----------------------------------------------------------- README for MedLook Setup and Required Products ----------------------------------------------------------- (c) Copyright Fagerman Technologies, Inc., 2003 - 2008 Tel: 256.778.0521 Fax: 256.275.4248 www.MedLookUSA.com This document contains information to assist installing Fagerman Technologies MedLook or associated programs. ------------------------ HOW TO USE THIS DOCUMENT ------------------------ To view Readme.txt on screen in Notepad, maximize the Notepad window and set Format->Word Wrap to ON/Enabled. To print Readme.txt, open it in Notepad or another word processor, and then use the Print command on the File menu. How to Start the Installation ----------------------------- If autorun does not automatically start the setup, then invoking "setup.exe" will begin the setup process. All other components can optionally be nstalled from this interface. Only under supervision from Fagerman Technologies personnel should any of the other .exe files be invoked directly. If "Setup.exe" Cannot Run! -------------------------- If installing on a machine with software that has not been updated for quite some time it is possible that the main setup program will not work. This is a limitation caused strictly by the operating system (probably Windows 95 or 8). Updating the system can be done relatively easily. Instead of selecting "setup.exe" select "IE55\I386\setup.exe" and your system will be updated with Internet Explorer 5.5. This SHOULD bring your system up to a recent enough state where the installation for MedLook can begin. After installing IE55 (or a newer version from the Web or elsewhere), once again select the "setup.exe" program and install the remaining components and MedLook. If setup.exe still is unable to run then use MedLook_setup.exe to install MedLook itself. After installation of MedLook the program will try to run and will probably fail. If this happens, then use the setup.exe in the top directory once again. This should now work. At this point just follow the directions. Installation Problems -------------------------- What do I do if I have problems installing? This is a loaded question so we'll look at several conditions. First, if you are installing from a CD does it spin up automatically? If not that might be a problem. If you use Windows Explorer and browse to the CD and double click on setup.exe does the MedLook Master Setup appear? If it doesn't, the CD is bad, the CD reader device is bad, or you have a security issue. Next, if the Master Setup runs and Install VFP (install Visual FoxPro) is "red", then you should run this command (the button to the right). If that fails (and it shouldn't) then double click on the VFPODBC.msi file on the CD or retrieve it from our download page. This file is direct from Microsoft and is required. If you cannot install this file you probably don't have privileges to do so. Always install software using Administrator privileges. You can check your privileges through the Control Panel User Accounts. Anti-virus software, spyware, and Windows security may be preventing you from installing. Disable these programs temporarily. If MedLook installs but you get a runtime error that says something like: "DBTools/GetDBVersion: Error#:429, Descr: ActiveX component can't create object" Then the Visual FoxPro driver is not yet properly installed. Again this is probably due to security measures on your computer. To install this simply go to: c:\program files\rem systems\medlook\bin and double click on regvfp6.exe. Try to run MedLook. It should work. Installation and Rebooting -------------------------- If your system has to be updated with any of the listed components it is highly likely that at some time in the process one of these setups will require a system reboot. It is difficult to determine when this may happen. As a result, you may find that you have to reboot your system to continue with the MedLook setup. To reboot you may even have to 'kill the setup' program, and any other program you are running. After rebooting let the program that was installing finish its job. After it has completed the installation, return to the MedLook setup and continue with the next component until MedLook itself is finally installed. The older and more out of date your system is, the more support products you may have to install. Installing the MedLook Server ------------------------ By default the MedLook Server software is not installed with MedLook. If you intend to use network licensing, then you will have to designate one computer system as your network server. The system you choose does not have to be a true server but it should be the system that is turned on most of the time and it has to be connected to your local area network (LAN). When you install MedLook on your server system, you will need to do a custom install and select the MedLook Server option. Do this by selecting "Select Components and Install" from the MedLook setup. Sample Data ----------- For the first time user a simple database has been delivered to help familiarize the user with the software. To use the sample simply select 'File->Open Database' and browse for "C:\Program Files\Rem Systems\MedLook\Sample\MedLook.dbc" (you may have installed the software elsewhere but this is the default location). Using this sample you can do most of the activities involved in your office routine. Remember, when you start using it with your actual data, open a new database somewhere else, preferrably on a data drive and definitely not within "Program Files." =================== FIXES/ENHANCEMENTS =================== -------------------------------------------------------------------------------------------- September 23, 2008 - Version 3.00.134 Appointments. Updated printout to include user defined appointment status values. Batch Insurance Claims. Added grouping of same DOS claims to fit onto a single page if possible such that EOBs are more readable. Claims are generated by date (oldest to most recent). If a new DOS is encountered and it will not fit on the current page then a new page is generated. This can generate a few more pages of claims than the prior versions but the EOBs should be easier to read. Charges. An option (Tools::Options) has been added to "remember" the "Linked Procedures" setting. Office Reports. The CPT Detail report was slightly updated to include better formatting for fields showing the date and codes without a "." in them. Utilities. The "Write-off Open Procedures" command now includes an option to list specified CPT codes to further limit the command. -------------------------------------------------------------------------------------------- August 19, 2008 - Version 3.00.133 Printers. The patient summary screen and the batch insurance claims could not be printed to some printers due to the prior update. -------------------------------------------------------------------------------------------- August 6, 2008 - Version 3.00.132 CMS 1500 claims. Added a special rule for Box 17a. Added ExceptIfIns field such that the insurance, identified by the insurance numbers (assigned in MedLook) listed in the data field will be excluded from printing to box 17a. For example in the box 17a field (Box17::ReferralId) add ExceptIfIns with the data value being 100. This will exclude insurance number 100 from printing anything in box17a. This was added per a customer request with yet another picky carrier. CMS 1500 claims. Added some debug information for picture size output. Logging. Added logging output for appointments. The keyword to use is "Appointments". Appointments. Added flexibility to change the labels for the appointments (scheduled, checked in, etc.). There were 11 hard coded values. Now these can be renamed to anything although it is highly encouraged to leave the last item as "reserved" (or at least one of the items should be "reserved"). Also, the colors and options for the appointments are no longer stored per individual but are instead per database. This means any changes to the options affects all users. Reports. The Aging Report within the Office Reports is now sorted by Last Name, First Name even if grouped by Doctor or Referral. Printers. MedLook did not support multiple trays and some other printer properties. Microsoft posted a new DLL that must be delivered to fix this problem. -------------------------------------------------------------------------------------------- July 22, 2008 - Version 3.00.131 Insurance Submission Report. If hitting the Print button directly the output report may be incorrect depending upon the selected report to be printed. Registration. If any of the Biller Limited versions were registered then scheduling was not allowed even if a scheduling license was issued. Appointments. The last build made it impossible to use the right click "New Patient/Appointment" function. Also if using the Fixed Time Frame option in the appointment printing an error would occur. Appointments. Added a 7-day and 5-day (used to 7-day only) option to the Print selection for weekly listings. Also included the patient's first name in the output. The selection (daily, 7-day, or 5-day) is also remembered between sessions. Patient Sub-folders. Added Unassigned Payments folder list. Daily Ledger. Added a break out of the checks received from patient and insurance. -------------------------------------------------------------------------------------------- July 11, 2008 - Version 3.00.130 Insurance Submission Report. Added date to every page in the left edge of the footer. Payment. Added check to make sure if the "payment" being entered on the bottom grid is actually from a payment or a write-off. Some people were incorrectly entering payments, at least initially. Batch Insurance Claims. Removed check for primary or secondary amounts greater than $0 due. Replaced this with a check to see if a balance is remaining, regardless of payor, or if the claim is for $0 and has not yet been submitted. Appointments. Changed "provider" listing to include full name and nmemonic. Some clients had immediate family members with identical names and this caused a problem when showing both schedules. Edit Resources. In the scheduler if a resource was deleted and it was the last one entered then entering a new one was impossible due to an error. Insurance Aging. Added Group Flag to these sub-folders for grouping purposes to get all totals. Edit Insurance. Fixed the NONE text message when setting the insurance to neither print nor send electronically. Batch Insurance Claims. Regarding above change (NONE), this setting is now honored and no claims for any carrier with NONE set as the output type will be generated. -------------------------------------------------------------------------------------------- June 25, 2008 - Version 3.00.129 Deleting Transactions. A new password option has been added for deleting posted transactions. By default there is no password but it can be added on the Options dialog. Options. The version posted July 2006 added the additional non-state postal abbreviations BUT also made it impossible to use the last 6 states in the list as the default. Oops! Warnings on Startup. Only displaying MDAC, IE, and VFP warnings once on startup. -------------------------------------------------------------------------------------------- June 7, 2008 - Version 3.00.128 Box 23. Version 3.0.126 introduced a page break when the prior authorization (box 23) changes. Unfortunately it would also change if the change was from/to a blank field. Now it will jump pages only when it changes from one filled field to a different filled field. Ledger. There were instances when the ledger may report incorrect totals due in part to incorrect "false" duplicates. These false duplicates were a result of invalid duplicate insurance fields for some patients. No longer. CPT Reports. The CPT procedure reports for multiple doctors selected for a single report would report the wrong doctor/provider name with the right code. Insurance Claims. In the Parameters section of the insurance claims layout file a new parameter has been added called BreakPageOnYearChange. By default this field is enabled (1) but can be disabled with a zero (0) value. When enabled this parameter ensures that claims from different years appear on separate pages. Utilities 1 of X. Changed the name on the menu to "Additional Utilities". Default Referral. Entering a New Patient the referral is defaulted to the referral that has most recently been assigned to a patient during an edit. Patient Sub-folders. Added a new sub-folder to much more quickly identify accounts that have incorrect line item errors in accounting. This folder takes into account payment assignments. -------------------------------------------------------------------------------------------- June 1, 2008 - Version 3.00.127 Patient Summary. Fixed problem where aging was always 0 (recently introduced bug). Edit Insurance Carrier. The electronic claims files were hardcodes as claims.txt, claims2.txt, and claims3.txt. They now show the true file names as contained in the layout file for the insurance. Secondary Insurance. An error was possible, but highly unlikely, inserting a secondary insurance. Individual Paper Claims. If an individual's claims were selected to print but the Printer dialog was cancelled a blank page would print regardless. No longer! Patient Bills. The provider's NPI can be included in the header fields of the batch bill/formatted bill using the keyword [DocNPI]. Self-Referrals. If using the "Use UPIN" option for referrals on the Charge screen (and default in Options) then the NPI will print on Box 17 as well as any UPIN for the provider. -------------------------------------------------------------------------------------------- May 9, 2008 - Version 3.00.126 Patient Batch Billing. Combined the Patient and Account Due At Least fields into a single field as Minimum Due. Also added a field for Minimum Overpaid. Values less than 0.00 will be ignored. 