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Table of ContentsSECTION I: About this manual .....................................................................................................5

Typographic Conventions ...........................................................................................................................5

Helpful Hints ................................................................................................................................................6

UPGRADING to AMS 2012 ...........................................................................................................7

SECTION II: Beginning User Directions – Daily Actions ..........................................................8 1.Opening and closing the AMS program .................................................................................................8

2.Navigating the AMS main menu ........................................................................................................... 10

3.Making a new patient file ....................................................................................................................... 14

4.Scheduling an appointment ................................................................................................................... 17

5.Checking out a patient (Recording a patient visit) .............................................................................. 24

6.Printing a group of insurance forms for one doctor ............................................................................ 31

7.Printing a daily cash report ................................................................................................................... 37

8.Recording an insurance payment with the insurance posting feature ............................................... 39

9.Printing a group of statements .............................................................................................................. 46

10.Backing up AMS files ........................................................................................................................... 52

11. Setting up AMS for your office: Customizing codes ........................................................................ 53 Explanation of the INSINFO.AMS file ........................................................................................................................ 57

SECTION III: Intermediate user directions ................................................................................60 1.Options for completing the insurance form ......................................................................................... 60

2.Aligning insurance forms with the printer ........................................................................................... 60

3.Printing from the AMS program .......................................................................................................... 61

4.Periodic actions in patient ...................................................................................................................... 62 (b) Individual statement- Selecting specific text to print ............................................................................................. 63 (c) Viewing and Printing Different Balance Due Amounts ........................................................................................ 63 (d) Individual Insurance Form .................................................................................................................................... 64 (e) Creating a Secondary Insurance File ................................................................................................................... 64 (f) Accessing Secondary Insurance Files .................................................................................................................... 65 (g) Renaming a Patient File ........................................................................................................................................ 65 (h) Tracking Patient Copay ......................................................................................................................................... 65 (i) Tracking Deductible Amounts .............................................................................................................................. 66 (j) Options in Patient ................................................................................................................................................... 66 (k) Patient File Locking .............................................................................................................................................. 68 (l) Lock Out Date ........................................................................................................................................................ 69 (m) On-Screen Messages............................................................................................................................................. 70 (n) FileNote ................................................................................................................................................................. 71 (o) NoteFile ................................................................................................................................................................ 71 (p) Find Unpaid Claims –Insurance Pending Report ................................................................................................. 71 (q) Zip code Look-up Box ........................................................................................................................................... 71 (r) Shortcuts in the Patient File................................................................................................................................... 71 (s) Customizing the Shortcuts in the Patient File ....................................................................................................... 72 (t) Adding Patient Numbers ........................................................................................................................................ 72 (u) Highlighting and Calculating Selected Lines ........................................................................................................ 74 (v) Ability to Copy and Paste Entire Lines .................................................................................................................. 75 (w) New Code for entering CNC fees .......................................................................................................................... 75

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(x) Secure Notes .......................................................................................................................................................... 75 (y) Patient Search/Lookup Features ........................................................................................................................... 76 (z) Multiple Ways To View Patient Visits .................................................................................................................... 77

5.Periodic Actions in Scheduler ................................................................................................................ 77 (a) Changing Time Inside of the Scheduler ................................................................................................................. 77 (b) Changing the Column Headings ............................................................................................................................ 77 (c) Changing Category & Provider Names and Colors .............................................................................................. 77 (d) Finding a patient in the Scheduler ........................................................................................................................ 77 (e) Printing Encounter Forms for all patients that day ............................................................................................... 78 (f) Printing Encounter Forms one patient at a time .................................................................................................... 78 (g) Keeping track of Missed Appointments ................................................................................................................. 78 (h) Recording a Recurring Appointment in the Scheduler ......................................................................................... 78 (i) Appointment Reminders ......................................................................................................................................... 78 (j) Creating Multiple Calendars .................................................................................................................................. 81

6.Periodic Actions in Charges ................................................................................................................... 82 (a) Moving where Billing Address prints .................................................................................................................... 82 (b) Adjust tax percentage ............................................................................................................................................ 82 (c) Programming the Charges Macro Buttons ............................................................................................................ 82 (d) Add Last Visit, Add Last Procedures, Add Last Payment Buttons ........................................................................ 83

7.Periodic Actions in Reports ................................................................................................................... 83 (a) Patient Balances .................................................................................................................................................... 83 (b) Data Check ............................................................................................................................................................ 84 (c) Restarting Insurance .............................................................................................................................................. 85 (d) Restarting Statements ............................................................................................................................................ 85 (e) Printing a Group of Secondary Insurance ............................................................................................................. 85 (f) Running the Undo program .................................................................................................................................... 86 (g) Running the Recall program ................................................................................................................................. 86 (h) Retrieving Daily Reports from Monthly Report Windows ..................................................................................... 86 (i) Saving Monthly Cash and Monthly Activity Reports to a File ............................................................................... 86 (j) Stopping a Report ................................................................................................................................................... 86 (k) Running the Code Summary Report ....................................................................................................................... 87 (l) Options in the Data Check Report .......................................................................................................................... 88 (m) Show Monthly Cash Report by month ................................................................................................................... 90 (n) Eliminating patients from showing in Patient Balance Report ............................................................................. 90 (o) Checking the Daily Cash Report against the appointments for the day ................................................................ 91 (p) Add Message to Bottom of 34103 (1 Part) Statements .......................................................................................... 91 (q) More checks when running Pre-Insurance ............................................................................................................ 92 (r) Mailing Labels ....................................................................................................................................................... 92

8.Periodic Actions in Options ................................................................................................................... 93 (a) Menu Style ............................................................................................................................................................. 93 (b) Background ........................................................................................................................................................... 94 (c) Directories – Setting the Paths .............................................................................................................................. 94 (d) Setting the Font and Size ....................................................................................................................................... 94 (e) Opening Pictures, Sound, and Video from the Patient File ................................................................................... 94 (f) Change AMS Date .................................................................................................................................................. 95

9.Periodic Actions in File .......................................................................................................................... 96 (a) Creating Patient Directories ................................................................................................................................ 96

10.Periodic Actions in Export Patients .................................................................................................... 96 (a) Overview of Export Patients .................................................................................................................................. 96 (b) List of Medicare Patients Example ........................................................................................................................ 98 (c) Birthday List Example ......................................................................................................................................... 100 (d) Finding Un-Paid Insurance Claims .................................................................................................................... 101

11.Periodic Actions in Code Change ...................................................................................................... 101 (a) Adding a Doctor .................................................................................................................................................. 101 (b) Adding Modifiers to Procedure Codes ................................................................................................................ 102 (c) Other codes and Descriptions ............................................................................................................................. 102 (d) Statement message on the bottom of the statement .............................................................................................. 102

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(e) Creating Multiple RECINFO files ....................................................................................................................... 102 (f) Code Validation .................................................................................................................................................... 103

SECTION IV: Advanced User Directions.................................................................................106 1.Charges .................................................................................................................................................. 106

(a) Different options available in the Charges Screen (BILOPTS.AMS) .................................................................. 106 (b) How to Use the Visit Counter .............................................................................................................................. 106 (c) How to Use the Automatic Patient Owes feature (AUTOPO): ............................................................................ 106

2.Creating secondary insurance files without re-typing everything ................................................... 106

3.Archiving Files ...................................................................................................................................... 106 (a) How to Archive Old Patient Files. ....................................................................................................................... 107 (b) How to Archive Old Electronic Insurance Claim Files. ...................................................................................... 107

4.Miscellaneous: ....................................................................................................................................... 109 (a) Statement options ................................................................................................................................................ 109 (b) Check for Open Files .......................................................................................................................................... 109 (c) EncNote – Encounter Notes ................................................................................................................................. 110 (d) Code=Descrp. (Running Statistics) ..................................................................................................................... 110 (e) Electronic Batch Posting ..................................................................................................................................... 110

5.Security: ................................................................................................................................................. 110 User Accounts Program ........................................................................................................................................... 110

SECTION V: FAQ – Frequently Asked Questions ...................................................................111 Patient File ............................................................................................................................................... 111

Why do IF and IP need to be together?..................................................................................................................... 111 How to erase a patient’s file ..................................................................................................................................... 111 How to put something in the ‘Adjustments’ box ........................................................................................................ 111 How to keep track of who has met their deductible ................................................................................................... 111 How do I track insurance benefits per patient .......................................................................................................... 111 How do I distinguish between patients with the same names .................................................................................... 111 Error 76 when pressing ‘Ctrl + O’ in the patient program. ..................................................................................... 112

Insurance Form........................................................................................................................................ 112 How to change information on an insurance form .................................................................................................... 112 How to NOT print a statement or insurance form for a particular patient ............................................................... 112 How to pull up all patients with secondary insurance .............................................................................................. 113

Patient ....................................................................................................................................................... 113 How to get a list of one week of new patients ........................................................................................................... 113

Printer ....................................................................................................................................................... 113 What to do when the printer cuts off (doesn’t print) characters ............................................................................... 113 What to do if receipts print out with the alphabet around them ................................................................................ 113 How to print one insurance form .............................................................................................................................. 113 How to print out your procedure and diagnosis code ............................................................................................... 114 How to print the screen at any time .......................................................................................................................... 114

Billing ........................................................................................................................................................ 114 What to do if the balances in the patient and Charges programs do not agree ........................................................ 114 How to look up a diagnosis code while in the Charges program .............................................................................. 114 What to do if your computer ‘locks up’ ..................................................................................................................... 114 How to remove a field ............................................................................................................................................... 115 How to safeguard your information when sending your computer in for repairs ..................................................... 115 How to format a USB Flash Drive ............................................................................................................................ 115

Codes ......................................................................................................................................................... 115 How to add a payment code ...................................................................................................................................... 115

Reports/Statements .................................................................................................................................. 115 How to erase your 30, 60, 90 day messages ............................................................................................................. 115 How to find out how many procedures were done during the month ........................................................................ 116

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How to send your statements only to cash patients ................................................................................................... 116 How to run statements that differentiate between the patient’s balance and insurance balance .............................. 116

Send Request ............................................................................................................................................ 117

Where to Get Help .................................................................................................................................. 117

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SECTION I: About This Manual Welcome to the AMS 2012 for Windows Reference Manual. Like the AMS 2012 software program, this manual has been expanded and improved. This manual is divided into five main sections: I. The introduction, which includes “About This Manual” and “Getting Started” • This section provides instructions on how to read this manual and how to install the AMS

2012 program on your computer. II. “Beginning User Directions” – Daily Actions • As a tutorial, the “Beginning User Directions” section is divided into 10 subsections. Each

subsection is a hands-on, step-by-step walk through of most of the AMS programs, during which you will simulate most of your daily actions.

III. “Intermediate User Directions”– Periodic Actions • The “Intermediate User Directions” section offers instructions for actions needed on a

periodic basis. IV. “Advanced User Directions” – Advanced Features • The “Advanced User Directions” section offers instructions for the advanced user. It

explains advanced features and offers variations on how to use the AMS program. V. “FAQ – Frequently Asked Questions” • The “FAQ” section offers solutions to commonly asked hardware and software questions. Typographic Conventions Throughout this manual we have employed the following conventions in the directions:

• The actions a user should perform to complete the task are preceded by the word “Action.”

• Explanations of the user’s actions are preceded by the word “Explanation.”

• Variations (or other ways of performing the Action) are preceded by the word

“Variation.”

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• When you see Alt + X and/or Ctrl + X (where X is any letter between A and Z), this means hold down the Alt or Ctrl key (located in the lower left corner of the keyboard) while pressing the desired key.

