000 transactions.

The workstation number. On single computer systems, this number will generally be 1. On networks and multi-user systems it
should be a different number at each workstation.

Your User ID, or the ID of the person who started the program on this station.

The version and release numbers. If the version number is preceded by the letter "N", such as NVer 4.00, you are running a
network version of the software, one that can be used simultaneously by more than one user. Network versions may also be run
in more than one session (window) if using Microsoft Windows or another type of multi-tasking environment. This capability can
be quite handy for those who would like to do more than one thing in OM at the same time. You could, for example, start a
copy of OM in one window to generate insurance claims, then start a second copy in another window to enter today's daysheet
while the insurance claims are printing. Only those running the network version of the software will be able to bring up a second
simultaneous session successfully.

To the right of the version number is the release number. Actually this six digit number denotes the date that this copy of the
software was created. The number 010195 would indicate a creation date of January 1, 1995. Sometimes there will be more
than one release of the same version to correct minor bugs.

4. Activating the Tickler (To-Do List) Function (page 57)

OM4 includes a reminder feature that provides for a "tickler" or "to do" function, with reminders appearing each day when you
start OM. An additional field has been added to the User form, allowing you to specify whether you want reminders to appear
at all, and if so, whether the reminders will be only those that you personally entered, or whether the reminders will include notes
entered by all users. 

To change or view this user setting:

Display the SETUP menu.

Select Users & Security. The submenu will appear.

Select Users & Passwords. Highlight the desired user in the User List and press u.

Change the appropriate field and save.

In most cases this part of the program will be set to a high security level. A user with an equally high security level will have to
make the changes.

The tickler function is documented more fully in a later section under Account Notes.

5. Reprint Daysheets after Closing (page 156)

Generally, daysheets are printed prior to closing and there is no need to reprint them at a later time. On occasion, however, it
may be desirable to reproduce a daysheet that has been misplaced or destroyed. To do so, select Reprint Closed Daysheet
on the REPORTS / Accounting menu. 

A list box will appear and you will be prompted for the date of the daysheet you wish to reprint. The date here will be the date
the daysheet was closed, which may not be the date of the transactions in which you are interested. If you find it more
convenient, you can press m to select a date from the calendar. Once you have entered the desired date, press e.

To check for a closing date, display the ledger for a patient with a transaction that was on the daysheet you want to reprint.
Highlight that transaction and press u. In the middle of the top line, above the transaction box, you will see a posting date and
time. Make note of both.

The times of all daysheets closed on the specified date will be displayed in the list box. Use the arrow keys to highlight the one
you want to reprint and press e. The normal report redirection window will appear so that you can specify where you would
like to direct the report output.

A reprinted daysheet is not identical to the original! The heading indicates that it is a reprint and shows the original closing date
and time. The date and time that the reprint was done appears in the upper left corner of the heading. No month, year, or
receivables totals are included on a daysheet reprint.

Finally, if any of the transactions on the daysheet have been edited since the original daysheet was closed, the reprint will show
the changes, not the original transactions as they were before editing. As a result, the totals at the bottom of each column may
differ from those on the original daysheet as well.

6. Printing Superbills from the Ledger (page 216)

OM4 permits you to print an after-the-fact Superbill by pressing bS from the ledger transaction screen. See page 216 in the
manual for step by step directions.

If all transactions have the same provider code, that provider will be printed at the bottom of the superbill. If there are two or
more provider codes among the included transactions, then the primary provider from the Patient Information will be used
instead.

7. USERSOFF Options in Network Version (page 242)

If you should crash the system or otherwise fail to exit normally while using the network/multiuser version of OM, you may
encounter the "User is already logged in" message discussed on page 242 in the manual. There is an additional parameter that
may be added to the USERSOFF command to selectively log out one user, or all users, from either Office Manager, Case
Manager, or both. 

Use USERSOFF * /OC to log all users out of both programs, USERSOFF * /O to log users out of OM only, USERSOFF *
/C to log users out of CM only. You may replace the asterisk with a single user ID to log out a single user instead of all users.

8. On-screen Daysheet Totals

By default OM will recalculate the daysheet totals when you first open, and every time you return to, the daysheet list screen. If
your computer system is slow, however, the added time required for the frequent recalculations may be annoying. To suppress
the automatic recalculation feature, type the following command at the command line in your OM directory, and in any
sublicense data directories:


REN DAYTOT.YES DAYTOT.NO

If you have turned the feature off and would like to re-enable it, just rename the marker file back to YES:

REN DAYTOT.NO DAYTOT.YES

Even if you do disable the feature, you can still display totals manually by pressing the bT (for "totals") hotkey.