1500 Claim Form. Added option to 1500 layout file for removing punctuation from the form. This will replace all occurrences of ".,-'" with a space. In either the Electronic or Paper sections the field RemovePunctuation must be added and set to 1. eClaims. When reviewing the existing batch of eClaims if a claim is Deleted but then the Save button was not clicked on the claims file was not updated. Now it is automatically updated. Save To File. The Auto Open options which inadvertently switched for the database and grid display. Batch Bill. The minimum amount due and overpaid now only apply to the patient due/paid. Batch Bill. The insurance Reprint was incorrectly checking the batch date and would report no date was selected. Oops. Prior Auth. If multiple prior authorizations were used and they would print to the same claim form then only one prior auth would be reported correctly. Now it breaks to a separate page per prior auth. Box 33 NPI warning. The prior version introduced a false warning on box 33a for the NPI number. It was inadvertently checking the PIN (PTAN). Edit Patient. One of the recent releases made it impossible to remove the Responsible Party from the patient. -------------------------------------------------------------------------------------------- April 25, 2008 - Version 3.00.125 Billing. Added "TitleIf" to the TitlePaymentDue field for patient billing. This allows for a conditional title "IF" the amount due is negative, as in an overpayment or account credit. In this case "Credit on Account" will replace the label "Payment Due Now". Batch Billing. Removed filter for Accounts Due At Least and Patients Due At Least and replaced with Minimum Due (checks both patient and total) and Minimum Overpaid. The former is a combination of the two options removed and the latter allows for filtering overpayment amounts. If neither is desired then the fields should be blank or 0. A negative value will be ignored in both cases. This allows for statements to be generated for accounts where there is at least a $10 overpayment or a $2 amount due. File menu. "Save To File" browse commands were not implemented. NPI. Added data entry check for 10 numeric entries. Also added warning on claims form if not 10 numeric fields. Payment. The Unassign (yellow yield) command no longer unconditionally unassigns all payments from a charge. Instead it loops through the assignments presenting each to the user to individually break the assignment. Payment. When showing previews on the bottom grid changed the word "Credit" to "Adj" to more accurately reflect all write-offs, credits, etc. Payment. Changed the way the W and I worked if the Payment amount had already been on the transaction line. It now honors the amount entered on the individual line. Charges. Fixed/enhanced the multiple charges per CPT-line entry. Transaction Edits. If editing a date on the Patient Transaction tab and the date field was replaced with a blank/space it would cause an error. Help menu. Added several more methods of contacting us directly. Registration. Changed the Mailto field to "Email Registration Request" which will startup your email program with the registration information pre-loaded. -------------------------------------------------------------------------------------------- April 17, 2008 - Version 3.00.124 SendBatch.txt and removeSentClaims.bat - add to setup. Finish. Edit Insurance. A minor but disturbing bug regarding editing/entering PINs and Group #'s was found when editing multiple carriers without leaving the dialog between each edit. This would only happen on carriers that did not have any PIN or Group # information. Import Patients. This utility has been greatly expanded to include reading more patient data including guarantor, primary and secondary insurance, and referral. Import Formatted Data. An option to read CPT codes and descriptions and only update the existing codes descriptions has been added. Import Formatted Data. An option to read in a CSV (comma separated version file - Excel flavor) has been added. Now this makes things really nice. Options. Separated Billing Options for DOS or DOE for Reports and for Aging. So reports and aging can be different from each other. Options. Made MedLook the default Notes editor. Save To File. To the File menu an option to Save To File has been added. This allows any of the gridded displays and/or the underlying database recordset to be saved to a CSV file. This makes it extremely easy to output data to MS Office (i.e. Excel). One more folder needs to be added to output in one record a patient's demographics, responsible party, insurance info and carrier info for primary and secondary, referrals and any other patient specific information. This will be handy for "sharing" information with other MedLook users. Help. Added Remote Assistance Connection to Help menu. At the moment this goes to www.LogMeIn123.com. Patient Sub-Folders. Updated all Patient Insurance Aging sub-folders to include a group and submission dates. A few more items were added to each as well. Patient Charge. Fixed bug with Copay and same date of service when changing patients. Also once again allowing for a space in the CPT procedure code. Custom Report Margins. Fixed bug introduced by allowing for wide[r] margins. If no margin settings are found then none are added. The basic PatientSummary.rtf template was directly affected by this change. -------------------------------------------------------------------------------------------- March 27, 2008 - Version 3.00.123 Edit Procedure Codes. When saving a code the dialog is automatically moved into Edit mode (not New). This allows for continued edits of the same code without making duplicates. To make a duplicate use Copy and to create a new code use New. Insurance Billing. Here go all the rules for NPI, right down the drain. It MAY happen (ok, it HAS HAPPENED) that a client has a carrier that requires the group NPI in box 33a and all other carriers DO NOT WANT IT at all. Why? Due to the way the client has enrolled with the carriers (you guessed it, Medicaid and Medicare) one has a group NPI registration and the other does not. Therefore one requires it, the other rejects it if it is present. MedLook can handle this using the layout file. In Box33 a new sub-section named "aRule" with "Type1" through "Type8" sub-sections has been added. If none of these are present then the normal rules apply. If present and there is data in the section then that data will be output. If blank (as in " ") data is required then must be entered as the data. Patient Table. Added Referral name to end of list. HL7. HL7 export of patient data and update on patient edits is now supported. Transaction Logging. Along with the HL7 there is an option available to log virtually every SQL database access statement executed, particularly in the patient's account. Charges. If the CPT code is not flagged as a valid code then the balance due is entirely the patient's responsibility. Credits/Write-offs. In the Helpers the Credit Types are now defined such that the first record is always the default write-off, the second record is a credit, and all additional records are custom write-offs. If these records are deleted then the program reverts to the old style where write-offs are of type "Crtsy" and credits are of type "Credit". Payments. Added "Money Order" and "TeleCheck" to types of payments (cash, check, credit card). Also put them in the associated reports and the ledger. Reports. Added a new report - Percent Each Carrier. Very similar to Percent Each Doctor but rather by carrier. This does NOT include self-pay patients. Also added "select/deselect all" to each Percent Each... report. Fixed minor bug in date check if grouping by month. Patient Insurance Billing. The unsubmitted, submitted, submitted pending where NOT checking for any expected insurance due. They now check for insurance due at least something. Batch Insurance Billing. Only transactions that have a primary or secondary insurance balance are included. It was possible prior to this to have no insurance due and yet a claim would be generated. This was particularly true for all transactions in patients accounts that were at one time self-pay and have since gotten insurance. The old claims would not have been submitted (so they would appear as unsubmitted) and would have been generated in the next batch of unsubmitted claims. This additional check prohibits such claims from being generated. MedLook License Broker. Added option to allow for the port number to be changed. Backup Options. The Tools->Options dialog has been changed to include more backup options. Previously there was an option to exclude the reprints folder. This has been replaced by three pre-designed exclusion list. The selected exclusion list is recalled upon re-entry and can be different than any of the three predefined items. Use the 7z help on the web to help you determine the proper parameters for your office. Patient Transactions. Added "Deleted Only" to filters to show only deleted transactions. In this mode the Undelete Transactions menu item appears. Recall Deleted Records. Not all of the selected deleted records would be recalled for transactions or patients. Patient Batch Billing. It is now possible to "Exclude Transactions with Insurance Due" when generating statements. Special Characters in Database Folder. The $ is a special character in Windows folder names (for Windows Server). Unfortunately it is also a special character in XML files and cannot be part of a field name. The $ is now removed in the XML file. Patient Transactions. The multi-selected transactions would only process a single transaction when doing a Delete Assignment. Now it will do all of the records selected. Delete Assignments. Delete Assignments will no longer inadvertently replace the estimated amounts due such that the transaction does not balance. In addition the "recordset update" is no longer used as it would sometimes cause a query based row failure. Patient Charges. It is now possible to provide multiple CPTs in the CPT field when entering a charge. If a specific fee (in light of multiple fees for the same fee) is required then the fee can be entered as 99213:150. The code in this case is 99213 and the fee is 150. Multiple CPTs are entered as: 99213, 99214:150. The CPTs must be separated by a space or a comma and the fee assigned, optionally, using a colon (:) with no spaces. Patient Claims. If attempting to file claims when no transactions are in the list an error could occur regarding a file begin deleted (i.e. a temporary file). The error has been eliminated. Appointments. To the grid display beneath the appointment calendar the patient "Comment" has been added in red text. By default it is hidden but can be shown using the right click Show Fields menu item. Further, a right click Show Notes will show it on a secondary line (if there are any). In both cases it shows up in red. Payment. Fixed minor bug introduced in prior version regarding the movement of the remainder when entering a write-off. The default is back to the patient, not primary insurance. Patient Sub-folders. To the patient sub-folders, By Procedure Codes and By Diagnosis Codes the Month, Quarter, Year, and start date have been added with the data grouped by year. Dates. It is now possible to enter dates as 031008 or 03102008 for March 10, 2008. Total Aging Subfolder. Added DOL transaction, charge, payment, and bill along with autobilling to the Total Aging patient subfolder. -------------------------------------------------------------------------------------------- January 29, 2008 - Version 3.00.122 1500 Viewer. If the 1500 claims viewer was maximized to the screen and an additional page was clicked to view (from the left side TOC) the program would crash. It was a resizing problem only. Installation. MSMXML.dll was not set to be self-registering. On a completely virgin machine this COULD be a problem in a VERY RARE case. Duplicate Patient Entry. In some cases not all duplicates were being identified due to case (upper/lower) insensitivity. 