For Example: ‘Alt + F’ to select File ‘Alt + Q’ to Quit the program ‘Ctrl + I’ to Insert a line ‘Ctrl + L’ to use the Look Up feature

• When you see “Lastname.FM,” Lastname refers to no more than 8 letters of the patient’s last name, F is the 1st letter of the first name, and M is the 1st letter of the middle name. Lastname.FM is used as the file number, patient number, or patient ID.

• In the directions, text in single quotes is to be typed literally. You may use either capital

or lower case letters but the words must be spelled as they appear in the manual.

• Using the Mouse: i. ‘Mouse Click’ or ‘Click’ means press the left mouse button one time. ii. ‘Double Click’ means press the left mouse button twice quickly. iii. ‘Right Mouse Click’ or ‘Right Click’ means press the right mouse button.

• ‘Desktop’ refers to the screen in Windows 95, 98 , XP, Vista, or Windows 7 that has “Start” in the lower left corner, the time in the lower right corner, and all the icons (like My Computer) on the screen.

• The ‘Taskbar’ in Windows 95, 98, XP, Vista, or Windows 7 is usually at the bottom of

the Desktop screen. The word “Start” should be in the bottom left corner and the time should be in the bottom right corner.

Helpful Hints

The following are a few suggestions to help you if you are a first time computer user.

• When pressing a key on the keyboard, press and release the key as quickly as possible. (If

you hold down a key, the character on the key will repeat itself.) • The ‘AMS Main Menu’ refers to the full screen that comes up when first starting AMS

with the buttons labeled Patient, Calendar, Charges, More, and Help.

• To get out of any screen, (i) click on the ‘X’ in the top right corner of the active window; (ii) Select ‘File’ and then ‘Exit;’ or (iii) select ‘Cancel’ when in the Reports windows.

• Throughout the program, the top two lines and the bottom line of the screen display

directions.

-The top line shows the possible actions which are executed by clicking on the command or pressing ‘Alt or Ctrl + the first letter of the word’. -The second line displays the program or file name that you are working with.

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-The bottom line displays the prompts, directions, or lists of acceptable keys.

UPGRADING to AMS 2012

1. To upgrade to AMS 2012 you must first have AMS 2011 installed on your computer and be receiving the daily messages and updates.

2. If you do not have the AMS 2011 program installed on your computer or you are not

receiving the daily messages and updates then please call (919) 570-6001 and ask for a technical representative to get your computer ready for the AMS 2012 upgrade.

3. Once your computers are properly setup for the AMS 2012 upgrade you will need to

schedule a time with us to have the upgrade message sent to your computers.

4. At the scheduled time you will receive a pop up message asking if you would like to upgrade to the AMS 2012 program.

Note: Before pressing YES on the next step make sure that all AMS programs except for the toolbar are completely closed.

5. If you wish to install at this time press YES and the upgrade will start. If you do not wish to install the upgrade press NO to cancel the upgrade.

6. Once the upgrade is complete you will need to restart your AMS program at which point

you will have successfully upgraded to AMS 2012.

7. If you would like to schedule a training session please call us at (919) 570-6001.

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SECTION II: Beginning User Directions – Daily Actions

The first step in learning the AMS 2012 software begins by following all the steps in subsections 1-10 in this section. Six example patients have been included in the software for you to view as training. The last names all begin with L. Go through every page in these sections and press the keys exactly as the book describes. This will get you familiar with the program. Call AMS when you are prepared to delete the example patients. It is recommended that you keep them for 1-2 weeks as reference point for filling out new patient files. 1. Opening and Closing the AMS Program (a) Starting the AMS Program To start the AMS program from the Windows Desktop: Action: Select Start, then Programs, then AMS 2012, and then the AMS icon. Figure 1 appears. This is the “AMS Main Menu” and will be the main view used throughout this manual. You can also create a shortcut to the AMS icon on your Desktop by right-clicking on the icon and then selecting “Send to” then “Desktop (create shortcut)”.

Figure 1

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You can make this Main Menu horizontal (which is smaller) and move it to the top right corner of the screen, by doing the following:

1. Click on the button on the top right of the Main Menu to open the “Options”.

2. Select “Horizontal” under Menu Style and click OK. 3. Next, shut down the AMS program by clicking on the red X in the upper right corner,

just above the ‘Options’ button on the Main Menu. 4. Restart AMS again. You should see a horizontal toolbar that looks like Figure 2. 5. To move the AMS toolbar, left-click on the blue bar at the top of the toolbar and,

keeping the left mouse button depressed, drag mouse pointer to the place you want the toolbar to appear on your Desktop. When you release the left mouse button, the toolbar will move to the position you indicated.

Figure 2 (b) Quitting the AMS program To quit AMS, start at the Main Menu (see Figure 1 above).

• Click the red X in the upper right corner above the options button. Explanation: This shuts down the AMS software. You should always shut down AMS before you shut down your computer. You should also always shut down AMS at the end of the day to advance the AMS date to the proper date for the following day.

• If using a view other than the full screen Main Menu select “Yes” when asked “Are you sure you want to quit the AMS software?” (Figure 3)

Figure 3 Explanation: This will shut down the AMS software and any open window associated with the AMS software.

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2. Navigating the AMS Main Menu

Figure 1 I. Patient Look-Up and General Patient Information (See Figure 1)

• This section of the AMS Main Menu allows you to look up and preview a patients’ information.

• This section also allows you to run searches for any information contained within patients’ files using the search box.

• Aside from previewing the patients’ information you can also add or edit a patients photo.

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II. Other Programs and Features of AMS 2012 (See Figure 2 below)

• These sections contain links to other programs and features contained within AMS 2012. • These links include Add New Patient, Statements, File Insurance, Calendar, Charges and

Daily Cash Report just to name a few. • Reports and More provide you with a drop down list with more programs to choose from.

Figure 2

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III. List of Scheduled Appointments for the Day (See Figure 3 below)

This section gives you a list of all the patients that have been scheduled for that day.

Figure 3

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IV. Referral Information, Date and Options (See Figure 4 below)

• On the bottom left of the Main Menu is the referral information. • The button located in the upper right corner will take you to the Options

screen. • The bottom right corner shows today's date.

Figure 4

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3. Making a New Patient File

• Starting at the Main Menu (Figure 1)

Figure 1 Action: Click the Add New Patient button and Figure 2 appears.

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Explanation: This takes you into the New Patient Wizard. The New Patient Wizard is used to create new patient file.

Figure 2 Action: On the next few patient wizard screens you can fill out the needed information on each page and then press “Finish” to send all of your information to the patient screen. See Figure 4 for an example. Explanation: The questions are all the same questions that are on the HCFA 1500 (12-90) form. You might find it handy to look at the HCFA 1500 form while completing the rest of this exercise. Variation: If it is a cash patient, then skip all the insurance related questions. If it is a worker’s compensation patient then answer “Yes” on the work related accident question. If it is a Personal Injury case, answer “Yes” on the auto accident question. (a)Adding and Managing CSZ Entries Action: When in the new patient wizard you have the ability to save the city, state and zip code information for later use by clicking the Manage Entries button (See Figure 2) choosing the Add option and entering the information or by clicking next and pressing yes when prompted to add a CSZ entry that is not already recorded. (See Figure3).

Figure 3

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Explanation: The CSZ entries will allow you to simply enter part of the city, state or zip code before giving you a list from which to choose the information you want to have filled in. Action: Once all the correct information has been entered click the finish button and you will be asked if you are ready to create the new patient with the information entered. See Figure 4.

Figure 4 Note: The patient file name will be the patient’s last name followed by a dot, then the first 3 letters of the patient’s first name. If you have more than one patient with the same name, then the second file will be named with the last name followed by a dot, then the first 2 letters of the patient’s first name followed by the number 2. EX: John Doe. Action: You can also use the normal patient information window to edit any patient information in any field as shown in Figure 5. To save the changes you made to the Patient file, select ‘File,’ ‘Exit,’ and ‘Enter’ (or Yes). This takes you back to the Patient Name List. Variation: Another way to save and quit is to select ‘File’ ‘Save’. The fastest way to Quit is to press Alt + Q, and then Enter.

Figure 5

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4. Scheduling an Appointment

(a) Using the Add New Appointment Feature Starting at the AMS Main Menu (Figure 1)

Figure 1

Action: Click the Add New Appointment button (see Figure 1). Explanation: This opens the New Appointment window (see Figure 2 below)

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Figure 2 Explanation: On the New Appointment screen you can see all the available times for the day or for the week when the View Mode is set to Weekly. Action: To add an appointment double click on any available time slot and Figure 3 will appear.

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Figure 3 Explanation: In the properties screen you can enter the appointments start time, how long the

appointment will last or of it will be an all day event. You also have the option of choosing an existing patient or entering in the patients’ information manually. Action: Enter the patients’ information or click Get Existing Patient and select them from the list. Enter the Room, Provider and Category along with the appointment times and any notes you wish to record then press OK.

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(b) Scheduling an Appointment using the Calendar

Starting at the AMS Main Menu (Figure 1)

Figure 1 Action: Click the Calendar button and Figure 2 (below) appears. Explanation: This takes you into the calendar program, which is used to schedule appointments. Variation1: You can press ‘Alt + C’ to start the calendar program.

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Figure 2 Action: Double-click on a day and Figure 3 appears.

Figure 3 Action: Double-click on a time slot (yellow area) and the Patient name list appears as shown in Figure 4 (below).

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Figure 4 Action: Locate the patient you wish to schedule then double click on the patient name and figure 5 (below) appears Variation: You can type in the full filename, or you can highlight the patient name and press “Enter”

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Figure 5 Action: Type any extra relevant info in the white space provided.(See figure 6).

Figure 6 Action: Select the “Save Symbol” at the top left corner of the window. This saves the current appointment and takes you back to the day view. Action: On the day view, select the top right ‘X’ on the corner to close. This takes you back to the Month View. Variation: Press Esc on the keyboard. This takes you back to the Month View. Action: On the Month View, select the top right ‘X’ on the corner to close. This takes you back to the main menu. Variation: Press Esc on the keyboard. This takes you back to the main menu.

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5. Checking out a Patient (Recording a Patient Visit) Starting at the Main Menu (Figure 1)

Figure 1 Action: Click the charges button and Figure 2 (below) appears. Explanation: This takes you into the charges program, which is used to record todays’ charges and payments.

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Figure 2 Action: Type in the patients’ partial last name as shown in Figure 2 (the first three letters of the last name). Explanation: It will bring up all the names that start with those three letters. Variation: You could type in the full filename. Action: Press the down arrow until the patients’ filename is highlighted in the center box as shown in Figure 2. Action: Press “Enter” and Figure 3 (below) appears. Variation: You can also double click on the filename in the list to open the patient file.

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Figure 3 Action: Press “Enter”. This will put you in the code column. This column is used for diagnosis, procedure, payment, and other codes.

• If you accidentally move beyond the Code field (e.g., if you are in the Description or Diagnosis field), you can move back to the Code field by holding down the Shift key and pressing Tab as many times as necessary.

Action: Type in the first Diagnosis Code and PRESS THE DOWN ARROW ONCE and something similar to Figure 3 appears. Explanation: This will enter the code and put you in position to put in the next code. Variation 1: You could have pressed “Enter” seven times instead of pressing the down arrow once.

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Figure 4 Action: Type in the procedure code and PRESS THE DOWN ARROW ONCE (or press ‘Enter’ or “Tab” 7 times). A figure similar to Figure 4 appears. Again, this will enter the code and put you in position to put in the next code. Variation: Click the PC Code Look-Up button or the DX Code Look-Up button on the left side of the charges screen and a search list appears as shown in the figure below.

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Action: Start typing in the description of the code you are looking for and the program will locate the correct code for you.