9. Adding New Formats for Insurance (pages 174, 255 - 258)

The examples show the parameter P as sufficient to route the claim to the printer. In fact, the parameter should be "P-IN"
(including the quotation marks). This parameter format allows the Report Writer runtime program to bypass the printer selection
box and proceed directly to output.

On page 257, add a number "6.5" in the Report Writer steps. While on the Options screen, be sure to set the printer
configuration file to SOS.CTL, with no drive or path specified. Failure to do so can result in the loss of printer control codes in
the SOS-supplied report definition.

10. Adding New Formats for Statements (pages 277 - 280)

The examples show the parameter P as sufficient to route the claim to the printer. In fact, the parameter should be "P-ST"
(including the quotation marks). This parameter format allows the Report Writer runtime program to bypass the printer selection
box and proceed directly to output.

On page 279, add a number "6.5" in the Report Writer steps. While on the Options screen, be sure to set the printer
configuration file to SOS.CTL, with no drive or path specified. Failure to do so can result in the loss of printer control codes in
the SOS-supplied report definition.

11. Network Workstation Environment Settings (page 267)

In order to run OM successfully, every workstation on a network must have a DOS environment that includes the OM program
directory in its search PATH and an "OM" environment variable that is set to the OM program directory. If, for example, the
OM program files are installed in the \OM directory on the F: drive, every workstation should have the following in its
AUTOEXEC.BAT (or other startup command file):

SET OM=F:\OM
PATH F:\OM; (followed by \DOS and others as appropriate)

To check these settings, select Show Environment on the UTILITIES menu. If these settings are missing or are incorrect,
various program functions, including the printing of insurance claims and statements, will not be possible.

12. Printing Daysheets with the Network Version (page 155)

At sites in which more than one person is entering daysheet information, it is sometimes helpful to be able to print reconciliation
daysheets that include only transactions entered by a particular user. Network copies of version 4.1 and later permit you to do
just that.

Select Print Daysheet on the TRANSACTIONS menu. An options window will appear. To print just those transactions
entered by a particular user, enter that user's ID. To print a master daysheet that includes all transactions, blank the ID field. For
convenience, you may just press o to insert the ID used when starting this OM session, or p to blank the field.

IMPORTANT! Don't forget that you must always print a master daysheet prior to closing. OM will not permit you to close the
daysheet until the master has been printed.

13. Month-End-Summary by Posting Date

The built-in Month-End-Summary on the REPORTS / Accounting menu sorts transactions based on each transaction's (End)
Date. A variation of this report, with the transactions sorted based on their posting dates (the date the daysheet was closed)
may be found on the EXIT / Run a Program menu.

14. Aging by Provider Reports

Two additional aging reports have been added to the REPORTS / Accounting menu. Each produces aging breakdowns based
on the provider codes entered at the transaction level. Patients seen by more than one provider, therefore, will show aging
amounts broken out on several detail lines, depending on the number of providers. One of these reports sorts by patient, that is,
each patient name is followed by the partial aging for each provider. The other report prints each provider, followed by one line
for each patient containing that provider's portion of the total aging for that patient.

15. Policy Authorization History

The policy authorization history list may be invoked from any policy information screen by pressing the hotkey bL.

16. OM, Extended Edition 

A special edition of OM, designed specifically for 386DX and faster computers with 4 megabytes or more of RAM is included
with all installation sets for versions 4.13 and later. Through the use of the computer's extended memory, this edition of the
software runs faster, uses less conventional memory, less disk space, and has more functionality than the standard edition.
Complete information is included in a separate document.

17. QUICKINS List

Scanning the entire patient list for pending insurance claims can take hours in large practices. This problem is compounded by
the fact that large practices usually do insurance runs much more frequently than small practices.

Beginning with version 4.14, OM optionally compiles a list of patients with recent activity. This list then can be selected during
insurance batch creation to restrict searches to patients who have current transaction activity. Instead of searching through
several thousand patients, OM will now search only a small fraction, greatly speeding the creation of claim batches.

Using the QUICKINS Feature: When you close your daysheet, OM will display the date and time that the current list was
begun and ask whether you want to create a new QUICKINS list, append to the existing list, or skip the feature. Best use of
the feature would involve "append"ing to the list until you have run your claim batch successfully. The next time you close a
daysheet you should then clear the list by selecting "NEW". If you do not need this feature, just select "SKIP" when you reach
the QUICKINS screen.