1500 Viewer. If the viewer was resized and a new claim was clicked it would return the viewer to its original size (but not location). Also, the width on some computers would be slightly larger than the screen size. Appointments - New Patient. The New Patient entry on the appointments right click now includes the home and work phones as well. In addition, the first entry field is now FULL NAME where you can enter the patient's name in a free format (if you wish) as John Doe; or Doe, John; or John A. Doe; or Doe, John A; or some other combination. The name will be parsed and placed in the first and last name fields. If it is not parsed correctly simply edit the respective fields (first or last name) to make any correction. Patient Charge. Yet again, the elusive multiple, duplicate, search of CPT codes on entry has been modified. There were still a few cases where this could slip through and not match the prior code exactly, if at all. Patient Folders Pull-down. On the patient toolbar the Folders pull-down would not work correctly for New items in every case. Patient Payments. A Cross-over insurance option has been added to the patient toolbar. It's a small icon on the right side. If it's selected it will be depressed. In the selected state it will automatically mark the secondary insurance as billed on that date when entering the payment for the primary insurance of a given charge. This eliminates having to switch to the billing tab, select secondary insurance as the payor, select the charge, and do a View/eClaims just to set the secondary's billing date. Backups. In the backup command all .zip files were being excluded. The batch insurance files used for reprints are automatically stored as reprints and should not have been excluded. Now the MedLookBak*.zip files are the only .zip files excluded. Custom Reports. Added eligibility and payor ids to the custom reports appointment lists. This is useful particularly when submitting eligibility checks to ClaimLogic. Custom Reports. AT LAST! Wide margins are now supported on the left, right, top and bottom. Whew! Now the superbills can be predictably created. Custom Reports. Percent Each Doctor has a Doctor grid to select which doctors are to be displayed. Edit Doctor. Added another check to make sure a "blank" doctor code could not be added with a doctor. -------------------------------------------------------------------------------------------- January 16, 2008 - Version 3.00.121 Small Bug fixes. Several small but annoying bugs from 3.00.120 were fixed. This includes the Payment screen not updating properly and an annoying error box that would start in some cases the first time a database was opened (the conditions had to be just right for this to happen). -------------------------------------------------------------------------------------------- January 13, 2008 - Version 3.00.120 1500 Layout. The cms1500NPI.xml layout has a few MINOR, one character changes. These include: Box 11a Insureds DOB - moved one character left (to 54). Box 24f Charge Amount - moved one character right (to 52) for each line (1-6). Box 29 Amount Paid - moved one character right (to 64). Box 30 Balance Due - moved one character right (to 73). Box 32 (all fields) - moved one character right (to 24). Custom Templates. Added CLEligibility.txt for a .txt template. Patient Charges. When entering a "custom" amount in the Box 24F field, overriding the default with the code, then the subsequent amounts will also change (insurance and patient due). CMS 1500 Forms/Options. The two buttons for the new and old 1500 forms on the 1500 preview form have been replaced by a single button to either show or hide the background image. The choice of new or old form has been moved and grouped with other billing parameters on the Options dialog. New SHARP 1500 Form. A new, sharp 1500 form has been included for the latest CMS 1500 form. Custom Reports. Made it possible to use a .txt file as a template (instead of a .rtf file) and output the same. Patient Formatted Statements. Added two (2) footer lines (optionally) to the bottom of the bills. These can be edited in the billing layout file (Edit Layout). Two new sections will automatically be added after generating the first statement: PageFooter1 and PageFooter2. The "Text" field should be edited to contain the information required for the footers. POS Codes. Added nine (9) new POS codes into default database. This includes: 03 - SCHOOL, 09 - PRISON, 13 - ASSISTED LIVING, 14 - GROUP HOME, 15 - MOBILE UNIT, 20 URGENT CARE, 49 INDEP CLINIC, 50 - FED QUAL CNT, 57 NON-RES ABUSE, 60 - MASS IMMUN. Existing databases can easily be edited to include these if required. Patient Charges. In Charge entry, if the CPT list has duplicate codes with the only difference being the description and the latter code is selected the description for the FIRST of the duplicates will show on the patient bill (and consequently on the Charge screen). The description was the only thing shown incorrectly. Patient Payments. The Allowed amount was being used incorrectly (I must have been working too late, again). It now works as: Write-off = Balance - Allowed; either secondary or patient due = Allowed - Payment; the payor due = 0. Deductibles. The use of the deductible was causing the insurance NOT to be billed, but rather the patient. The insurance must first be billed AND THEN the patient. Fixed several other small inconsistencies with dates of service, copay, and duplicate CPT procedure codes. Transactions. Some adjustments may not have an assigned doctor. To remedy this such transactions are assigned automatically to the responsible physician. -------------------------------------------------------------------------------------------- January 8, 2008 - Version 3.00.119 Appointments. Enter Copay will crash IF it's a new patient with no address information entered. Import. The CSV import options would fail if the "data field" itself contained a comma. -------------------------------------------------------------------------------------------- January 5, 2008 - Version 3.00.118 Payments. The right click write-off/correction options could possibly cause some records to contain somewhat confusing information. File Copy To. If the database destination is read-only (perhaps it has been opened by MedLook during this session) then the File Copy To command cannot remove the folder as Windows has it locked open. A message is now displayed with this information and the advice to exit and restart without opening the destination folder in MedLook. Office Reports. Added option (see Options) for Date of Service (DOS) or Date of Entry (DOE) for date filters in reports. The default remains as DOS. Often times billing services in particular need to present reports based upon DOE for their contracts. Appointments. The Page Setup parameters are now saved and recalled for the appointment grid. Appointments. Added "Enter Copay" to the popup menu. The patient (co)pay can be entered very quickly with just the amount (defaulting to primary insurance copay amount), source of payment (check/cash/credit card), and a comment. The payment is not assigned to anything (there may not be anything to apply to at the time of entry). Insurance Reimbursement Report. Fixed a very minor bug regarding rendering physician. Database Analyzer. Added a date filter to the Repair Accounts function. Grid Printing. In Patient Transactions and the Main folder list the Print options (page layout and margins) are remembered between sessions. Patient Transactions are remembered separate from the folder listings. Only one setup is remembered for all of the folder listings. Deleting Patients. In some of the patient sub-folders it was not possible to delete a patient directly from the folder list without getting an error. Batch Insurance. If deleting pages of data from the claims file AND then saving it back to the original file, replacing the original, the claims file would be emptied. Edit Notes. If using a database that contained a SPACE anywhere in the fully qualified path then Word, WordPad, etc., would not start in the proper file. The MedLook editor would work just fine however. Backups. Added database folder name to daily and weekly backup dialog to clarify which database is being backed up. Patient Payment. Added "Allowed" field. Using this field with an insurance payment will result with an automatic write-off calculation and clearing the amount due for the carrier making the payment. Just one more way to factor in a write-off. Batch Insurance Billing. Removed "Set Submission Date" and added command button "Review." The Review button will NOT set the submission date for the claims regardless if they are paper or electronic (they can be either). Process Claims will always set the submission date for paper or electronic claims. Patient Due sub-folder. Added Doc to listing per customer request. This allows the data to be sorted and grouped by doctor as well. Patient Summary. If insurance Claims Submission Mode was set to None then the appointments would not show up in the patient summary. Patient Sub-folder::Total Aging. Added primary and secondary insurance information to the output. Individual Insurance Billing. If billing multiple pages of insurance claims from the patient account the PIN number in box 33 would only show up on the last page. Patient Insurance. Added a few more VERY MINOR checks for duplicate insurance on patient insurance entry. Delete Claims File Page. When viewing an existing claims file from the batch insurance billing dialog, if the Delete Page was selected it would delete the single page and then crash. Whoops! No data was damaged but it quickly killed MedLook. Patient Charge - TOS. In some instances selecting a procedure that had multiple entries with varying TOS codes would cause the Charge screen to sometimes immediately change the TOS to a different TOS after selecting the one desired. This would only happen occasionally. If using the 1...15 method of selecting patients rather than the folder list then the Folders->Edit/New would give a "malfunctioning" message. Batch Bills. The reprint files were not being stored with a time stamp as part of the file name. This meant whatever batch was run last for the day was the only one saved. This has been fixed for both insurance and patient billing. Insurance Claims View. When viewing an insurance claim additional lines at the bottom are now shown for those layouts that are extra long. Payments. An option has been added to Tools->Options to "Remember Source of Payment" to allow for faster patient payment entry for patients with insurance. Before this if the patient had insurance the Source of Payment would default to Primary Insurance; otherwise to Patient. With this new setting checked Patient can be selected as the Source of Payment and it will stay on Patient until set to something else. -------------------------------------------------------------------------------------------- November 2, 2007 - Version 3.00.117 Licensing. Added MedLook Biller SE1 and SE2. SE1 is identical to MedLook Biller Limited. SE2 is the same but allows for a second database (c:\MedLookData2). Options/Charges. Added two options: "Remember Units" and "Remember Modifiers between charges". If enabled (not the default) then the next charge for any given patient will have the same units (or modifiers) as the prior charge. In some offices this is handy but in others it is a hindrance; therefore it's an option. -------------------------------------------------------------------------------------------- October 24, 2007 - Version 3.00.116 Master Setup. Fixed problem on Vista systems. Somehow the setup would try to run the 95/98 setup. Scheduling. Added option to "Share" settings with other users of the same database. The shared settings include virtually all of the parameters on the first tab of the Scheduling parameters (colors, etc.). After making changes on one system the users of other systems may have to either exit and re-enter, move to another folder and then back to Appointments, or view the Options dialog and then close it. Scheduling. The New Patient/Appointment option was not honoring the Check For Duplicate Patient option. It does now. Options. The Auto Billing option now defaults to Yes upon initial installation. Edit Patient. If the area code is nothing then (000) is no longer displayed but rather nothing is displayed. The same for the zipcode. Also changed the States list to first include a blank state. This will allow for the city to contain City/Province/Country if necessary (e.g. for Canada). Eventually this will be done properly. Date Of Entry Reports. Added (DOE) reports to Diagnosis Codes, Doctors, Insurance, and Procedure codes. This differ from the reports without the (DOE) connotation in that these use the date-of-entry for all calculations and display. The others use the date-of-service. DOS, POS, and Visit