Figure 5

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Explanation: The charges screen has 25 lines for your use. If you need to enter more data than 25 lines, you should use the Patient Screen. The charges program will put 4 Diagnosis Codes and 6 Procedure Codes on the HCFA form. Action: Type in the Todays Payment code and press ‘Tab” three times. The payment codes are: CK for payments by check CA for payments by cash CC for payments by credit card

-2 for any adjustment to the balance Explanation: This will put you in the “Charges, Payments, Adjustments” column. Action: Type the amount of the Today’s Payment and press “Enter” as shown in Figure 6. Remember to put a minus sign in front of any payments.

Figure 6 Action: Click “Exit”, the red X (or Alt + Q) and Figure 7 appears. Explanation: The above action gives you an opportunity to save or discard the changes you made before exiting the charges screen for that patient. Variation: You can press the Save and Exit button, which will allow you to save the changes and to exit the charges screen in one step.

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Variation: If you want to print a “walk-out” receipt, press the “Receipt – All” button before quitting to display all lines on the receipt. You can also press “File” and “Print” and “Enter” to print a receipt. Variation: Click on the box to the right (that is labeled “Sel”) of any line that you choose to select in order to print selected text only. Then select File, Print, Receipt Selected Text.

Figure 7 Action: Press “Enter” and Figure 8 appears. Explanation: You have just added a visit to the patients’ file. If you re-enter the patients’ file using the patient program then you will see the visit that you just added at the bottom of the patients’ file.

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Figure 8

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6. Printing a Group of Insurance Forms for One Doctor Starting at the Main Menu (Figure 1)

Figure 1 Action: Click the File Insurance button and figure 2 appears. Explanation: This takes you into the Insurance Forms program.

Figure 2

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Action: Run a “Pre-Insurance” check before printing your insurance forms. Explanation: Select “Pre-Insurance” in the “Insurance Options” box (Figure 3a). Select which type of Insurance to print – Regular, Secondary, etc. (Figure 3b). Select whether to print on HCFA-1500 forms or to print Electronically (Figure 3c.)

Figure 3a

Figure 3b

Figure 3c Variation: Select “Options”. Figure 4 appears as seen on the next page.

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Figure 4 Explanation: This allows you to print insurance forms beginning with a particular file or to print Insurance forms for those patients’ who have a particular code and description in their file. This also allows you to set various options to check for errors on the insurance form. Action: Press “Enter” or “Ok” and a screen similar to Figure 5 appears in 1-5 minutes depending on the number of insurance forms to be processed and the speed of your computer. Explanation: The Pre-Insurance program begins reading the patient files in alphabetical order. Onscreen, the names of the individuals for which an insurance form will be generated appear.

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Figure 5 Note: An “Amount Filed” column appears on the right of the Insurance List. When running Pre-Insurance, the amount in that column will always be zero. When running Insurance Forms, the “Amount Filed” column will reflect the actual amount of the insurance filed. (Compare Figure 5- Pre Insurance with Figure 8 (below) – (Insurance Forms). Action: Correct any errors that appear. Explanation: A description of the error will appear in the “Error” column. Double click on the filename to access the patient file and correct the error. Once all errors have been fixed, the “Insurance forms” program should be run. Variation: Press “Print” and a list of the file names and any errors will be printed to paper. This can be kept for your records. Action: Select Cancel and then Figure 6 will appear.

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Figure 6 Action: Click the File Insurance button again to run your insurance forms. Explanation: This takes you into the Insurance Forms program. Action: Repeat the process as described above in Figure 3a, 3b, and 3c, except select “Insurance Forms” as shown below in Figure 7.

Figure 7

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Action: Select OK and a screen similar to Figure 8 will appear. Explanation: This is a list of the file names for which insurance forms will be generated.

Figure 8 Action: Select “Print Claims” if you would like to print these claims on HCFA-1500 forms. Variation: If you selected “Electronic Claim”, your electronic file has already been generated. There is no need to select “Print Claims”. Please refer to the directions provided by the Electronic Claims Company as to how to file these claims. Action: Once the program has finished printing your HCFA-1500 forms, you can select ‘Cancel’ or click on the “X” to return to the AMS – Main Menu. Variation: If you selected “Electronic Claim”, you can select “Cancel” or the “X” as soon as Figure 8 displays “Done…. Press Enter to Print or Esc to Cancel” in the bottom corner of the window.

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7. Printing a Daily Cash Report Starting at the Main Menu (Figure 1)

Figure 1 Action: Select the “Daily Cash Report” button and Figure 2 appears. Explanation: This takes you into the “Daily Cash Report” program.

Figure 2 Variation: Select the “Reports” button and then select “Daily Cash Report”. Action: Enter the date in the “Date” box (and, if applicable, select the doctor you choose to run the report for) and select “Ok” as shown in Figure 2.

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Action: A screen similar to Figure 3 appears in 1-5 minutes depending on the number of transactions for the day and the speed of your computer.

Figure 3 Variation: You could double click on a Patients’ file name to access their file for any reason. Action: Click on the “Print” button to print the report to paper. Variation: You don’t have to print; you can click on any of the “Display” buttons at the bottom of the window; you can “Cancel” if it is not correct. Look at the payments to make sure they all have minus signs (-) in front of them. • “Print Deposit” - Divides up the cash, checks, and credit cards. • “Print Deposit Ticket”- Prints a deposit ticket which can be used as deposit slip at your

bank. Action: After printing, you will be returned to the AMS - Main Menu.

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8. Recording an Insurance Payment with the Insurance Posting Feature Action: Start the Insurance Posting Feature

• Starting at the AMS Main Menu, click the Insurance Posting button (see Figure 1).

Figure 1 Explanation: You are now in the Insurance Posting program (see Figure 2 below).

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Figure 2 Action: Press the Checks button and select New Check as shown in Figure 2. Explanation: This takes you into the Check Info screen (see Figure 3 below).

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Figure 3 Action: Enter in the information for Check Payer, Deposit Date, Date of Check, Check # and Check Amount. Action: Type in IP (the code for insurance payment) and press “Enter” as shown in Figure 3. Action: Type in “-2” or the letters “ADJ” for adjustment and press “Enter”. This puts in the adjustment or write off usually printed on the Explanation of Benefits you received from the insurance company as shown in Figure 3. Action: Enter in any additional lines into the Additional Lines area and press OK. Explanation: You have just added a check into the Insurance Posting program. If you would like to make changes to the checks information you can press Edit check in the Check Info area (see Figure 4 below).

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Figure 4 Action: Click the New Claim button to select a patient start a new claim (see Figure 4). Explanation: This opens the Claim Info screen with the information of the patient selected (see Figure 5 below).

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Action: In the Claim Info screen select a different patient if needed, select the Date of Service and whether you want to post as primary, secondary or tertiary. If you wish to enter the EOB information check the Enter EOB Information check box and press OK.

Figure 5 Explanation: When you press OK this opens the Select Claim Lines screen that shows all the procedures that where found for that date of service (see Figure 6).

Figure 6 Action: Double click the procedures to add them to the claim. This opens the Claim Line screen (see Figure 7 below).

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Figure 7 Action: Fill in the Allowed and Paid lines and press OK. The DOS, Code, Charge, and Adjustment lines are already filled in for you but can be changed if needed.

Figure 8 Action: Once the Claim Line is entered you have the options to either Add another Claim Line, Edit an existing Claim Line, Delete a Claim Line altogether or Submit your claim (see Figure 8). Action: Once you have finished entering and editing the Claim Lines press the Submit button to process the claim and move it to the Claims Processed box (see Figure 9 below).

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Figure 9 Explanation: The Claims Processed area allows you to view the claims you have processed already and view the Claim Lines for each claim. Action: Once you are finished processing the claims press the Post to Accounts button which posts the insurance claims to the patients’ account and takes you to the Posting Review screen (see Figure 10 below).

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Figure 10 Explanation: The Posting Review screen gives you a list of the claims that are successful marked in green and those that are unsuccessful marked in red. There is also the option to double click a patients name to view their account or press “Done” to return to the Insurance Posting screen. Action: To Exit the Insurance Posting program you can either click the Exit button in the top left corner of the Insurance Posting screen or click the red X in the top right corner of the Insurance Posting screen. The Program will ask if you want to save any changes you have made press yes to be given the option to save a CSV file containing a list of the claim lines and information about the claims you processed this session. 9. Printing a Group of Statements The best way to go with statements is to do them electronically. The Electronic Statement Program will enable you to run your statements much more quickly and efficiently. It allows you to review each statement before it is sent. You have the ability to add notes to the bottom of selected statements, and delete the ones you do not want sent out. Sending your statements electronically to AMS Software takes the work off your staff and provides an efficient way to send statements on a regular basis and increase your cash flow. AMS Software will prepare, print, fold, stuff, seal and mail the statements for you. Note: Please call 919-570-6001 before doing the following.

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Starting at the Main Menu (Figure 1)

Figure 1 Action: Select the Statements Button and Figure 2 (below) appears. You are in the Statements program. Variation: Click the Reports button then select Statements.

Figure 2 Action: Press the down arrow next to “Patient Options” to select the category of patients to receive statements (as shown in Figure 3). Explanation: The following is a list of how the patients are categorized.

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‘Cash Only’ – If you do not fill in the field that asks “INSURANCE COMPANY NAME” Insurance Only – If you fill in the field that asks “INSURANCE COMPANY NAME” Cash and Insurance – This is everyone. This choice includes all the files. Workers Comp. – This is all the patients who have a “YES” in the field that asks “10a IS PATIENT’S CONDITION RELATED TO EMPLOYMENT?” Personal Injury – This is all the patients that have a “YES” in the field that asks “10b IS PATIENTS’ CONDITION RELATED TO AUTO ACCIDENT” “Non-Ins, Non-pi, Non–wc” – This is all the patients that have nothing in the field that asks “INSURANCE COMPANY NAME”, that have a “NO” in the field that asks “10b IS PATIENT’S CONDITION RELATED TO AUTO ACCIDENT”, and they have a “NO” in the field that asks 10a “IS PATIENT’S CONDITION RELATED TO EMPLOYMENT? ”

Figure 3 Action: After selecting the Patient Options, adjust the Beginning Date if desired. Action: Press ‘Tab” or click in the “Ending Date” box. Action: Adjust the Ending Date if desired and press tab.

Note: The most common choice is the beginning of the month and the end of the month. Action: Select the “Options” button and Figure 4 will appear. Explanation: This allows you to select a “Beginning File Name”. It also allows you to print Statements for patients who have a certain “Code” and “Description” in their file Note: Various options can be set for different types of statements. This options screen can be used to change the parameters on the statement. It can also be used to align the statement in the printer. For Electronic Statements, check the box “Electronic Statements”

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Figure 4 Action: Press “Enter” or “Ok” and the Statements window (Figure 2) appears again. Explanation: A list of all file names and the relevant details will be printed to screen for all patients that will receive a statement (see Figure 6). Note: The Statements will not automatically print when doing them electronically. You then have the option to view your statements, add messages to individual statements, delete any that you do not want sent, then simply upload to our website, and let AMS do the rest. These Electronic Statements have proven to be less expensive than doing them yourself. For more information please visit our website at www.ams-software.com. Click on the News tab for information and testimonials regarding the Electronic Statements. Let your trainer know when you are ready to send out statements and we will set an appointment with you to do them electronically.

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Figure 5

Figure 6 Action: Press “Preview” once the Statements have completed and Figure 7 appears.

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Figure 7 Action: Scroll through and manually edit, remove or modify any statement that you wish, then press the “Upload” button to send to AMS to have printed, folded, and mailed for you! Action: Close all open windows

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10. Backing up AMS Files The backup procedure is different on everyone’s computer. However, here is the information you need to know. • To back up the files related to AMS, you need to back up the following directories or folders:

\AMS \PAT \INS2 (if you are doing secondary insurance) \INS3 (if you are doing tertiary insurance)

(You can use whatever backup program or procedure you want to as long as you backup the files in the folders listed above). • If you are backing up to a zip or USB drive, put the following lines in your

\ams\backupams.bat file.

xcopy c:\ams\*.* z:\ams\*.* /s/y xcopy c:\pat\*.* z:\pat\*.* /s/y xcopy c:\ins2\*.* z:\ins2\*.* /s/y xcopy c:\ins3\*.* z:\ins3\*.*/s/y

(Note: Replace the letter ‘z’ with the drive letter of your zip or USB drive.)