Once you have closed one or more daysheets and have compiled a QUICKINS list, the list will appear when you enter Y for
the "User-defined list" option under SELECTIONS when you do your insurance batch. Note that you may have to scroll down
through the list if there are many entries. The list is alphabetized, and as in all OM list windows, pressing b} will take you to the
bottom of the list.

18. USERSOFF Option: /Q (page 242)

Beginning with version 4.14, the USERSOFF utility accepts a command line option of /Q. Adding this switch to the command
suppresses the confirmation screen and proceeds immediately to logoff the indicated user. This option can be especially handy
when used in batch files. Here is an example:

USERSOFF SK /Q

USERSOFF is itself a batch file, so if you are including it in another batch file, be sure to precede it with CALL or
COMMAND /C:

CALL USERSOFF SK /Q

This command would immediately log off the user with ID "SK". No screen would display and no user input or confirmation
would be requested.

19. Lookup Option on UserSort Fields

For the convenience of those who use the UserSort fields in Patient Information, beginning with release 4.15 OM includes
optional lookup lists for easy entry of selections. These are optional lookups, however, so you may enter information in these
fields that does not appear in the attached lookup lists.

20. Medicare Paper Claims

In March of 1996 HCFA mandated several changes in how the claim form should be completed for Medicare filing. OM
version 4.2 and later includes two Medicare-specific claim formats that should be used for printing paper claims for Medicare
primary policies. You will find these formats - MEDICARE PRIMARY PAPER CLAIMS FORMAT and MEDICARE
PRIMARY PAPER CLAIMS BOX 9 EMPTY on the list of insurance outputs when you select REPORTS / Insurance /
Create-Print HCFA Claims. The former, which does print data in block 9 of the HCFA form, should be used by participating
providers when there is secondary Medigap coverage. The alternate format, which leaves block 9 blank, should be used by
non-participating providers and when secondary coverage is not a Medigap policy. Check with your regional Medicare
administrator for more detail on block 9 completion. When there is no secondary coverage, either Medicare format may be
used.

In order to accomodate the need to print these claims with the special formats, we recommend the following:

Non-participating providers: 
Create an Insurance Company entry (PRACTICE / Insurance Co's) for use with Medicare primary policies. If Medicare is
secondary, you must not use either of the Medicare Primary claim formats, so if any of your patients have Medicare as
secondary coverage, you will have to create a second Medicare insurance company entry for that purpose. 

Medicare participating providers:
Create two Insurance Company entries (PRACTICE / Insurance Co's) for use with Medicare primary policies. If Medicare
is secondary, you must not use either of the Medicare Primary claim formats, so if any of your patients have Medicare as
secondary coverage, you will have to create a third Medicare insurance company entry for that purpose. One of these
Insurance Company entries will be for Medicare primary coverage with Medigap secondary coverage. The other will be for
Medicare primary coverage with non-Medigap secondary coverage.

Assign a unique carrier category/form type to each of the primary Medicare insurance company entries.

When printing your primary Medicare claims using the special formats, be sure to restrict your batch to insurance priorities of
"1". Do not include any secondary priories in that batch! Also be sure to specify the appropriate carrier category/form type to
match the type of coverage you want to print.

Please note that the Medicare primary format includes a calculation for Amount Paid (block 29). This amount is the sum of
only patient payments, and only those payments that are entered along with the charges that are printed on the claim form.
Payments entered on any other transaction entries are ignored. For this reason, be sure to record any co-payments collected at
the time of service on the same transaction as the charge. Do not use a separate payment transaction. Later payments should be
entered as they occur on the appropriate daysheets. These payments will not appear on the claim form.

Below is an example of how you might implement the Medicare formats:


Insurance Code
Carrier
Category
Menu selection (format
for Printing Claims
Comments

MC1
MC1
Medicare Primary Paper
Claims Box 9 Blank
Used for Medicare patients with no secondary coverage
or with non-Medigap secondary coverage

MC1GAP2
MCG
Medicare Primary Paper
Claims Format (3/96)
Used for Medicare patients with Medigap secondary
coverage. May also be used if there is no secondary
coverage.

MC2
(blank)
Print HCFA 1500 Claims
Used for printing Medicare claims when Medicare is the
secondary payor.


fod220.sam, 5/22/96