Reports. Added Facility to each of these Patient sub-folders to more easily discern and analyze the income and expenses per facility (great for a multiple office practice). Patient Sub-folders. Added Copay and Deductible sub-folder (although it was already in By Doctors and By Insurance). SSN and Work Phone Display. In some of the lists/grids and for some databases the work phone and the SSN numbers were being truncated on the display. This has been fixed. -------------------------------------------------------------------------------------------- October 8, 2007 - Version 3.00.115 Resources. Fixed bug in appointment Edit Respources. It was impossible to enter a new resource (e.g. a room). The grid layout needed to be updated for the NPI number. Custom Reports. The appointments displayed in the custom appointment list would not automatically update if the date was keyed in rather than selected from a calendar drop-down. Patient Batch Billing. If using pre-printed forms and printing to paper with multiple doctors the batch would crash because of the batch billing log file necessary to store each patient billed (introduced in 3.0.113) -------------------------------------------------------------------------------------------- October 4, 2007 - Version 3.00.114 Edit Charge. The Days/Units "memory" is better - it remembers the last setting per patient. Also, the modifiers are remembered per last charge even if they were not stored with the procedure (you can enter these as you go, the list is not necessary, just helpful). Edit Charge. The Debit field would remain greyed out after editing a charge. Deleting Posted Transactions. Alas, after long contemplation on this topic we are enabling the deletion of posted transactions. Of course, we strongly frown on this but realize sometimes this is a must. We will allow this to happen BUT a nag/confirmation is always displayed AND the next ledger will be in error as the prior ledger amount will no longer add up to the same numbers. Delete Patients/Archive. When deleting a patient, or archiving a patient, a message would be displayed if there were ANY transactions or appointments for the patient. This message has been removed as it was a bit annoying when archiving hundreds of patients Custom Reports and Labels. Added option to browse for and load a file of patient numbers (one per line) to load into the Patient listing, automatically selecting the patients listed in the file. Custom Reports and Labels. Added drop down to allow the user to pick from any particular patient folder list (patient sub-folders). This makes it much easier to generate the particular output that may be required (e.g. labels for patients coming in tomorrow, or a custom report for patients 120+ days late with payments). Multiple Units/Box 24G. Fixed bug where the multiplied fee for a procedure would end up back into the box 24G amount field. 1500 Claims Printing. When viewing the 1500 claims it has been possible to print a single page at a time WITH THE FORM. Since more than one customer has expressed the need to be able to print the claims form with the claim data this has now been made possible. Clicking on Print will bring up the printer dialog as always and then a dialog appears giving the choice to print the current page, all pages, or abort. Of course, when you select the printer the device may actually be a printer, or a PDF file converter, or even a fax line. Recall Labels. Changed date from a simple start Month/Year to a complete date range (start mm/dd/yy to end date). Dates. If the system date was changed to something other than the standard, normal, Windows default setting in the Regional and Language Options settings MedLook would not allow you to enter dates. Wow was this a bugger to figure out. You can now have alternative settings. Edit Insurance. Added Eligibility field to insurance dialog. This is also available for custom reports [Ins1Eligibility]. See ClaimLogicEligibility.rtf in the template folder for an example. Formatted Statements. Changed the "formatted"/batch bill formatted bills output just slightly. Some codes being used would wrap around in the description field add a second line for only one or two characters that looked ugly. This will no longer happen but the "codes" are no longer aligned in perfect columns either. However, the overall appearance is improved. Additionally the word "Credit" does not appear but rather whatever the user enters in the Helpers section for credits and write-offs will appear. This makes it easier for each office to explain their own bills and syntax used. Master Setup. A rare instance was found on Windows 200x Server that the system reported itself as what appears to be Windows 98 or ME. This would cause the Windows 9x specific MedLook installation to run and consequently give a ctlAppts failed to load message. -------------------------------------------------------------------------------------------- September 17, 2007 - Version 3.00.113 Folder menu. The Folders menu drop down now has a popup for Edit/New/Goto Folder for Patients, Referrals, etc. This is very handy when viewing one folder but wanting to edit a completely different folder without leaving the folder you are viewing. For instance, editing a procedure code while viewing appointments. Edit Patient. Made Responsible Physician default to the last SELECTED physician. It will remain as this physician until another one is selected. Appointment List. The grid display of appointments under the appointment calendar would not ALWAYS correctly edit the FIRST patients account using the right click Edit Patient menu item. Edits. Each of the Edit dialogs (doctor, hospitals, etc.) have been updated to trim off white space on the left as well as the right edge of the data entered. There were cases where the left edge would not be trimmed for white space and this could later lead to potential matching problems. Patient Sub-folders. Added By Doctor sub-folder. Very similar to By Insurance (in fact the contain almost identical data) except the default grouping is by doctor. SQL. Added ListPatientsSeenByDocPerCarrier.sql file for custom reports. Appointments. Added DOB to all appointment grids (Today, Tomorrow, etc.) and also to the Appointment List below the calendar. Code lists. Added the Valid Code flag to the procedure and diagnosis code lists. Transactions YTD/Last Year. Added Patient Status to grids. Transaction grids. Added DOE (date of entry) to each grid (Transactions YTD, Last Year, DOS, Visit, POS, Unposted Transactions). Our phone numbers. All of the MedLook (Fagerman Technologies) phone lines and fax numbers have been updated. Dictionary. Added more terms to dictionary so Claims Logic (clearinghouse) can easily do eligibility checks. These include: Ins1PayorId, Ins1Birthday, Ins1FirstName, Ins1LastName, Ins1Sex, Ins1SSN, Ins1Rel, Ins1ProvId (and repeat for Ins2). Dictionary. Add ManagedCare stuff to dictionary for custom reports. See the manual for details. Manual. It is now MUCH SMALLER. Just over 4MB. Plus it is much more handy in that the table of contents jumps to the right location, etc. Custom Reports. Option to output custom reports as text (.txt). Database change! Allow units to be a decimal (actually 3-digits, 1 to 999 or 9.9). File menu. Add menu editor to remove Recently Used Databases. Each database listed now has a pull-over menu for Open Database or Remove Entry. Remove Entry DOES NOT DELETE THE DATABASE - it just removes it from the "most recently used" file list. Ledger. Add DELETE to History of Ledger reports. Batch Billing and Labels. Store patient numbers generated from batch billing. Import for labels. Do same for insurance in claims. Procedure entry on Charge dialog. Entering procedure codes can now be done by key-in only! In the case of a conflict the Find Procedure dialog will appear automatically to resolve the selection. Also, the fee is automatically set to $0 when the procedure is changed FORCING the user to be sure the proper fee is set. Registration. Added Copy To Clipboard for registration and email. Also changed the subscription modes to automatically fill the Month/Year fields appropriately. Saving eClaims Files. This works a bit more reliably now. The folder where the claims are saved (e.g. c:\claims) will always have a sub-folder called xml (i.e. c:\claims\xml). In the subfolder the xml version of the claims are saved. Referrals. UPIN is no longer required in lieu of the NPI number. Fee Schedules. They can now be independent of the doctor (or not, however you need it to work). Appointment Filters. The default was "Any Date" which most users didn't know to change and would consequently slow their appointment displays down. Changed the default to On Calendar so it only shows appointments shown in the calendar display. Total Aging grid. Added DOB to this display. Labels and Reports. On grids that show patients added right click Edit to go directly to the patient's account. NPI Layout. In NPI form turn off box 33 pin and on 33 group. Insurance. Changed the insurance to default to Number for box 24e. Also changed it to list box 24E Number first and POS as Medicare. Purge. DOL Purge message for Patient was the same as for insurance, the date fields were not-editable, and the purge was not reliable due to spaces in the folder path. Find Charge. Add modifiers to FindCharge. Renumber/Merge Two Patients. Renumber patient can now merge two patients as well. Optionally remove the one patient. Times/Units. Changed “Times” to “Units” on bills when multiple “Days or Units – Box 24G” is used. Statements and Fonts. Font Size and Name were not being used properly at the level of each item (it was only being used per page). Utilities 1 of X. Added Remove Managed Care Records With Less than ONE (1) Visit? Y/N Beyond their expiration dates? Y/N Patient Summary. Added Restore default patient summary. Doctor Code. No longer accepting duplicates and if it's changed all connected records are updated accordingly. Claims error. If no doctor or facility PIN numbers are present in the system an error may occur when generating claims. Since these are no longer necessary this has been removed. Edit Patient. Added Remove... button to quickly (ok, just a bit quicker) remove the carrier or the referral from a patient's account. The CLEAR button method still exists on the corresponding Find Dialog. Charges with Multiple Units. If the units are entered with a NEGATIVE sign (as -5) then the fee is NOT multiplied by the units. The units will not print with the negative sign however on any statements, claims, or reports. You can only see the negative sign in the charge dialog or on the transactions. Custom Patient Fields. Fixed bug if the last field entered was deleted. Mulitiple instances. MedLook will no longer allow for multiple instances to be run. Editing Transaction Comments. When editing comments on the transactions dialog the data is automatically trimmed so a run-over won't happen with part of the comment being removed. Database Analyzer. Added numbers to each button for clarity when walking through this dialog with clients. Editing Transaction Amounts. A blank will not be changed to 0 rather than an error. Patient sub-folder By Insurance. Added Copay amount to grid. Utilities 1 of X. Overpaid/Underpaid option would not close the first account in the list. Duplicate Patient Entry. When adding patients they are checked for duplicates by first and last name. A box is displayed to inform the user of a potential duplicate. Utilities. These are available for all licenses/products. Layout Editor Default. Xmlpad.exe is now defaulted as the editor EVEN IF IT IS NOT INSTALLED. Default Layout. The claims default layout is now set to NPI. Reprints. These were not working if the path contained a space in it. Fixed this in other locations as well. Payments. Bottom grid didn't properly restore the default layout as expected. Payments. If primary and secondary insurance both owe money and if primary pays then the P button should leave secondary alone. Batch Billing. Allow for date range to be either DOS (only method prior to this) or DOE (date of entry). This allows for claims to be regenerated based upon the date of entry and can be very useful in some cases. Layouts. Verifying valid layouts when reading. Utilities. Added "Where claim was created AFTER" option to the write-off open charges option. Utilities. Included an update to the LastPayAmt field when doing an Update DOL command. This COULD fix the rare BAD RECORD that has happened upon very rare occasion. Default Window Location. Changed the default window location from the MedLook working area to the center of the screen. Patient Statements. Fixed problem with the values not adding up correctly especially when using the two options: Include Open Charges and Exclude Closed Charges. These two options seemed to cause a lot of grief. Patient Billing Layouts. If file does not exist it will create it. If items are missing in the file they will be created as necessary and