To edit the \ams\backupams.bat file:

Select Start then select Run Type in: notepad \ams\backupams.bat Press Enter

• If you are backing up to a CD-RW drive, you may need to use the software that came with

your computer or your drive to back up. You will need to set up the software to copy the necessary AMS folders.

Backing up your data is very important. Please let us know if you need assistance with setting up your back up. Call AMS to setup an appointment to verify that your backup was set up correctly. It is also important to verify that your backup is working correctly once or twice a year.

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11. Setting up AMS for your office: Customizing Codes Edit the following files for your office:

α. Diagnosis Codes & Descriptions (DXCODE.AMS) Three things should be completed in this file: short codes, diagnosis codes, and descriptions. The short code goes in the far left column (under the “Date” column) and should be in capital letters or numbers. It is used to expedite the process of entering the long diagnosis code. The actual full diagnosis code goes in the next column (“Code” column). The description goes in the next column (“Description column”).

• Select “More” then “Code Change” (Figure 1) • From the list, select ‘DXCODE.AMS’ (Figure 2) • Follow the example to customize the diagnosis code file to suit your office • You can insert new lines by pressing “Ctrl + I” or you can type over existing lines

Figure 1 Figure 2

β. Procedure codes, descriptions, and charges (PCCODE.AMS) The same principle applies as in the Diagnosis code file.

• Select “More”, “Code Change”, and then “PCCODE.AMS” (Figure 3) • Follow the example to customize the procedure code file to suit your office (Figure 4 • You can insert new lines by pressing “Ctrl +I”, or you can type over existing lines • Refer to Periodic Actions in Code Change for instructions to setting up modifiers

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Figure 3

Figure 4

χ. Receipt Information for Receipts and Statements (RECINFO.AMS) This program is used to set the format for the clinic information that appears on a receipt.

• To access the receipt information program, select “More”, “Code Change”, and

then “Recinfo.AMS” (Figure 5)

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Figure 5

• This brings up the default receipt information screen (Figure 6).

Figure 6

• You have the ability to modify the top 15 lines of the receipt. (Line 1 represents line 1 on the receipt; line 2 represents line 2 on the receipt, etc).

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• Fill in this file in a manner representative of how you would like your receipts to

print. You may want to include - Clinic name, Doctor name, Hours of Operation, Telephone, Fax number, etc. Some clinics include Tax ID # if required by any payers of statements. (It is recommended that you update this file with your clinic name, address and city, state and zip where the AMS Software one is if you ever choose to print statements or receipts. This is where the information is drawn from to complete the statement.)

d. Insurance information form (INSINFO.AMS)

Modifying this file changes the bottom of the HCFA 1500 form (i.e., blocks 24, 25, 27-33).

• Select “More”, “Code Change”, then “INSINFO.AMS” (Figure 7)

Figure 7

• Press “Enter” and a screen similar to the one in Figure 8 appears.

***INSINFO.AMS is also used to align the HCFA – 1500 form on Laser, Ink Jet and Desk Jet printers. Refer to line 14, 15 and 16 below.

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Figure 8 Explanation of the INSINFO.AMS file

• Line # = Line Number in the Insinfo.ams File • Block # = Block Number on the HCFA 1500 (12-90) form

Line# Block # or description

1………31-2 2………24J-1 3………27 4………25-S 5………25-E 6………33-1 Practice or Physician Name 7………33-2 Practice or Physician Address 8………33-3 Practice or Physician City, State, and Zip Code 9………33-0 Practice or Physician Phone # 10……..33-4ab a: NPI b: Other PIN # 11……..28 12……..29 13……..30 14……..Move the Print up or Down 15……..Move the Print Left or Right on the Insurance Form 16……..Number of lines per page 17……..Number of spaces to move the Insurance Address 18……..Put the Medicare x-ray date in block 19 or 21 19……..Number of digits for the year on the form 2 or 4 20……..Use Decimals Yes or No 21……..Use Commas Yes or No 22……..Use Dashes Yes or No 23……..32-1 Name of Facility where services were rendered 24……..32-2 Address of Facility where services were rendered 25……..33-3 City, State and Zip Code of Facility where services were rendered

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26……..32-4ab a: NPI b: Other ID # 27……..Print Diagnosis Descriptions Yes/No Line # Block # or Description

28……..Print Procedure Descriptions 29……..HCFA 3. Birthday Digits 2/4 30……..HCFA 11a. Insured DOB Digits 2/4 31……..HCFA 9b. Other Insured DOB 32……..HCFA 14 Date Digits 2/4 33……..HCFA 18 Hospitalization Date Digits 2/4 34……..HCFA 24 DOS Digits 2/4 35……..HCFA 31-1 36……..HCFA 31-4 37……..Print Upper Case Yes/No 38……..HCFA 241-1 ID Qual 39……..HCFA 24J-2 – NPI # - Rendering Provider ID# 40……..HCFA 32-4A NPI# - Service Facility Location Info – Line 4 41……..HCFA 32-4B Other ID# - Service Facility Location Info – Line 4 42……..HCFA 33-4A NPI# - Service Facility Location Info – Line 4 43……..HCFA 33-4B Other ID# - Service Facility Location Info – Line 4

Variation: Click Tools at top of the Code Change Information window. Then Click Code Change Wizard as shown in Figure 9. Then fill out the appropriate fields shown in Figure 10.

Figure 9

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Figure 10

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SECTION III: Intermediate User Directions 1. Options for Completing the Insurance Form

As you have seen in the patient file, the majority of the information on the insurance form comes directly from each patient file. The remainder of the information comes from one of two places: 1. The INSINFO.AMS file, which is located in Code Change (see previous section). 2. For several of the fields on the Insurance Form there are overriding codes. These codes

allow you to customize the Insurance Form on a per patient basis. In order to use these codes, you must put the overriding code in the “Code” column of the patient file and the data to appear on the Insurance form in the ‘Description’ column of the patient file. The overriding codes are as follows:

• “HCFA33-4” – if this code is in the “Code” column, whatever number is in the “Description”

column will appear on line 4 of Box 33. • “HCFA31” - if this code is in the “Code” column, whatever name is in the “Description”

column will appear on Box 31. • “HCFA24J” - if this code is in the “Code” column, whatever number is in the “Description”

column will appear on Box J of Line 24. • “AA” - if this code is in the “Code” column, you can type “Yes” or “No” in the

“Description” column and it will check the appropriate box on Box 27. These codes must be placed beneath the Date, Code, Description line but must be in the top of the patient file. It is recommended to put the codes in before the patient visits. 2. Aligning Insurance Forms with the Printer

Several steps are involved – they are as follows:

• The first step in aligning the insurance forms with your printer is to choose an appropriate font. The 2 best fonts are ‘Courier’ or ‘Courier New’ size 12. To select your font, click the button to open ‘Options’ and then choose the appropriate font.

• With a dot matrix printer, the second step is to align the paper to the printer. Simply line

up the paper with the printer in a manner so that the print starts in the appropriate position. This may take trial and error the first time you print claims.

• With a laser jet, ink jet or bubble jet printer, adjustments can be made within the

insinfo.ams file. Follow these directions to adjust this file to your printer:

(i) Select “More”, “Code Change” and then “Insinfo.ams” (ii) Lines 13, 14 and 15 relate to positioning of the print on the Insurance Form (iii) Start by adjusting line 15 – “Number of Lines Per Page”. A good starting

point is “66”. This is the ideal situation. Try printing one insurance form by going into a patient file and selecting “File”, “Print” and then “Insurance

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Form – Selected Text”. If your printer prints 1 page only, 66 is the appropriate number. If your printer prints more than one page, start reducing gradually while printing an insurance form between each change. It is necessary to turn your printer off and on between each change. This resets your printer memory.

(iv) The next number to work on is line 13 – “Move the Print Up or Down on the

Insurance Form”. Look at your form to determine which way to move the print. Negative numbers move the print up and positive numbers move the print down. If at any point your printer starts printing 2 pages, reduce the number in line 15 by one. Continue to adjust the number in line 13, turning the printer off and on between adjustments until the print is lined up vertically with the form. Partial numbers can be used for specific adjustments.

(v) Finally, adjust the number in line 14 – “Move the Print Left or Right on the

Insurance Form” - until the X’s are appropriately positioned in the boxes. Negative numbers move the print to the left; positive numbers move the print to the right. Partial numbers can be used for specific adjustments.

3. Printing from the AMS Program

• AMS Software prints to the Default Printer. To set a particular printer as default, select

“Start”, “Settings”, “Printer” and then right click on the Icon of the printer to which you want to print. Left click on “Set as Default” (a checkmark should appear on the printer icon).

• If you are using a Dot Matrix printer and the print slows down dramatically now that you are

using Windows, try utilizing the “Generic/Text Only” printer driver. This driver can be found by installing a printer and selecting this choice from the menu.

• The 2 most commonly used Fonts are Courier and Courier New. Different printer drivers

have different fonts to offer and have different abilities. You will need to experiment to see which font most appropriately suits your needs.

• In a network situation, the AMS Software can print to a network printer simply by setting it

as default on the workstation from which you want to print

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4. Periodic Actions in Patient (a) Adding a Profile Picture to the Patients File

Figure 1

1. Start at the AMS Main Menu 2. Type in the patient’s partial last name, then press the down arrow until the patient’s

filename is highlighted and you are able to see their profile information (see Figure 1). 3. Click the Add an Image button (see Figure 1). 4. Browse for the patients profile picture and click OPEN. 5. The Crop your Image screen opens (see Figure 2 below). 6. Move the blue box around the part of the picture you wish to show and click OK.

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(b) Individual Statement – Selecting Specific Text to Print

1. .Start at the AMS Main Menu 2. Type in the patient’s partial last name, then press the down arrow until the patient’s

filename is highlighted. Press “Enter”. 3. Scroll down until you find the lines you want to print. 4. Press “Shift + Down Arrow” beside the lines you wish to appear on the receipt;

alternatively, press “Edit” and then choose which option you would like to select 5. Press “Ctrl + P” for print 6. Use the Down Arrow to select the print option 7. Press “Enter” 8. Press “File” and “Exit”

(c) Viewing and Printing Different Balance Due Amounts

You can calculate the amount of the selected lines prior to printing them by pressing “Calculate” and then “Selected Lines”. This allows you to adjust the Balance Due to suit your needs. • However, to allow this to work, you must ensure that, in the Patient file, under Tools,

then Options, the box entitled “Always Recalculate after every entry” is unchecked. (See Figure 1).

Figure 1

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To select all personal payments, all insurance payments, all payments, all charges, or all charges, payments and adjustments, for viewing or printing, do the following: In the patient’s file:

1. Select Calculate, and select the payments or charges you want to view or print. (For example, if you have a personal injury case, you would select Calculate All Charges.) Notice that the Balance Due changes.

2. Next, select Edit and select the particular lines you wish to print. (Example, in the personal injury case, you would select Edit Select All Charges.)

3. Move down into the patient’s file and you will find that all fields where there is a charge will be highlighted. You may review this information on screen or print the selected text.

4. To print the selected text, next select File, then Print. A Print box will appear and “Receipt –Selected text” will be selected by default. Press OK.

Note: If you want to print out the “All Charges, Payments, and Adjustments” total, select Tools, then Options. In the right hand column, put a check mark next to Print All Charges, Payments, and Adjustments. When you are done printing, you need to come back to the Options screen and remove this check mark.

(d) Individual Insurance Form

1. Start at the AMS Main Menu 2. Type in the patient’s partial last name 3. Press the down arrow until the patient’s filename is highlighted and press “Enter” 4. Press Page Down 5. Press “Shift + Down Arrow” beside the Diagnosis codes and Procedure codes you wish

to appear on the insurance form 6. Press “Ctrl + P” 7. Use the Down Arrow to select “Insurance Form – Selected Text” 8. Press “Enter” 9. Press “File” and “Exit”

(e) Creating a Secondary Insurance File

You must create the primary file first as described in Beginning User Directions earlier in this manual. 1. Start at the AMS Main Menu 2. Type in the patient’s partial last name 3. Press the down arrow until the patient’s filename is highlighted and press enter 4. Press “File” and “Other Insurance” 5. Use down arrow to select “Secondary Insurance” (Figure 1)

Figure 1

6. Press ‘Enter’ or select ‘Ok’ 7. Fill in all of the fields as if the Secondary Insurance is the Primary Insurance

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8. Select “File”, “Exit” and “Yes” to save the changes Note: The patient’s Secondary Insurance file draws visits from the patient’s Primary Insurance file. The Secondary Insurance file is used to change the insurance information that is printed on the insurance form.

(f) Accessing Secondary Insurance Files 1. Start at the AMS Main Menu 2. Type in the patient’s partial last name 3. Press the down arrow until the patient’s filename is highlighted and press ‘Enter’ 4. Press “Ctrl + O” or select “File” and “Other Insurance” 5. Use the arrow to select which file you wish to view 6. Press “Enter”

Note: You are now in the secondary insurance file. Note: tertiary insurance is created and accessed in the same manner as above.

(g) Renaming a Patient File

1. Starting at the AMS Main Menu 2. Type in the patient’s partial last name 3. Arrow down until the patient’s file name is highlighted and press “Enter” 4. Select “File” and then “Rename” 5. Change the existing filename to the new file name. If Sue Smith changed her name to

Sue Adams and the existing file name is “c:\pat\s\smith.sue”, the new file name would be “c:\pat\a\adams.sue”. Notice that you have to change the first letter in the last name as well as the name.

6. Press “Enter” or “Ok” (h) Tracking Patient Copay

1. Starting at the AMS Main Menu 2. Type in the patient’s partial last name 3. Arrow down until the patient’s file name is highlighted and press “Enter” 4. Press Page Down so that you are beneath the “Date, Code, Description” line. 5. Press “Ctrl + I” to insert a line 6. Press “D” and “Enter” to insert the date 7. Type “COPAY” in the “Code” column 8. Type the copay amount in the “Description” column (20% would be .2 and $20 would be

20) – the copay amount will show up at the bottom of the Patient & Charges Screens. Notice Figure 1 on the next page.

Note: if you have a copay that requires a dollar amount and a percentage then enter something like 10 +.20 in the description column. This would be an example of a copay where the patient is responsible for paying $10.00 and then 20% of the remaining balance. **The Plus Sign is the key to let the program know it’s a combination of a $ and %. **

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Figure 1 Example: If the charges for the day are 100.00 then the copay will be 10 + (100-10) * .20 = 28.00

(i) Tracking Deductible Amounts To set up:

At the end of Patient’s file, type in the date, and press Enter. Next, type “DEDAMT” in the code field, and press Enter.

1. Type over “Deductible Amount” that appears in the description field with the amount of

the deductible without a dollar sign. e.g., 05-31-2000 DEDAMT 500.0. 2. Go to Calculate – Recalculate and notice the deductible amount appears in the bottom

right corner of the screen. 3. Check out patient as usual through the Charges Program. 4. After all procedure codes and diagnosis codes are entered, enter “DEDAMT” in code

field. In the description field, enter a minus sign and the total amount of the services for the visit (not their copay).

e.g., 05-31-2000 DEDAMT -125.00 Save changes, and return to patient’s file. Notice the reduction in the deductible amount.

(j) Options in Patient

1. Copy Address – this feature is under the “Tools” menu; it allows you to copy the name, address, city, state, and zip from AMS and paste it in any program you choose.

2. Look Up – this feature allows you to quickly insert text into fields in the patient file.

Simply put your cursor on the field, select “Tools”, “Look Up” and then select the data out of the list. Alternatively, with your cursor on the field, you can press “CTRL” + “L”

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to view the lookup box. (Figure 1 is the Look Up box for the Insurance Company name field).

Figure 1

Look Up Edit – this feature allows you to add, modify, or remove text in the Look Up list. For the Insurance Company Name field, the Look Up box sees every 3 lines as company. The first line is the Insurance Company. The second line is the address and the third line is the City, State, and Zip. (See Figure 2.)

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Figure 2 (k) Patient File Locking

• If a user opens a patient’s file and then another user attempts to open the same file on another computer, the second user will be notified that the file is in use and is available to the second user as a “read only” file. This means that the second user cannot make any changes to the file at that time. Once the first user has closed that patient’s file, the second user will be notified that the patient’s file is now unlocked. The second user must close down the patient’s file (if it is open) and reopen it before the file can be edited.

• Another feature of the Patient File Locking is the ability to lock all patients’ files so that

they cannot be edited on that computer. This guards against direct changes in the file but will NOT prevent users from adding visits.

To lock patients’ files: 1. Open a patient’s file 2. Select Tools, then Options 3. Click in the checkbox labeled “Read Only” (This means the patient file cannot be

changed). A checkmark should appear in the checkbox to indicate that the file will be locked. (See Figure 1.)

4. Select “Ok” to save your changes and exit the screen.

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Figure 1 Note: the locking feature is effective for the whole program on that computer; however, you do need to implement it on each computer. You’ll know the file is “Read Only” because the words “Read Only” will appear in red letters at the bottom of the screen.

To unlock patients’ files: 1. Open a patient’s file 2. Select Tools 3. Select Options 4. Click in the checkbox labeled “Read Only” (This means the patient file cannot be

changed). This will remove the checkmark in the checkbox and unlock the patient’s file. Select the ‘UNLOCK’ button then Select “Ok” to save your changes and exit the screen.

(l) Lock Out Date

You may also set the program to lock the transactions in a file before a specified floating date. This allows the flexibility of making changes to the most recent transactions, but does not allow transactions before the chosen time frame to be changed. For example, if you choose a 3 day lockout date, you can make changes to transactions within the past 3 days, but cannot make changes to transactions occurring before that 3-day period.

To set a Lock Out Date: 1. Open a patient’s file 2. Select Tools

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3. Select Options 4. Click in the checkbox labeled “Use Lock out Date”. This will insert the checkmark in the

checkbox. Within the same row of text there are two drop down boxes. In the first box choose the number to coincide with the second box, wherein you choose the time frame (days, weeks, months, or years). (Figure 2)

5. Select “Ok” to save your changes and exit the screen.

Figure 2

To Unset a Lock Out date: Open a patient’s file, and then select Tools Select Options Click in the checkbox labeled “Use Lock out Date”. This will remove the checkmark in the checkbox. The two drop down boxes do not need to be changed. Select “Ok” to save your changes and exit the screen.

(m) On-Screen Messages

You can make messages about a patient’s account appear on the screen when you are in both the Patient and Billing screens. You can have 2 messages appear on different sides of the screen. To do this, put one of the following codes in the code column of the patient’s file and type the message in the description column. The attributes of each code are listed below.

BillNote a regular Bill Note on the left hand side of the screen (blue in color) BillNoteR a Red Bill Note on the left hand side of the screen BillNoteW a White Bill Note on the left hand side of the screen BillNoteY a Yellow Bill Note on the left hand side of the screen

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Bil2Note a regular Bill Note - right side of screen Bil2NoteR a Red Bill Note on the right side of the screen Bil2NoteW a White Bill Note on the right side of the screen Bil2NoteY a White Bill Note on the right side of the screen

(n) FileNote

This feature works similar to BillNote. In patient file, type FILENOTE in the code field, type a short note in the description field, then save. Now, your note will pop up before the file opens.

(o) NoteFile

Used for patients with different programs running notes. (Ex. Soap notes) In the Patient file, type NOTEFILE in the code field, Type the name of the note file that you want to open when you select File and Open Notes File. (This allows you to name file whatever you want, e.g., George.doc instead of smith.geo)

(p) Find Unpaid Claims –Insurance Pending Report To Use the Insurance Pending Report: 1. On the AMS Main Menu, click on Insurance Pending. 2. Select the Date Range you want, click OK. 3. You may also select a certain insurance company. 4. Double Click the Patient Name on the Insurance Pending report. 5. The Patient file will open to the Insurance Pending line where you need to post the payment

• This is another way to do so on a per-patient basis: This feature highlights the first IF without an IP after it – it finds unpaid claims on a per patient basis.

1. Go into a Patient file. 2. Select Edit, then Find Unpaid Claim (or you can do keystrokes CTRL + U). This

will highlight the IF entries that don’t have a corresponding IP entry. Note, if there aren’t any unpaid claims, nothing will happen.

(q) Zip code Look-up Box 1. Go to patient’s home address zip code field

2. Next, go to Tools Look Up Look Up Edit 3. Enter the zip code and press press enter 4. Type in city, press Enter, then type in state. Looks like: 27609

Raleigh NC

Do NOT leave a blank line in between zip codes! The program will read it incorrectly. (r) Shortcuts in the Patient File

Signature on File When the cursor is located at the field: PATIENT OR AUTHORIZED PERSON’S SIGNATURE

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You can type the letter “S” and then press “Enter” on the keyboard. The phrase “SIGNATURE ON FILE” will then be placed in that field.

Other shortcuts (Patient program) When the cursor is located in the field:

MEDICARE, MEDICAID, CHAMPUS, GROUP HEALTH PLAN, FECA, OTHER

The following shortcuts can be typed: M=MEDICARE D=MEDICAID C=CHAMPUS G=GROUP HEALTH PLAN O=OTHER

Moving back a field

Hold down the Shift key then press the Tab key. This will take you back one field. If you press the tab key again (while holding down the Shift key), you will move back yet another field (i.e., a total of two fields back)

Moving Around a Patient’s File

You can scroll up and down and move around faster in the patient file by using the following keys: PageUp, PageDown, Ctrl+Home, Ctrl+End, Home, End.

Adding a Line when Opening a File

Within any patient’s file, go to Tools, Options, select number of lines (change 1 to 5, or however many lines you want to add) to add when opening a patient file. You can also open the patient file to the first blank line by checking “Open Patient Program to First Available Blank Line”. A customized line can also automatically be added by checking “Add a line.” You can customize what the added lines contain upon opening the file by editing the fields under “Add a Line”.

(s) Customizing the Shortcuts in the Patient File This feature allows you to create your own shortcuts for every data field in the patient file. To use this feature: get on the field that you want to create shortcuts for and select Tools, Look Up, Look Up Edit and put your shortcut and the equal sign in front of the items in the list. For example if you want to customize the field “Patient’s Address (City)” so that R=Raleigh, W=Wake Forest, and C=Cary then you would do the following

1. Go to Patient’s Address (City) field 2. Next, go to Tools Look Up Look Up Edit 3. Enter your shortcut followed by the = sign then the city so that the file looks like:

R=Raleigh W=Wake Forest C=Cary

4. Save and Close

Then, when you are on the “Patient’s Address (City)” field just type in R and press Enter and it will get converted to Raleigh. You can do this same process to customize any data field in the patient file.