displayed by default. Patient Batch Billing. The New Transactions Only option did not always work as expected. It now looks at the same information as the Patients Not Billed patient sub-folder looks at. The DOS and DOE of entry are not used. A transaction could have been entered months after it was performed and then billing may not take place for some time yet after this. -------------------------------------------------------------------------------------------- May 16, 2007 - Version 3.00.112 Restore. Fixed Restore command. The files in the target folder were not being properly overwritten. Folders Pull-down in Patient Dialog. Fixed bug with SqlConnectStr not be initialized on the first try FOR NEW EDITS (the last build only fixed it for edits). -------------------------------------------------------------------------------------------- May 11, 2007 - Version 3.00.111 Appointments. Fixed appointment list (bottom grid of appointment scheduler) to update when clicking on the Month views. If the option was set to filter "On Calendar" it would not update when changing the calendar date. Edit Insurance Dialog. Made some fields wider to view the entire field (PINs, etc.). Slightly rearranged dialog for this. Folders Pull-down in Patient Dialog. Fixed bug with SqlConnectStr not be initialized on the first try. Facility PINs. The facility (box 32) PINs were not 100% predictable/correct in the case where facilities were named nearly identically. Help Manual. The manual was not displaying when invoked via this command. Patient Individual Billing. Added option to "Ignore Balance Forward" such that the Line Items and Payments option along with the Transactions Ordered By Dates could print out a statement without including the Balance Forward amount, especially for the former statement. Patient Sub-folders. The DOS reports were reporting the RESPONSIBLE physician instead of the ATTENDING physician. Also fixed the secondary insurance calculation. Patient Sub-folders. Added Posted, Billed, Ins1 Paid, Ins1 Submitted fields to Transactions YTD and Transactions Last Year folders. Patient Sub-folders. Added folders for: By Visit, By Visit YTD, and By Visit Last Year. These reports contain the following fields: DOS, Patient Name, Age, Phones, Account #, Amount billed (for DOS), Amount Collected, Balance, Doctor, Primary Insurance, Referral, Dates (for sorting and grouping), and the number of procedures performed. These are excellent reports for practice statistics. These are grouped by Year, Month, and Doctor but can be regrouped in any combination (e.g. Doctor, Carrier, Year, Month) to suite your needs. MedLook Student. Changed the registration mechanics and how it works in general. MedLook Student is now limited only by a maximum of 50 items per folder. Multiple databases, etc., are all enabled. Miscellaneous Utilities. Added "Select Carrier" in "Write-off open charges:: With Primary Insurance Due" such that either all carriers (blank) would be checked or a single carrier. This is handy in the case where an individual carrier may have a different extension period in which to re-submit claims (12 months, 18 months, etc.). Windows Vista. Found another minor bug with the grids not updating properly after an edit. Patient Billing. For some crazy reason payments (and some charges) that were between $0 and $1 were being printed as blank spaces. Patient Ledger. Fixed View History bug where old reports would not display if the pathname had a space in it (e.g. c:\program files). Patient Ledger. Changed automatically saved ledger to have zero filled hour and time such as 0509070809 for May 5, 2007 at 8:09 am. Also display History of files sorted by system sorting method (whatever DIR is set to use). CMS Test Page. Changed text in box 24 NPI to print DOCNPI1234 instead of ALT24K001. -------------------------------------------------------------------------------------------- April 5, 2007 - Version 3.00.110 MANUAL. At long last the manual is now completely up-to-date with the software. The Help system is next. Scheduler. Once a patient was used for a filter to the appointment list it would not clear even if selecting the clear button on the Find Patient dialog. Scheduler. Not all of the options would update properly due to a timing issue. This has been resolved by adding a 0.5 second pause when exiting the Options dialog. Insurance Claims. When saving insurance claims to a folder other than the one specified in the layout file the resultant file would be left in the original folder and the new destination would have a 0 byte file in its place. New Paper Claims Format. The new Paper claims format is now using a separate field for the Modifiers in the NPI enabled layouts found in the Template folder within the MedLook installation folder. Patient Summmary/Custom Reports. New fields have been added to the MedLook Data Dictionary regarding patient scheduling. On the bottom of the Patient Summary screen the next four appointments will print as usual BUT now the appointment status will print as well. PLUS immediately below that, bolded, the prior four appointments and their status values will print. This is handy for those patients who keep missing their appointments, etc. and also for quickly checking the prior DOS for the patient. The new fields include: ApptStatusX, ApptProcX, ApptDescX where X is 1 to 4 and ApptStatusBX, ApptProcBX, ApptDescBX where B means backwards in time. Windows Vista! At last MedLook runs on Windows Vista. Just a minor thing with the connection string but a real bugger to find. Patient Sub-folders. Fixed minor bug in calculation of Total Aging 0-30, etc., days per category. It was fine in the Total Aging but not in each respective category (Total Aging 0-30, etc.) IF, and only IF, there were more than two insurance carriers. CMS 1500 Test Page. Somehow the Box 3 DOB field was skipped previously. Also the Abort on the printer command didn't really abort but it does now. -------------------------------------------------------------------------------------------- March 13, 2007 - Version 3.00.109 Users. If the last user entered was deleted (how? - there's no tool for this) then new users could not be added without packing the "users" table at the least. CMS 1500 Test Page. A utility has been added to print a CMS 1500 test page. The page can be printed for Paper claims or Electronic claims. The electronic claims can also be saved to a file for examination. Fields that are M(ale) or F(emale) print with an M or an F. Y(es) and N(o) fields print with a Y or a N, etc. 1500 field default locations. Box 8 Other was defaulting to Box 8 Married in most of the layouts. The dates in 16 and 18 weren't matching - they were off by one character. Tidied up all three layout files (Formats, Defaults, *Hybred*). Transaction Numbers. Updated the method by which transaction numbers were provided. It should now be impossible to generate a duplicate transaction number even if the primary key is lost or broken. However, the control table must remain valid in any case. Charge - TOS default. Somehow the TOS on the charge screen kept resetting itself to blank/nothing. Fixed - again. -------------------------------------------------------------------------------------------- March 5, 2007 - Version 3.00.108 Appointments. Made it possible to shrink the Appointment Editor to less than 0.5 inches. Added smart resizing in the process. Diagnostics. Made FoxPro Commands default to same database as the result of the tools. Hospitals. If last hospital entered was deleted then it was "difficult" to add a new one (you would have to either pack or add a new doctor first). Database and Options. Added Database Integrity check to Options. This will do a complete database analysis when opening up the database. This includes checking for matching fields, tables, and indices. Missing tables or indices is SERIOUS business. A mismatched field can be "overlooked." It is highly suggested that a single user office or administrator run MedLook with this option enabled. This feature was automatic and unconditional in ML 2.0 but was removed because it took a few extra seconds to start MedLook each time. However, it is better to have reliable data and start up a little slower. Nevertheless, this is an option. Database. Removed some of the "mismatched" warnings that would come up during an upgrade. You now have use Database Analyzer and set to Tables, Fields, and Indices to see if there are mismatched fields. -------------------------------------------------------------------------------------------- February 27, 2007 - Version 3.00.107 Options. The option to include/exclude a space between modifiers was inadvertently dropped. Registration. The Solo registrations would cause MedLook to sometimes fail to load. Diagnostics. Fixed a few minor messages that could appear with duplicate named commands. -------------------------------------------------------------------------------------------- February 23, 2007 - Version 3.00.106 BillFlash. On the Export BillFlash Options in the Line 1 and Line 2 Statement Header fields a carriage return was being allowed. This is causes the statements to BillFlash to be invalid. Any carriage returns entered are now automatically replaced with a space. Doctors, Hospitals, Referrals. Increased field size to 15 characters for city names to match the rest of the database. Insurance Billing. Found bug in conversion of database from 3.0.95 to anything greater. The box 23 (prior authorization/CLIA) was incorrectly assuming the same Y (vertical) position as the box 21 line 1 value rather than line 2. SQL. Added SQL statement to sql folder in product directory to eliminate sample patients, doctor, and referrals. Did not delete codes or carriers as they may be in use. Insurance claims. Box 24E should have been defaulting to print the codes with a space separator but it was not. Registration. Added extra messages to help when registration fails. Also, if registering a "Solo" product that is registered to the doctor's name then the name is extracted directly from the database to facilitate exact matching and ease the registration process. Edit Patient. The Find Referrals dialog was not listing all of the fields. Most notably it was missing the cross-link and address. 1500 Layouts. Added a hybred layout for the 1500 form. This layout contains the new paper 1500 format and the old format for electronic. Since all paper claims must be sent on the new form and many clearinghouses still are receiving the old Print Image format this new file is often necessary. Edit Patient and Options. Modified the Options fields for Marital Status, Student Status, and Employment such that they are similar to Title. In each of these fields you specify the default value and using a comma as a delimiter define the rest of the fields. The first character of each field must be unique (i.e you cannot have a Full Time student and a Failing student as they both begin with F. Patient Payment. Added option to "Include Closed Charges" to the bottom/assignment grid of the Payment dialog. This makes it MUCH easier to edit closed transactions. This would most likely be useful for those cases where insurance pays more than the expected amount and the patient has already paid. In this case a patient refund would be in order. Options. Added a default for the fee schedule when entering new patients. Fee Schedules. Fee schedules are no longer restricted to a doctor. Fee schedules can be practice-wide or specific to a doctor. Previously there was only one (un-named) fee schedule for the practice and doctor specific fee schedules. -------------------------------------------------------------------------------------------- February 6, 2007 - Version 3.00.105 Individual Patient Billing. Added extra call needed to make HCFA Layout changes effective immediately. -------------------------------------------------------------------------------------------- January 31, 2007 - Version 3.00.104 Patient Sub-folders. Added primary and secondary insurance data to the Total Aging XX-YY sub-folders. This allows for sorting by insurance. Aggregrates of grouped data is also available. By default the data is grouped per carrier and per a dummy group for totals. Batch Insurance Billing. The Line Item Report was not properly separating the data when sorted by the last name or insurance carrier. Edit Insurance. The Claims Submission Mode would default to None when saving a New Insurance carrier. Database Analyzer. When changing the database on the main screen the database was not being forwarded to the Table Repair dialog. -------------------------------------------------------------------------------------------- January 26, 2007 - Version 3.00.103 Patient Payment. After entering a payment and before applying it to a charge you can change the source of payment (e.g. from Patient to Write-off). If changing from an insurance carrier, patient, or other payor to a write-off or credit (or vice versa) a flag would remain incorrectly set on the