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(t) Adding Patient Numbers This feature will allow you to insert the next available patient number into a patient file. It will also add the patient number to the Pnumbers.ams file so that patients can be accessed by patient number as well as filename. To use this feature:

1. Create new patient file or open existing patient 2. On the line below the Date Code Description, etc line, double click in the Date Column to put your cursor there 3. Press Tools (at top of screen) 4. Select “Insert PN into this file”. This will insert the current date and the next patient number (adds one to the last patient number used in the Pnumbers.ams file) 5. To add the patient number to the Pnumbers.ams file, Press Tools. Then select Add PN to Pnumbers.ams. You will be asked to confirm that you want to add the number. Press Enter or Click Yes.

Note: It is VERY Important that you do STEP 5 before STEP 6. Variation: Open up a patient file 3. Select “Tools” 4. Select “Options” 3. Drag the bottom edge of the options box down 4. Select the box that says “Auto Insert Patient Number” as shown in figure 1. This only puts the patient number in the file, it does not post the number to Pnumbers.ams. 5. To add the patient number to the Pnumbers.ams file, Press Tools. Then select Add PN to Pnumbers.ams. You will be asked to confirm that you want to add the number. Press Enter or Click Yes.

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Figure 1

(u) Highlighting and Calculating Selected Lines

This feature allows you to highlight various types of items in a patient file for printing individual receipts, insurance forms, and statements. To use this feature:

From the patient’s file: 1. Select Edit 2. Select Edit Select Lines 3. Use the options on the screen to select the type of lines that you want to highlight

based on the parameters on the screen. (see Figure below) 4. Select OK. The lines you specified have now been highlighted. 5. If you want to print this highlighted information, Press CTRL + P to bring up the

printing options. Select which format you would like to print and then select OK.

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(v) Ability to Copy and Paste Entire Lines You can now move information around in the bottom of the patient file without having to retype the whole line. To use this feature while in the patient file:

1. Click once on the line you want to copy to highlight the whole line 2. Select Edit 3. Select “Copy A Line” 4. Move your cursor to where you want the line to be inserted 5. Select Edit 6. Select “Paste A Line”

(w) New Code for entering CNC fees

For offices that are required to file their Blue Cross Blue Shield claims through CNC, there is a new code for entering the fee that CNC charges per patient for filing your claim. This will make it easier to enter the insurance payment you receive and keep track of the fees you pay to CNC.

(x) Secure Notes

With patient privacy being so important, you can now attach secure notes to patient files. These notes will require a password to access. To use this feature (must use Microsoft Word for your patient notes):

From a patient’s file: 1. Click on File at the top of the screen 2. Click on Open Secure Notes 3. You will be asked if you want to create a notes file for this patient. Click Yes or press Enter. 4. This will open up a new notes file for this patient. 5. Enter your notes. 6. Click on File and then Save As 7. Click on the arrow next to Save As Type and change this to Word Document (.doc) 8. Click on Tools in the upper right corner. Click on General Options 9. At the bottom of this screen fill in the password for this file. 10. Click Ok

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11. Click Save 12. You can click on the X in the upper right corner to exit the document.

Use the directions for accessing AMS Date to access the Secure Notes path for your program. You will need to change the Program Used box to the path for Microsoft Word.

. (y) Patient Search/Lookup Features

Expand the patient name list by clicking on the Right Arrow on the patient name list. The window will show you a list with: The Full Patient Names Date of Birth Patient number

This Feature was created for offices that have many patients with the same or similar names. The Global Search Box has been updated to include the entire patient File. To use the Global Search Box:

From the AMS Main Menu select the magnifying glass icon Variation: Hit CTRL+S on your keyboard

• The Global Search works in 2 ways 1. You can search for information in the top portion of the patient files by simply typing in the series of letters and/or numbers you are looking for. For Example: Typing in “5678A” will give you a list of all patients who have that series of characters in the demographics portion of the patient file.

2. You can search the entire patient file by adding ** (two asterisks) on on the end. For Example: Typing in “5678A**” will give you a list of all who have that information anywhere in the patient file

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(z) Multiple Ways To View Patient Visits To use Patient View: 1. In the Patient File, Click on View 2. Select The View you want. 3. The Available Views Are:

• Patient Wizard • Visits • All Claims • Paid Claims • Unpaid Claims

5. Periodic Actions in Scheduler

(a) Changing Time Inside of the Scheduler

From the Scheduler: 1. Open any day 2. Click on Tools 3. Click on Options 4. Change the Start Time, Day Length and Schedule Increments as needed

* When you close the Options screen, you will notice the change immediately. (b) Changing the Column Headings From the Scheduler

1. Open any day 2. Click on Tools 3. Click on Options 4. Change the Column Headings as need (Note: No two column headings can be the same)

*When you close the Options screen, you will notice the change immediately. Warning: Do not change the column headings while patients are scheduled under those headings they will be lost. (c) Changing Category & Provider Names and Colors From the Scheduler

1. Open any day 2. Click on Edit, here you can choose either Providers or Categories 3. Change the Category & Provider Names simply by highlighting the old names and

clicking edit. In the edit window you can type the new name of the category. If you would like to change the color of category or provider, simply click the gray square in the edit window to select the color from the palette.

4. When you close the Provider or Categories screen, you will notice the change immediately.

(d) Finding a patient in the Scheduler

From the Scheduler: 1. Click on Edit 2. Click on Search All 3. Type in the Patient’s name or last name

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4. Click OK (e) Printing Encounter Forms for all patients that day

From the Scheduler: 1. Open any day 2. Click on File 3. Click on Print 4. Choose Print Encounter Forms

(f) Printing Encounter Forms one patient at a time From the Scheduler: 1. Open any day Right Click on the patient 2. Choose Print Encounter

(g) Keeping track of Missed Appointments From the Scheduler:

1. Open any day 2. Click on Edit 3. Click on Categories 4. Rename a Category to “Missed Appointments” 5. Click OK 6. Right click on any patient 7. Choose Category 8. Select the Category that says “Missed Appointments” 9. This will change the color of the appointment To track these missed appointments: 1. Go to the month view of the scheduler 2. Click on View 3. Click on Column Totals 4. Select a date range 5. Click OK 6. You will see “Missed Appointments” on the right hand side 7. Click on Missed Appointments 8. You will see the screen expand and show you the names of patients that have missed their

appointments (h) Recording a Recurring Appointment in the Scheduler

1. Click on the Calendar Button 2. Locate the day for the first appointment and open that day 3. Enter the appointment in the desired time slot 4. Right click on the appointment and choose Recurrence 5. Fill out the appropriate information and select ‘Ok’.

(i) Appointment Reminders This feature will enable you to send out appointment reminders by either text message or email, which will save you lots of time. 1. Call AMS to let us know you would like to use this feature. 2. From the AMS Main Menu, Click Calendar

3. Open up any day 4. Choose Tools

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5. Reminder Options 6. Fill out the information in the screen below 7. Open up the patient screen of the patient that you would like to receive reminders 8. Type in either their text or email address Once everything is set up:

1. From the Scheduler 2. Open any day 3. Right click on the patient you would like to receive a reminder 4. Choose Send Reminder 5. Choose the kind of message you would like to send 6. Double check everything 7. You can add an extra message if you would like 8. Click OK

Send all Reminders

This feature will allow you to send all patients for any given day a text or email reminder to help keep your schedule organized.

1. From the AMS Main Menu select “Calendar”. This opens the calendar to show the month at a view.

2. Highlight the day you want and press “Enter” or double click on the day. 3. Select “Tools”, then select “Send All Reminders”. See Figure 4 shows the details of

what will appear on the screen. 4. A new window opens. See Figure 5 for details.

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Figure 1

Figure 2 Select “OK” to send a reminder to everyone, or select a name in the left side column. Then select the RIGHT arrow to place the patients you have not chosen to get reminders in the right column. Those in the “Don’t Send Reminders to…” will not get a reminder. Only those in “Send Reminders to…” column will receive a reminder. NOTE: After you send all reminders the first time; a new button appears on the “Send All Reminders…” screen that lets you view what has already been sent. See Figure 6 for details.

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Figure 3 Select “See Last Results” and you will see a window similar to Figure 4.

Figure 4 (j) Creating Multiple Calendars

1st Create a path to new calendars. • From the Main Menu, select ‘More,’ then ‘Code Change’ then ‘calendar.ams’ • Arrow down to the first new line (leave the top line - \ams\Calendar\ as is). • Type in the path for the new calendar, e.g., \ams\calendar2\ on the left • Press ‘Enter’ 2 times and type in the description of the Calendar as you want it to appear

on the right (Figure 1) • Click on ‘File,’ ‘Exit’ and ‘Enter’ (or ‘Yes’) and exit out of the Code Change Name List.

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Figure 1 6. Periodic Actions in Charges

(a) Moving where Billing Address prints From the Charges Screen:

1. Click on (at the top of the screen) 2. Click on Left, Right, or Center to move the address 3. Click OK

(b) Adjust tax percentage From the Charges Screen: 1. Click on to open Options 2. Type in the new tax percentage (can use more than 2 numbers to the right of the decimal) 3. Click OK (c) Programming the Charges Macro Buttons

To set up, go to More-Code Change – PCCODES.ams Go to the bottom of the file and type M3 (or whatever code you would like to use - make sure capital letters), then type MacroX in the code field, and then select your most used short codes and enter – separated with a comma and a space. (X would be replace with the number of the Macro Button) EX: M3 MACRO3 1, 12, 15 Save and close. Go into the Charges program and click on the 3 button under Macros in the bottom left corner of the Charges screen. Note: To program MACRO Button number 1 use the code MACRO1, to program MACRO Button number 2 use the code MACRO2, etc.

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(d) Add Last Visit, Add Last Procedures, Add Last Payment Buttons The Add Last Visit Button on the Charges screen reads the patient’s file and puts the last visit onto the Charges screen. Use this button when today’s visit is the same as the last visit. (Add Last Visit will enter the diagnosis, procedures, and payment from the last visit) The Add Last Procedures Button on the Charges screen reads the patient’s file and puts the last procedures onto the Charges screen. Use this button when today’s procedures are the same as the last visit. (Add Last Procedures will enter the procedures from the last visit) The Add Last Payment Button on the Charges screen reads the patient’s file and puts the last payment onto the Charges screen. Use this button when today’s payment is the same as the last visit. (Add Last Payment will enter the payment from the last visit) 7. Periodic Actions in Reports

(a) Patient Balances

1. Starting at the AMS Main Menu 2. Click the Reports button 3. Click the Balance button 4. Select the desired patient options (see Figure 1)

Figure 1a Select the desired balance options (see Figure 1b)

Figure 1b

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Click the OK button Notes: When the program finishes, click Print, Save as CSV, or Cancel. Also you can double click on a patient’s file name and it will open up that patient’s file. Variation: You can click on the Options button (Figure 2) and figure 2b appears. This will allow you to get the balance of patients who have a specific insurance company and other options as shown in figure 2b.

Figure 2

Figure 2b Notes: When you run the balance report with the option insurance only and save as CSV, the CSV file will reflect the Percent by Insurance company.

(b) Data Check

This report checks the data in the patient files. When you start using the program, run it everyday. Later, when you get better, you can run it once a week. Then run it once a month.