payment line. This would result in the payments appearing as credits and the credits appearing as payments in the ledger report. It is nothing serious but looks funny in the report. Patient Billing. Added options to support Credit Card Payment Options. Patient Edit. If a Responsible Party was enabled the empty address fields, etc., would always default back to the patient fields even. Now they only default the first time. Patient Account. Fixed bug where Prompt For Changes was enabled, something had been changed on the Edit Patient dialog, and the Go Back button was clicked without first saving the changes. A warning would appear and the changes would not be saved. Very minor change. NPI. Added the NPI fields to the doctor, referral, and hospital Default and Find layouts. NPI. Added Group NPI to the doctor dialog. While this may not be the best solution it is definitey a working solution. If there are multiple doctors in the group they should have the same group NPI. Nevertheless, it will have to be entered for each doctor in the group NPI field. Patient Schedule Sub-folders. Added patient "note/comment" to each schedule sub-folder. The user will have to use the right click restore default layout option to get the latest layout for each. Database Analyzer. Added field attribute comparison test to full analysis of Tables, Fields, and Indices. SQL. Added a few more SQL commands to check for duplicate transactions and to remove them if found. Patient Find Dialog. Added Patient Note/Remark/Comment (whatever you want to call it) to the list per customer request. Edit Patient. DATABASE UPGRADE! Added user defined patient fields. It is now possible to add as many 20 character field names with 80 character field data as anyone may wish to add. Insurance Reimbursement Report. Added option in Detail report to include any one user defined patient field. This is per a customer request as well. Folders.xml. This file was updated to include new reports and other options. Diagnostics. Added Load VFP File to VFP Commands (mostly for testing). Changed VFP dialog size. Layouts. Added TDDPCFields.lyt and TPatientCustomFields.lyt. Updated TFindPatient.lyt and TFindPatientMru.lyt. -------------------------------------------------------------------------------------------- December 15, 2006 - Version 3.00.102 Insurance Claims/Billing. If hospitalization of multiple procedures consecutively the claims would break pages after the first claim needlessly. ML now looks at the hospitalization more carefully and doesn't break unless it has to even for the first couple of claims. Insurance Claims/Billing. Added more options to allow for 1 to 50 claims per page (of whatever form you might be filling out). Also added optional output of transaction number (per procedure) and SSN per page. Insurance Billing. Fixed minor bug with claims files not updating to the value in the layout when changing databases. This would normally only affect a billing service that changes databases on a regular basis. -------------------------------------------------------------------------------------------- December 6, 2006 - Version 3.00.101 Patient Sub-folder. Zero Patient Due and Zero Balance Due did not include accounts with no transactions at all. These same folders would cause Archive and Delete to fail. Patient Charge. Fixed bug introduced into user interface for box 24e. Once again it was reverting to 1. Bug introduced while fixing problem with new 1500 form requiring NO SPACES between fields on form but old 1500 form requiring them. -------------------------------------------------------------------------------------------- December 02, 2006 - Version 3.00.100 Database. The message number in the patient table was still set to a limit of 999. It has been updated to match the other tables. NPI Format. Updated Paper section of Cms1500NPI.xml layout file. This wasn't done earlier due to time. Cms1500 Formats. Added parameter to print/not-print a space in Box24e. The default is to print a space as in the old format. Patient Sub-Folders. Added "Bad Records" sub-folder. The only thing it notes at the moment is records that contain a corrupt LastPayAmt data field. Insurance Claims. Removed the 10 character limit on box 24k. Edit Insurance. Fixed bug in Facility PIN entry. Also removed text size limit. Changed a few defaults: POS is now Medicare, Box24E is now Number/Pointer/Index, and Electronic instead of Printer output. -------------------------------------------------------------------------------------------- November 21, 2006 - Version 3.00.99 Insurance Batch Billing. Added option to Show Charges "Left Off Form." The way the "Leave Charge Off Form" worked in batch billing before was NOT obvious. It only applied to charges when processing Unsubmitted Charges Only. But what if you always want to leave that charge off from the insurance form (like for late appointment charges)? It was impossible. Now this option makes that possible. Insurance Batch Billing. Added a number of new scrubbing features to claims. Options. Added two options to validate codes for insurance claim processing. The first is Verify Diagnosis Codes. This works just as before (but it was dropped by accident a couple of versions back) in that it checks for the Valid Code flag on the diagnosis code. If it is not valid it is reported in the bottom of the claim screen. The second is Include Valid Procedures Only. If checked, then only procedure codes marked with the Valid Code will appear in the claims list. If there are duplicate procedure codes and any one of them do not have Valid Codes then they will all be excluded. Using this feature makes it possible to bill patients for certain procedures without billing their insurance. Box 18. The hospitalization dates were for some reason tied to POS and outside lab fees. I believe this is a hang over from the old DOS program and lack of understanding. This connection has now been discarded. If hospitalization dates are entered in the patient account and transactions are submitted within the date range then box 18 will reflect this information. Edit Patient. If insurance is provided then the policy # must have something in it. -------------------------------------------------------------------------------------------- November 16, 2006 - Version 3.00.98 Layouts. Fixing inconsistencies in the delivered layouts, particularly for printing the 1500 forms. Procedure Code Sub-folders. Added Collected, Patient Due, and Ins1 Due to the Financial sub-folders for procedure codes. Patient Batch Billing. If disabling the Aging Balance display but enabling the aged comments, the comments would not appear. The problem was that the software was not computing aging at all so therefore the aged comments could not be shown. Now aging is computed if either of these are enabled. It is only shown if Aging Balance is checked. Edit Procedures. If displaying some of the procedure codes sub-folders an error would occur trying to open the code for editing. Procedure Code sub-folders. Three additional sub-folders have been added to the procedure codes: Proc Payments, Proc YTD Payments, Proc Last Year's Payments. These differ from the "Financial" sub-folders in that the computed amount is the amount COLLECTED during the given time period which may be considerably different than the DOS. -------------------------------------------------------------------------------------------- November 13, 2006 - Version 3.00.97 Utilities. To the utility "Write-off open charges with insurance due" some changes have been made to add more flexibility. It is now called "Write-off open charges" with the additional options of: With Primary Insurance Due With Secondary Insurance Due With Patient or Other Due Patient Formatted Bills. Added ability to change page width and top, left, right, bottom margins. Credit Card Processing. Added X-Charge interface for credit card processing. Layout Editor. Since Windows only cooperates 50% of the time with the Edit Layout command in patient and insurance billing (both individual and batch) an field was added to the Options dialog to select an appropriate XML Layout editor. By default this field is blank and will therefore, or should anyhow, default to the pre-set XML editor. However, since this fails so often you should point this to either MSWord.exe or install XML Notepad and point it to c:\program files\xmlnotepad\xmlpad.exe. Insurance Claims. Fixed problem in data files when Saving to a folder other than the default folder selected. -------------------------------------------------------------------------------------------- October 30, 2006 - Version 3.00.96 Added NPI numbers. NPI data fields have been added to the Edit Doctor, Referrals, and Hospitals. In addition these numbers are printed as appropriate on the CMS 1500 form if selected an NPI enabled format. Patient Payment. Here's a great new change. Added an Unassign Payments option to the bottom grid of the payment dialog. It is instant and irreversible with no questions asked so use it with care. The button appears as a black exclamation mark, "!", in a yellow yield sign. This makes fixing an overpayment problem a snap whereas it used to require about 10 steps. Database Changes. Removed HCFA layout tables from database. Data is now stored in XML files for more convenient sharing between databases and users. HCFA Options. Removed the HCFA Configuration, Y-Values, X-Values (1, 2, 3) from the Insurance Billing. Added a path to the HCFA layout file and an Edit Button to edit the file. Recommend using XML Notepad (Freeware from MS) as the editor. XML Layout Files. Added layout files in Template (and Template/Default) folders for new and old CMS 1500 files as well as for patient billing. The patient billing layout does not allow for 100% flexibility in moving items BUT it does give a tremendous amount of flexibility in moving items in a very sensible way. Font, Size, bold, underline, italics, captions, etc., can be changed for every field as well as format, top, left, width, and height. Patient Summary. Added Marital Status and Referral to Patient summary screen. Charge Comments. If a comment is included with the charge AND it includes an EXCLAMATION ("!") as the first character AND the Box24/Supplemental field is properly enabled in the CMS 1500 layout file then the comment will print as directed. This allows for the top line of each of the Box 24 procedures to be filled if appropriate. Options. Added option to Auto-save patient notes just like Quick Notes. Sub-folders. Added patient sub-folders as Zero Balance Due, Zero Patient Due, and Patients Not Billed. Also modified Transactions YTD, Transactions Last Year, and Unposted Line Items to include TrNum and POS. Added referral fields to Transactions YTD and Last Year. Sub-folders. Added Ins Aging Detail. This report has a TON of fields in it but by default shows the insurance aging grouped by carrier and patient. A patient header line shows account #, name, DOB, SSN, Policy and Group # with each aged patient procedure still open being shown and totals presented in the footer. An EXCELLENT insurance report. Scheduling. Added option in Appointments Print command to appointments by a time range. The default is to determine the "working day" for each day but as there may be appointments outside of the typical working day some means had to be included to catch those appointments as well. The time is entered as "8:30am to 9:45pm". Scheduling. Fixed a few minor bugs found in the appointment printouts. Insurance Billing. Fixed bug in tax id/ssn where transitioning from doctor A using tax id to doctor B using SSN would cause the Tax Id/SSN field to be set incorrectly on one of the claims. No user ever reported this as a problem as it would be unusual to have this situation. Patient Transactions. Fixed bug in Bal. Err column. It was checking for out-of-balance conditions only by looking at the LESS THAN not the EQUAL TO comparison operator. Also added a group condition and column to the bottom grid on the same dialog so the totals are presented there for convenience. Patient Batch Billing. The "No Payments Since" field would also exclude accounts with no payments ever. This has been fixed. If no payments have been received since the data given OR no payments have ever been received the record will be included. Patient Billing. The formatted patient bill, whether for pre-printed or blank paper, now allows you to alter the position of every field. You can change its top, left, width, and height attributes. You can also set a field to be hidden or invisible. The caption for "boxed and titled" fields can be changed as well. The fields can be adjusted but not altogether moved. The transactions for instance are restricted in movement up and down to roughly 0.2 inches. Individual Insurance Billing. Secondary carrier information was not being printed in box 9. Patient Charge. The Box24E items were not being recalled for quick and speedy entry of a near duplicate claim. It kept defaulting back to 