1. Starting at the AMS Main Menu, click the More button 2. Click the Data Check button 3. Adjust the beginning and ending date as desired

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4. Press ‘Enter’ or click ‘Ok’ Note: This will take 5-30 minutes depending on the number of patients with errors (See Figure 1). 5. Press ‘Alt + P’ or click ‘Print’ to print a copy for your records

Figure 1 (c) Restarting Insurance

1. Starting at the AMS Main Menu 2. Click the File Insurance button 3. Press ‘Options’ 4. Type in the filename you wish to start on 5. Press ‘Enter’ or ‘Ok’ 6. Adjust the beginning date if desired 7. Press ‘Tab’ 8. Adjust the ending date if desired 9. Press ‘Tab’ 10. Select HCFA-1500 forms and Insurance Forms 11. Press ‘Enter’ or ‘Ok’

(d) Restarting Statements

1. Starting at the AMS Main Menu 2. Click the Statements button 3. Select the category of patients to receive statements 4. Adjust the beginning and ending dates if desired 5. Press ‘Options’ 6. Type in the filename you wish to start on 7. Press ‘Enter’ or ‘Ok’ 8. Press ‘Ok’ to start the program

(e) Printing a Group of Secondary Insurance

1. Starting at the AMS Main Menu 2. Click the File Insurance button 3. Adjust the beginning and ending date if desired

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4. Next to Patient Options select ‘Secondary Insurance’ 5. Next to Form Options select ‘HCFA-1500’ or ‘Electronic Claim’ 6. Next to Insurance Options select ‘Insurance Forms 7. Press ‘Enter’ or ‘Ok’ Note: This will take 5-30 minutes depending on the number of patients and the speed of your computer.

(f) Running the Undo program

1. Starting at the AMS Main Menu, click the More button 2. Click the Undo button to Undo one of 3 programs – Insurance, Statement and Interest 3. Type in the date the program was ran for which you want to undo (see figure 1) 4. Type in the code you want to undo (i.e. IF, BP or I), Click ‘Ok’ 5. Press ‘Print’ to print a list of names for your records

Figure 1 (g) Running the Recall program

This program will print a list of patients who have a visit in their file between the Beginning Date and the Ending Date but have not received treatment since the ending date. 1. Starting at the AMS Main Menu, click the More button 2. Click the Recall button 3. At ‘Beginning Date’, type in the date you want to search from. The program will start at

this date and look for everyone who has been in since this date. 4. At ‘Ending Date’, type in the date you want to end the search. The program will start at

this date and look for everyone who has been in since the beginning date, but has not been in since this date.

5. Press ‘Enter’ or ‘Ok’ (h) Retrieving Daily Reports from Monthly Report Windows Run a Monthly Cash or Monthly Activity Report. Then to use this feature: 1. Double click on the date you want the daily report for in the report window 2. Click OK on the Daily report window that pops up to run the report 3. View or print the Daily report (i) Saving Monthly Cash and Monthly Activity Reports to a File Run a Monthly Cash or Monthly Activity Report. Then to use this feature:

1. Wait until the message at the bottom left corner of the screen states ‘DONE’ 2. At the bottom of the report window, click on the ‘Save As CSV’ button 3. Print report or click Cancel to exit

The report has now been saved in Excel format in the AMS folder. The file is named Monthly Cash or Monthly Activity according to which report you ran. You can now open this file in Excel (or other spreadsheet program).

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(j) Stopping a Report You can stop any of the reports by pressing ‘Esc’ or the close button in the top right corner. (k) Running the Code Summary Report

This report shows a breakdown of all your codes with month to date and year to date totals and percentages. The Code Summary report allows you to click on a column to have the report sorted based on the information in that column. To run this report:

1. Press Reports, then Code Summary. Figure 1 appears 2. Put in your beginning and ending dates (these must fall within the same calendar year

for the year to date totals to be correct) 3. Click on Options and choose the options you would like. As shown in figure 2 4. Press OK, Figure 1 comes back up. Press OK 5. Press ok and the summary Report displays as in Figure 3

Figure 1

Figure 2

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Figure 3 NOTE: From this view you can Print, Cancel, or Save As CSV. You can also double click on any code in the list and it will give you a listing of the patients who received that code, the date received, the price, and the name of the patient’s insurance company. (l) Options in the Data Check Report

Options have been added to the Data Check report to give you more control over which fields are being checked. There are also options that will assist in tracking down unpaid insurance claims. To use these new options:

1. Press More, then Data Check 2. Press the Options button 3. Click in the boxes next to the items you want the program to check. This will put a

checkmark next to those options. To change the options that have been selected, click in the box again to remove the checkmark

4. Click OK 5. Put in the date range you would like to check for, then click OK

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The Unpaid Insurance Claims option will check for any IF (Insurance Filed) lines that do not have a corresponding IP (Insurance Paid) line underneath them. The other Claim Options are for those offices that use the Diagnosis column or the TOS column to mark claims as paid.

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(m) Show Monthly Cash Report by month This feature will allow you to switch your view of your Monthly Cash Report from by day to by month. Enter quarterly or yearly date ranges and compare your office’s income from month to month. To use this feature:

1. Press Reports, then Monthly Cash Report 2. Fill in the date range you want the report to cover 3. Click OK 4. Click the circle next to month view.

(n) Eliminating patients from showing in Patient Balance Report If you use Don’t PrintS to prevent certain patients from receiving a statement, you can now restrict them from showing on your Patient Balance report. To use this feature:

1. Press Reports, then Patient Balance 2. Fill in the options boxes as usual 3. Press the Options button 4. Click in the box next to ‘Don’t include Don’t PrintS patients’ 5. Click Ok. Then click Ok again to run the report

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(o) Checking the Daily Cash Report against the appointments for the day Use this feature to compare your list of patients in the Daily Cash Report with that day’s appointments in the Calendar. This is an excellent way to verify that all patients have been entered into the system. To use this feature: 1. Press Daily Cash 2. Adjust date if needed 3. Click OK 4. After report finishes running, click the circle under Views next to Calendar Appts. Not Entered 5. Double click on the filename to access the patient’s file and enter the visit 6. Rerun the Daily Cash report and print as usual

(p) Add Message to Bottom of 34103 (1 Part) Statements This feature gives you the ability to add two message lines to your statements. To access this feature: 1. Start at the AMS Main Menu 2. Press Statements 3. Click the Options button 4. Type in your message in the lines provided. Adjust the line where the message will appear as needed. 5. Click Ok 6. Set Patient Options box and fill in date range. 7. Click Ok

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(q) More checks when running Pre-Insurance This feature gives you more items to check when running Pre-Insurance in the Insurance Forms Report. To use this feature: 1. Start at the AMS Main Menu 2. Press File Insurance 3. Fill in the boxes as needed to run your Pre-Insurance 4. Click on the Options button 5. Click in the boxes next to the items you want to be checked 6. Click OK 7. Click OK to run the report.

Once you mark the items you want to be checked, these settings will be stored. If you want to change them, come back to the File Insurance Options window and make the appropriate changes.

(r) Mailing Labels

Now you can run labels without having to use mail merge in Microsoft Word. All you need to do is make sure you have Avery 5160, 5161 or equivalent size labels and you will be able to print straight from the label program.

1. Starting at the AMS Main Menu 2. Click on More 3. Click on Labels 4. Select the size of your labels 5. Click on Options 6. Fill out this screen to limit the list

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7. Click Ok. Then click Ok again to run the report 8. Uncheck any patient that you do not want to receive a label 9. Click Print

8. Periodic Actions in Options

(a) Menu Style

1. Starting at the AMS Main Menu click the button to open Options 2. Click the Horizontal option (Figure 1) 3. Click the OK button

Note: You’ll need to restart the AMS program for your changes to take effect.

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Figure 1

(b) Background 1. Starting at the AMS Main Menu, click the button to open Options 2. Click the Background option that you want (see Figure 1 above) 3. Click the OK button

Note: You’ll need to restart the AMS program for your changes to take effect.

(c) Directories – Setting the Paths Changing the Data Files path The Data Files path is where the patient files are located.

1. Starting at the AMS Main Menu, click the button to open Options 2. Click the Data Files option (see Figure 1 above) 3. Click the Change Directory button 4. Click the desired drive and path (C:\PAT is standard if on the server) 5. Click the OK button Note: If on a workstation, the Data Files should be Z:\PAT where Z: is the network drive mapped to the workstation

Note: You’ll need to restart the AMS program for your changes to take effect.

Changing the Program Files path The Program Files path is where the AMS files are located.

1. Starting at the AMS Main Menu, click the button to open Options 2. Click the Program Files option (see Figure 1 above) 3. Click the Change Directory button 4. Click the desired drive and path (C:\AMS is standard if on the server)

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5. Click the OK button. Note: If on a workstation, the Program Files should be Z:\AMS where Z: is the network drive mapped to the workstation

Note: You’ll need to restart the AMS program for your changes to take effect.

Setting the Notes Path and Notes Program 1. Starting at the AMS Main Menu, click on the button to open Options 2. Notes Path and Program Name are located in the bottom left of the window. (See

Figure 1 above.) 3. Set the Notes Path to the location where you want to store your notes files. (Usually

it’s C:\AMS\Notes\) 4. Set the Notes Program to the path and filename of the program you want to access

your notes. (Usually C:\…….\Winword.exe) (d) Setting the Font and Size

1. Starting at the AMS Main Menu, click the button to open Options 3. Printer Font and Size is located at the bottom of the Window 4. The best 2 fonts to use are Courier and Courier New with the most preferable size being 12 and the second most popular being 10 5. You should left click on Print Test Page – the test page should match the description on

the print out (e) Opening Pictures, Sound, and Video from the Patient File

This feature will allow you to store Pictures, Sound, and Video and attach it to a patient’s file.

Pictures: You can store a picture or X-ray of the patient and attach it to their file. Sound: You can record voice notes for a patient’s care and attach it to their file. Video: You can record x-ray videos, etc and attach them to the file.

If a patient has a picture, etc attached to their file, you will see a “Tag” above their accounting line at the bottom of the screen to indicate what type of file is associated with their patient file.

The details for setting this up will vary depending on your software, etc.

(f) Change AMS Date

This feature allows you to change the date in the AMS program. The Patient window will reflect this change when using the ‘d’ shortcut to enter the current date. The Charges screen will show this changed date also. This will allow for faster entry of past date transactions.

To use this feature: 1. Press to open options 2. Use the arrow next to AMS Date to change the date. 3. Click Ok

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9. Periodic Actions in File Creating Patient Directories AMS comes with your Patient and Secondary Insurance Directory, but any other directory can be created.

1. Starting at the AMS Main Menu, click the More button 2. Click the File Paths button 3. Click the Patient Folders option 4. Change the directory to your choosing, i.e. ‘C:\Other’ 5. Click the OK button

10. Periodic Actions in Export Patients

(a) Overview of Export Patients

The Export Patients program is used to export data from any field in the patient’s file. It consists of four screens. The first screen is a list of all of the programs that are available to you. The second screen allows you to choose Regular Patients, Secondary Insurance, etc. The third screen allows you to choose a particular doctor for which you want to search. The fourth screen, ‘Export Patient Information’, is where you choose which fields you want to search, select, and print.

The principle is to click in the ‘Field Name’ box and select the field you are interested in searching. Next, you click in the ‘Beginning’ box. In the beginning box, you type the beginning search information. For example, if you wanted a list of all patients with Medicare in Field 1, you would select Medicare in the ‘Field Name’ box and then type ‘Medicare’ in the ‘Beginning’ box. Next, click the ‘Ending’ box and type the data, which ends your sort. In this example, you would type ‘MedicareZ’. The ‘Z’ ensures that the program gets all files that have at least Medicare in the ‘Field Name’ box. This principle could be used for any field in the Patient File.