1. -------------------------------------------------------------------------------------------- July 17, 2006 - Version 3.00.94 Find Dialog. Added a "Restore Default Layout" to the Find dialog. In the case where the layout has become lost or so messed up that you need to return to the default a new "undo" icon has been added to restore the default layout. Patient Billing. Changed the text for the perforation from "Return this portion..." to "Return above portion..." for both individual and batch patient billing. States list. Added all "states" abbreviations served by the US Postal Service. The 50 states and Washington, DC were already listed but the following were not (but are now): 'PR - PUERTO RICO 'AS - AMERICAN SAMOA 'FM - FEDERATED STATES OF MICRONESIA 'GU - GUAM 'MH - MARSHALL ISLANDS 'MP - NORTHERN MARIANA ISLANDS 'PW - PALAU 'VI - VIRGIN ISLANDS 'AE - Armed Forces Africa, Canada, Europe, Middle East 'AA - Armed Forces Americas (except Canada) 'AP - Armed Forces Pacific -------------------------------------------------------------------------------------------- June 5, 2006 - Version 3.00.93 Archive. Removed ability to archive patients with open accounts. Archiving open accounts caused the ledger to "appear" to be out of balance for the day. Setup. Fixed problem in Setup Kit where VFPODBC.MSI would not start. Problem was in the README, tips, and tutorials as well and all had to do with having a SPACE (" ") in the file path (e.g. c:\Program Files\Rem Systems\MedLook). Setup. Added Tips to Setup Kit. Tutorials are not included as they take much more space. Appointments. If creating a new patient/appointment from the scheduler AND the very last patient entered into the system had also been deleted then the deleted account number was being selected and this caused problems making it impossible to create the patient directly from the scheduler. Now a new patient number will be selected. Html Reports. Added Managed Care Tracking report. This report can be generated using the Diagnostics and loading the ManagedCare.sql file from the SQL sub-folder in the MedLook product folder. Patient Sub-folders. Added Managed Care and DOS (Date of Service) reports. -------------------------------------------------------------------------------------------- April 25, 2006 - Version 3.00.92 Patient Billing. Using the formatted patient bill if there was a second address line available (e.g. Suite B) it would print on the same line as the first address line (separated by a comma). It now prints on the next line down, pushing the city, state, and zip down one line. Also, the "For Patient: Name Here" prints as one line instead of two like the rest of the bills. Installation. Added warning message if vfp6 could not be registered. Also gives instruction on how to register it properly. This cannot be reproduced by any of our development or test systems. Also added a run-time check on this and a message as well. Hopefully this will help resolve the problem. Patient Charge. Fixed minor bug in the charge screen where the diagnosis codes would pull up the patient's codes correctly when selecting the patient BUT they would also leave the prior patient's codes in place for fields not used by the current patient. For instance, if a patient had two diagnosis codes on the screen, you switch to a patient that only had one last time, when you switch the second code would not clear itself but the first code would change. Now it comes up with whatever the patient had last in any event. Patient Charge. Changed the TOS and EPSDT settings to "stick" like the POS and other settings between charges. If you close the patient edit dialog the values will reset to the defaults upon the next entry. The TOS will also take on the setting defined by the procedure code when and if the code changes. -------------------------------------------------------------------------------------------- March 8, 2006 - Version 3.00.91 Patient Billing. Could not generate tertiary (or more) insurance claim. Appointments. When creating new appointment AND patient, no doctor was being assigned. Now it defaults to the current resource. If you immediately went to payment and patient billing this caused a problem. Patient Payment. If no doctor has been assigned then the first doctor will be assigned so the payment can be entered. Main File Menu. Added Sample Database as a persistent menu item so any user can return to the sample database at any time. Main File Menu. Added Client Database AND removed recent database list if registered as MedLook Biller Limited. Selecting Client Database will automatically create c:\MedLookData if it does not already exist. Utilities. Added "Write-off open charges with insurance due" utility to the miscellaneous utilities of 1 of X. -------------------------------------------------------------------------------------------- January 24, 2006 - Version 3.00.90 Unable to close MedLook. This is a quick release, not entirely necessary, but helpful to people just trying MedLook. With all of the default settings it was possible to get in a position where MedLook would not close. This has been fixed. Once data had been entered this problem could not be reproduced, it would only happen with an empty database. POS. Could not add POS codes in the POS editor dialog. -------------------------------------------------------------------------------------------- January 13, 2006 - Version 3.00.90 MedLook Biller Limited. Added product option for MedLook Biller. BillFlash. Added BillFlash output file option to Patient Batch Billing. When displaying patient batch bills, Export->BillFlash Options and BillFlash are added options. These are to be used when generating a statement file to be submitted to BillFlash for mass printing. Patient Charge. The doctor selection (Box 31) now shows the doctor's mnemonic as well as first and last name. This was added because some offices had the doctor entered twice because of a requirement for more than one UPIN. Patient Batch Billing. Fixed a few minor options where turning an option off did not immediately affect the display. Sample database. A new sample database is provided with more current codes, transactions, etc. Insurance Batch Billing. Fixed problem where re-directing the insurance claims from the printer to file still sent the claims to the printer. Patient Payment. Fixed VERY minor VERY occasional bug where an error COULD occur if an odd sequence of events took place that required killing MedLook to get out of the loop. Utilities. Added utility to fix accounts that end up with a duplicate insurance problem. Look in Tools->Utilities 1 of X. Patient Edit. Fixed Responsible Party/Bill Other address problem on New Patient edit. The patient's address would ALWAYS be saved regardless of what was entered for the responsible party. Patient Edit - Duplicate Insurance. Wow, this was a difficult bug to find. A few clients have occasionally encountered a problem where duplicate insurance information would be loaded for a patient and then it was difficult to get rid of (hence the utility added as noted above). The bug has finally been found and fixed. -------------------------------------------------------------------------------------------- October 27, 2005 - Version 3.00.88 DOL. The DOL (date of last) calculations on the patient summary and then in custom reports was not printing. Patient Recover. Fixed bug in file path missing a "\" making it impossible to recover patients. Options. Added option to Show Folder Item on startup. For example, if editing patients when last in the program then on starting up the patient's account will automatically be opened. Registration. Added Solo suite as Starter, 500, 1000, Unlimited. Installation. Added weekly tips archive to delivery. Help. Added Manual, local and web tips to menu. Archive/Restore. To avoid confusion the main program is hidden when using archive/restore. Also a minor bug with grouped data items has been addressed. Edit Patient. Found and fixed odd case where a patient did NOT have an assigned doctor in a single doctor database and the assignment could NOT be made to the doctor. -------------------------------------------------------------------------------------------- October 3, 2005 - Version 3.00.87 Setup. Added a menu item and desktop item for the manual. Patient Account. Added Edit Template and Quick Notes to Options in Summary display. Added Edit Template in Notes display as well. Diagnostics. Added command button to activate Visual Fox Pro command box. Previously it was hidden. Changed Full Analysis to Analyze Tables, Fields, and Indices (see General note below). Tools. Added command button to activate SQL display in Edit Layouts. General. Made the program start up a bit faster. Removed check of tables, fields and indices. Reports. Added aging to Patient Statistics report. General. Changed the "Folders" toolbar command button to "Lists" because there already was another button called "Folders." Products. Added MedLook Solo, a new product feature. Solo registers the software to the doctor, not to the machine. See the www.remsys.com for more details on the features included. -------------------------------------------------------------------------------------------- September 16, 2005 - Version 3.00.86 Helpers. Added editor for insurance id number relative to the doctor and the facility. This same functionality was already on the Insurance Carrier dialog but it only listed the items for one line. This new feature lists all PIN numbers for each group. Individual line items can be easily entered, edited, and deleted (even in multiples). Plus the lists can be printed for safekeeping and verification. Also added password protection for deleting Helper list items. Payments. Added another column-wise button to move the remaining balance from one payor to another. Basically it moves it from primary, to secondary, to patient, to other, to correction, to write-off, and back to primary. Also the P button (for payment) will zero (0) the amount remaining due from the insurance carrier and add it to the next available payor. Payments. The Save button is now ALWAYS enabled BUT does not save any payment information where there are errors in the transaction. Transactions that have errors will be reported in a 10 second balloon tip box. Tools. Added Undelete Transactions. Although this will make the ledger reports incompatible (probably), it is still a necessary feature. Grids. Added right click Restore Default Layout to most grids. This makes it easier to return to the "factory" setting if a grid gets changed so much you cannot return it easily to the starting point. Packing. The current database can be packed from the Tools menu BUT ONLY IF no folder has been displayed. It is best to set the program to Home, exit, and re-enter MedLook. Then use Tools->Pack. Utilities. Added Merge Two Databases. Before merging databases each database must be packed, and it would be a good idea to re-index as well. Do the merge and then re-index the merged database. Patient Sub-folders. The folders that listed the secondary insurance were not properly displaying the secondary carriers in most cases. This has been fixed along with a few other minor issues in the grids. -------------------------------------------------------------------------------------------- August 18, 2005 - Version 3.00.85 Tools. Added Utilities menu item. This provides REM the flexibility to provide generic and customer specific tools WITHOUT modifying the program itself. Tools. Added Import Formatted and Column Delimited data. The formatted data import allows for input of report type data such as HCFAs, patient bills, and reports. Basically, we can import almost all of a competitors data straight from their electronic claims files, patient bills, and some simple reports. Tools. The column delimited data allows for the import of patient and insurance data that is presented in a column-wise manner typically found in Excel, etc. This data is not necessarily uniform like the formatted data as there may be a number of blank fields that are simply delimited with a comma (,). Tools. Added utility to update all DOL fields, close overpaid accounts, and close unpaid accounts. Patient Payment. Wow, here's an odd bug. Applying a single payment across multiple charges where only the first charge in the display has a write-off/credit AND the remaining selected charges DO NOT have a write-off/credit, the same credit would be given to each of them. Patient Summary. Minor fix for the DOL fields if they should be blank. They used to report the year 1899, now they are just blank. Patient "Walk-out" Bill. Honors the ICD9 display flag. Edit Insurance. When changing insurance carriers within its own edit dialog the PIN #'s wouldn't necessarily update for the selected doctor without selecting the doctor directly. Insurance Claims. If filing insurance claims for patients with secondary and primary insurance, the secondary insured's sex (box 9b) may be reported incorrectly. -------------------------------------------------------------------------------------------- August 12, 2005 - Version 3.00.84 Edit Insurance. Fixed possible bug regarding saving facility numbers. Batch Patient Billing. If you 'set bill date' AND 'add interest' an error could occur while writing the debits back to the database. -------------------------------------------------------------------------------------------- August 5, 2005 - Version 3.00.83 Patient Billing. The interest was being added twice to the "total due" in the patient bill. -------------------------------------------------------------------------------------------- August 1, 2005 - Version 3.00.82 Patient Bill. If there are NO Facilities entered into the database then the HCFA form would not display. Patient Charges. Fixed bug in entering debit if not CPT code was selected. This bug would throw an error but it was difficult to make it happen. Reports. Fixed several minor bugs in the Referral Source reports. Un-Delete. Fixed problem with grid on main dialog getting "lost" after entering the Patient Recall (un-delete) dialog. Default Views. Fixed recovery of default patient views to recover all default patient views (on main grid). Patient Table Layout. This particular view of the patient data would not allow for deletes. Resizing. The Edit Layouts and Bill Messages dialogs have been modified to better fit on low/coarse resolution monitors. HCFA Previewer. Added horizontal scroll bar to HCFA previewer. Patient Dialog. It COULD happen that the patient dialog may come up minimized (only if that was the way it was left). As this is undesirable it will no longer do that. Patient Edit. IF by some ODD change you have more than four (4) carriers per patient (we don't know), the patient edit MAY not completely load. Now only the first four carriers are reported, no matter what. Database Analyzer. Several small changes regarding the file output path for the XML option, the zip/compression for the HTML option, and switched the execute and options button switch around on the form. Print Image. An extra line was appearing at the top of every patient in the electronic claims file. Patient Batch Billing. The Pause for Doctor to change paper would pause but then reprint the same bills it just finished. -------------------------------------------------------------------------------------------- July 7, 2005 - Version 3.00.81 Patient (& Quick) Notes. The default settings would not "stick" as they should. It is still a bit curious as to when to use the default values and when to use the "current" values, just as this is curious in Word. Here's the rule: The default value is used IF there is a blank or white space immediately before the cursor when CLICKING into a note; otherwise the current properties are used for all new text. Patient Payment. The Date field of the payment would not always stick to what was last entered. Find Patient. If using the "Home" position the Find Patient dialog may or may not have included the patient's MI and address. Reports. Billing verus Payment was incorrectly reporting the Billings amount. Registration. Enhanced registration such that it will automatically select one of the properly registered products as the default on display. Help About Dialog. The products that have been registered are listed along with the type of license (permanent, yearly, monthly) and an optional "*" if the product failed the meet the current registration standards (e.g. the month subscription is expired). Appointment Options. The RESERVED text color (not background) was not being updated. -------------------------------------------------------------------------------------------- June 21, 2005 - Version 3.00.80 Patient Folders. Updated listing of Patients By Procedures (etc.) to include the Total Amount billed and Total Amount paid per patient per code. Did the same for Diagnosis codes. Payment Grid. Changed column headings for Ins1, etc. to Ins1 Bal, etc. and Applied to Applied/Paid. Setup. Missed TPatientTable.lyt (new file) in last product build. -------------------------------------------------------------------------------------------- June 17, 2005 - Version 3.00.79 Main Menu. The View menu now has additional items for the patient folder. The items include: 1) Patient Table, 2) Phones, SSN, DOB, 3) By Insurance, 4) Patient Due, 5) Next 7 Day's Schedule, and 6) Card View. 1) Patient Table is a much more comprehensive table of patient demographics, etc. 2) Phones, SSN, DOB is the default abbreviated list of patient items. 3) By Insurance is a list of patients listed by insurance. 4) Patient Due is a list of patients with a patient balance due. 5) Next 7 Day's Schedule is what is says. 6) Card View is as before (a card view of the patient data). By selecting one of these folders it becomes the default for the patient view. Patient Payment. If $0 payment was entered method was set to No Payment AND THEN a non-zero payment was entered it STILL retained the No Payment method, incorrectly. Now non-zero payments can never have No Payment as the method. Patient Edit. If changing just the policy # for a patient's insurance, the insurance MIGHT be dropped entirely without having "changed" the insurance carrier as well. Fee Schedules. The fee schedule name was not appearing in all the lists as it should (e.g. Find Procedure). Also, the DELETE on the main grid for fee schedules now works (it was giving some sort of grid warning). Main Grid Display. Changes to the grid (sorting, grouping, etc.) are now saved before a REFRESH is invoked such that the changes made stick. Patient Edit. If enabling Send Bill To Resp. Party then first name and MI are also copied from patient data. They will always match the patient name UNLESS they are specifically set to something else (not including a blank or space). Edit Hospital. Added phone number to dialog. Will print phone number on same line as facility number in HCFA Box 32. Also added a 30 character comment field (in case you want the phone number but don't want it printing on the HCFA form). Edit Doctor. Fixed phone number field such that if it was blank and you changed to another doctor and then back again that it would remain blank. Insurance Claims. Box 8 (Patient Status) was not correctly marking the "Part Time" student if NOT full time and if "Part Time" employed. Patient Billing. If interest calculation is enabled for the billing session but disabled on a patient the patient flag was being ignored, but no longer. Also, if the itemization date of the bill fell after all patient transactions leaving only a balance forward amount, the interest accrued would be added to the account but would not show up on the bill as a new transaction. -------------------------------------------------------------------------------------------- June 3, 2005 - Version 3.00.78 Patient Charge. Added check for a BLANK if Include Linked Procedures is checked. If this was checked on a procedure with no links, an untold number of charges would be generated for the account (1 to as many CPT codes as you have entered). Patient Folder. Middle Initial was not displaying. Fixed grid layout. Passwords. Allow for system password 3 times. After that the program exits. Also fixed Deletion Password logic for deleting patient transactions. Patient Edit. Address Line 2 was not being copied to Responsible Party (Bill Other) or to the insurance carrier if not Self. Patient Batch Billing. If Patient Status was set to "ANY" an error would occur. -------------------------------------------------------------------------------------------- June 1, 2005 - Version 3.00.77 Patient Payment. Added extra checks for valid dollar amounts (i.e. numeric) and for valid source of payment and method of payment. Batch Insurance Billing. Drastically sped up the "Merge" of insurance claims on LARGE (hundreds of pages of) insurance claims. Also sped up the Delete of an insurance page from the claims file. Diagnostics. Added F5 to allow access to FoxPro Commands for undeleting, etc. -------------------------------------------------------------------------------------------- May 27, 2005 - Version 3.00.76 Batch Insurance Billing. Fixed problem with Box 11D sometimes selecting Y(es) when it should be N(o). Patient Transactions. Deleting a transaction outside the view of the grid COULD cause some other transaction to be deleted. Patient Edit. Removed Initial Balance field (it was unused). Fixed 'Print Message On Bill' to only work from a selection, not from a key-in. Procedure Codes. Fixed problem encountered when no fee was entered. Now it simply puts in a 0 automatically. Appointments. Minor fixes if all "providers/doctors/resources" were deleted (and then some re-entered). Reports. Fixed problem with an error if the secondary insurance was null for the patients with insurance report. Batch Insurance. Added option to DELETE claims from the claims file using the 'View Existing Claims files' command option. The claims remain in the patient account but they are removed from the claims file. -------------------------------------------------------------------------------------------- May 6, 2005 - Version 3.00.75 Patient Charge. Fixed problem with remembering a "blank" or unspecified facility (box 32) in the patient charge dialog. Even after clearing the field it would return to the last specified (non-blank) facility. Batch Insurance Billing. Fixed sorting problem. Also changed filename of XML file that temporarily contains the latest submitted claims such that LTC would not grab this file. Labels. Fixed problem with the RESET button for the custom layouts. Reports. Fixed problem with error in Patients with Insurance report if not all carriers selected. Backup/Restore. Can now handle spaces in database folder name (as c:\MedLook Data"). Appointments. Color of appointments is controlled by appointment status. Appointments. Added a new option to create a new patient account and appointment from the right click menu. This speeds up this simple operation dramatically. Ledger. Fixed minor problem with Posting. If the ledger was posted/accepted, then new transactions entered, and then immediately return to the ledger nothing would appear. A refresh would fix the problem but is no longer required. -------------------------------------------------------------------------------------------- April 25, 2005 - Version 3.00.74 Batch Billing. Fixed problem with reprints filter not working properly. Reports. Ledger and Aging Report where only using "Active" patients. -------------------------------------------------------------------------------------------- April 21, 2005 - Version 3.00.73 Patient file. In update unconditionally setting 'remark' field to NULL. If the database wasn't set to this property no new patients could be added. Batch Insurance. Could not generate electronic and paper claims at the same time. Patient Account. If fee_nbr was null an error was displayed. Also, a check has been added such that the same insurance carrier cannot be selected more than once per patient (e.g. it cannot be both primary and secondary). -------------------------------------------------------------------------------------------- April 14, 2005 - Version 3.00.0069 (XP & 98) Options. Fixed minor bug with passwords. Patient Bill. Some bill amounts were being rounded to the nearest dollar (only in the plain paper bill). Ledger. Added warning for special instances where starting total doesn't equal prior ending totals. This should not happen because patient accounts with open charges cannot be deleted. Patient Edit. It was impossible to actually clear any of the date fields. Help & Tutorials. Both have been updated. -------------------------------------------------------------------------------------------- February 11, 2005 - Version 3.00.0021 (XP), 3.00.0012 (98) **Version 2+ notes have been removed.** =================== SYSTEM LIMITATIONS =================== 1. January 2003. On Windows ME (Millenium) the default MDAC version is 2.5 upon installing the operating system. It is not recommended to update to a later version of MDAC (such as 2.7). If this is done, the software will still function but on startup the program will appear to hang for 10 seconds. Everything will work ok with this minor exception. =================== SYSTEM REQUIREMENTS =================== To run MedLook, your computer must meet the following minimum requirements: - It must be a pentium grade processor, 500 MHz or more recommended. - It should have a minimum of 64 MB of memory (256 MB recommended). - Sufficient disk space, memory, and processor speed to support your OS and other Microsoft products. MedLook itself requires little disk space relative to current hard drive technology. - An external backup medium such as a CD Writer, Zip/Jazz drive, Super Disk, external hard drive, etc., is also highly recommended. - The screen resolution should be set to 1024 x 768 at least. Lower resolutions will work but seriously restrict the use of the program and all Windows applications.