Below is a list identifying each Box/Field in the Export Patient program with a description.

e

f

g

h

i

j

k

l

p

b

c

d

m

n

o

a

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a. This is the name of the file that is created by the program. The only time it would need to be changed is if you want to Export Data to be opened with another program.

b. This box looks at patient file names. It does not look inside the patient file. It should be completed only if you choose to sort on a particular group of file names. If you intend to search all files, you should leave this box blank.

c. This box works the same as b with the exception of it ends the sort. If you intend to search all files, you should type a ‘}’ in this box. This tells the program to look to infinity – in other words, do not narrow down the search on this box. This is the most common entry in this box.

d. This box tells where to print the filename (lastname.fm). The print options works such that the first number is the row on which to print. The next 2 numbers are the columns in which to print. 1,2-20 – on row 1, in space 2-20 print the file name, for example.

e. This box is equivalent to every field in the patient file. If you select the down arrow, you will see a list of every field in the patient file. Select the field you choose to sort. For example, if you need a list of all BCBS patients, then select the Insurance Company Name field.

f. This box is where your sort begins. Type in the information here that tells the program what data to search for. For example, if you need a list of all BCBS patients, then type in BCBS.

g. This box ends your search. Type in the information that tells the program to stop searching. If you need a list of BCBS patients, type in BCBSZ. The Z is a safeguard that makes sure that it gets all patients that have BCBS in that field.

h. The Output box is where you tell the program what data you want to export/print. Simply select the fields in the ‘Field Name’ box that you want to print and then tell the ‘Output’ box where to print that information. Once again, the print options works such that the first number is the row on which to print. The next 2 numbers are the columns in which to print. 1,2-20 – on row 1, in space 2-20 print the file name, for example.

i. A delimiter is used to separate fields when you export information to be merged with another program. The most common delimiter is a ‘,’. If a comma is typed in this box, all fields of data that are exported will have a comma between them. This box does not need to be used unless you plan on merging with another program.

j. Any time you access a file and save that file, the computer gives that file a date. This box looks at that date. The most common entry into this box is a date range that is wide open – a date previous to when you started using the program. However, you can enter a date if you want to search only on files that have been accessed in a certain period of time.

k. This box looks at the same date as in f above. The most common entry is a date beyond today’s date. This will cause the program to look at all files. You can specify a date range by typing in an appropriate date.

l. This box tells where to print the date that the file was last accessed. Most commonly, the entry is 1,1-1 - which means to not print this field.

m. This check box when checked will eliminate any extra spaces in the final report. n. This check box when checked will insert headings above the information in the report. o. This check box when checked will place the information on a single line in the report. p. This is the name of the Export Patient Program. If you make changes to the program and

you want to save the existing program as well as your changes, simply changes the names and select save. Otherwise, you do not need to modify this box.

Pointers:

• The ending field must always be completed. If it is a data field, the most common entry is ‘}’. If it is a date field, the most common entry is a date beyond today’s date.

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• When choosing your search for and to data, you must type in the exact information as it appears in the patient file.

(b) List of Medicare Patients Example

1. Starting at the AMS Main Menu 2. Click the Export Patients button 3. Double click on MEDICARE.PRM (Figure 1)

Figure 1

4. Select Regular Patients or Secondary Insurance – if you want everyone who has Medicare as their primary insurance, select Regular Patients

Figure 2

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5. Select the Doctor or All Doctors and click ‘Ok’ 6. Choose the appropriate options (Figure 3) and Click ‘Ok’ 7. When it’s finished, you have the option to ‘Display Results’, ‘Print Results’ or ‘Cancel’.

Figure 3

1. Starting at the AMS Main Menu 2. Click the Export Patients button 3. Double click on BIRTHDAY.PRM (Figure 1)

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Figure 1

4. Select Regular Patients or Secondary Insurance 5. Select the Doctor or All Doctors 6. Click in the ‘Field Name’ box and press the down arrow until you have selected the

‘Patient’s Birthdate’ field 7. Click in the ‘Beginning’ box and using the format given, type in the month for which

you want to get the birthday list. For example: 03-01-0000 for birthday starting March

8. Click in the ‘Ending’ box and using the format given, type in the month for which you want to get the birthday list. For example: 03-31-9999 for birthday ending.

9. Click on “Ok” 10. When it’s finished you have the option to “Display Results”, “Print Results”, or

“Cancel”.

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Figure 1 (d) Finding Un-Paid Insurance Claims

You can use Export Patients to generate a list of everyone that has INSPEND in their file for a specific date range. This will give you a list off all the Insurance Pending or Un-Paid Insurance Claims for a specific time period.

1. Starting at the AMS Main Menu 2. Select Export Patients 3. Select InsurancePending.Prm 4. Select OK until you get to the screen labeled “Export Information” 5. Click in the ‘Field Name’ box and press the down arrow until you have selected the

“DATE (mm-dd-yyyy) ** FOUR PLACES FOR THE YEAR**” field. 6. Click in the ‘Beginning’ box, type in the beginning date for your search. 7. Click in the ‘Ending’ box, type in the ending date for your search. 8. Select ‘Ok’ to begin the search. 9. When it’s finished, you have the option to ‘Display Results’, ‘Print Results’ or

‘Cancel’. 11. Periodic Actions in Code Change

(a) Adding a Doctor

1. Starting at the AMS Main Menu, click the More button 2. Click the Code Change button 3. Double click the doctor.ams file 4. Press “File” and “Exit” and then “Yes” to save

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Following the format given on the screen, create a line for each individual doctor (Note: You need to keep the line that says all doctors)

For example: \ams\ All Doctors \ams\ Doctor A \ams\ Doctor B

(b) Adding Modifiers to Procedure Codes

1. Follow the instructions in Section I – Part 10 for completing the pccode.ams file 2. Fill out the ‘Date’, ‘Code’ column appropriately 3. The modifier is inserted in the ‘Description’ column 4. Type a ‘-‘ as the first character in the ‘Description’ 5. The program looks at the next 6 digits for the modifier 6. When the program sees a space, it assumes that as the modifier 7. The modifier can be up to 6 digits 8. The description is typed after the modifier

(c) Other codes and Descriptions

Any item in this file does not appear on the insurance form 1. Starting at the AMS Main Menu, click the More button 2. Click the Code Change button 3. Double click the OTCODE.AMS file. 4. Following the format given on the screen, enter or change the information as desired 5. Press ‘File’ and ‘Exit’ 6. Press ‘Yes’ to save

(d) Statement message on the bottom of the statement

1. Starting at the AMS Main Menu, click the More button 2. Click the Code Change button 3. Double click the STATEMNT.AMS file

Note: Use the down arrow to change to the next field 4. Following the prompt at the bottom of the screen, type in the past due messages 5. Press ‘Alt + Q’ 6. Press ‘Enter’

Variation: To print a Statement Message for just one patient, use SM in the patient file. If you put SM in the code column and the message in the description column, the message will print out on the bottom of the statement.

(e) Creating Multiple RECINFO files

This feature is useful for offices with multiple doctors that want their own information to print out on statements. To create:

1. Open RECINFO in Code Change. Then do Save As “RECINFO2” and change the appropriate information for the second doctor.

2. In the Code field of the appropriate patient’s file, enter RECINFO, and then in description enter RECINFO2.

Now, when you print a statement, it will put the information from RECINFO2 on all designated files.

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(f) Code Validation

This feature allows you to have a cross check of the diagnosis and procedure codes. If you try to use a procedure code without a valid diagnosis for that procedure code then the pre-insurance program will display a message letting you know that you do not have a valid diagnosis for that procedure. To use the Code Validation feature:

1. From the AMS Main Menu, select More 2. Select Code Change 3. Select DxCode.ams 4. Select Tools 5. Select Code Validation

To add a Procedure code to be Validated:

1. Type in a Procedure Code at the top and click Add Procedure.

To add a Diagnosis code that is Valid for a Procedure Code: 1. Click on the Procedure Code that you want to be Validated. 2. Type in a Diagnosis Code and click Add Diagnosis. Alternatives:

You can drag only one Procedure Code at time into the Procedure Code list by opening a PcCode.ams file and then highlighting a procedure and dragging it on to the Procedure Code list on the Code Validation screen. You can drag more than one Diagnosis Code at a time into the Diagnosis Code list by opening a DxCode.ams file and then highlighting a diagnoses and dragging it on to the Diagnosis Code list on the Code Validation screen.

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(b) Making Patient Templates 1. Starting from the patient name list, click on the Templates icon (Figure 1a) 2. (Figure 1b) appears 3. Click on the New Template button. Figure 1c will appear

4. Type in the name of the patient template using the Patient type followed by a dot, then the letters ‘Pat’ as shown in figure 1c

5. Press ‘OK’ . A new patient file will open and you can fill in all of the fields pertaining to that type of patient. (Example: the insurance company name and address, the INSINFO, and the PCCODE lines) Close the file and save your changes. The example shown in (Figure 2) is a Medicare Patient.

Figure 1a Figure 1b

Figure 1c

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Figure 2 Now when you create a new patient you will get a choice of which type of patient file you would like to create (figure 3). When you create the file the default lines will already be filled in for you. Refer back to Figure 2.

Figure 3

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SECTION IV: Advanced User Directions

1. Charges From the AMS Main Menu, click on the Charges button to get into the Charges program.

(a) Different options available in the Charges Screen (BILOPTS.AMS)

There is an option in the program that allows you to check out a patient without typing in any charges. All you have to do is go into Billing and quit. Note: This option is a little tricky to use, so be careful and try it out. The file to change is called bilopt.ams. You’ll need to select More Code Change BILOPT.AMS. This code file contains one of the following lines (the default is DX): DX – Brings up the last diagnosis when you go into billing LASTVISIT – Brings up the last visit PC, DX – brings up the last diagnosis and procedure PC, DX, PAY – brings up the last dx, pc, and payment INCREMENTVISIT – turns on the visit counter billing option AUTOPO – allows tracking of how much a patient owes without using the IF and IP feature

(b) How to Use the Visit Counter

Go in a patient’s file. Get in the ‘TITLE’ field, which is on the top line in the middle. Type in the number of the patient’s current visit. Press the space bar 2 times and type a ‘/’ and then type the maximum number of visits. For example, if a patient is on their 3rd visit and the Insurance Company covers 12 in total, the field would look as follows – ‘3 /12’. When you check out a patient in the Charges Screen, this number will increment accordingly.

(c) How to Use the Automatic Patient Owes feature (AUTOPO):

The Patient Owes amount is calculated from the Copay amount. This amount must be entered into the Patient’s file. If AUTOPO is turned on and the Copay amount is in the Patients file, then the program will show how much the ‘Patient Owes’ in the Charges Screen. If the patient does not pay their copayment, then the program will continue to add to the ‘Patient Owes’ line. Once the patient pays their copayment, the program will decrease the ‘Patient Owes’ amount accordingly. This will be done automatically if the payment is entered in the Charges Screen. If the payment is entered in the patient file, then you will have to enter the line yourself. Do this by typing ‘PO’ in the ‘Code Column’ and the payment in the ‘DIAGNOSIS’ column.

2. Creating secondary insurance files without re-typing everything

1. Go into the patient’s file 2. Press ‘File’ and ‘Save As’ to save it as something else 3. Type in ‘\ins2\a\’ in place of ‘\pat\a\’ (where A is the first letter of the last name)

(don’t put the quote marks) and press Enter 4. Press ‘Ctrl + O’ and select secondary insurance 5. Then you’ll be in the secondary file. Just change whatever changes are between the

primary and secondary insurance information.

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3. Archiving Files The archive feature allows offices with larger databases to send inactive patient files, old calendar files, and old electronic insurance claim files to another folder (usually C:\AmsArchive) so that AMS will run more efficiently. This feature will also help your backup run faster because it is no longer backing up files that are inactive.

(a) How to Archive Old Patient Files.

There are 2 methods for archiving old patient files. Method 1 allows easier access to the files once they have been moved to the archive folder. Method 2 is harder to retrieve the archived files but it is more automatic. Method 1: Select More File Paths Patient. For the patient path, put in a description of the people like ‘c:\archive’ for old patients, and press Enter. Then select More Code Change PAT.AMS and add ‘\archive Archive Patients’ to the file.

• Access this directory the same manner you do secondary insurance. Note: This is also an excellent way to keep names, addresses, telephone numbers, etc. of old patients, insurance companies, etc. Method 2: Action: From the AMS Main Menu, Select ‘Patients’, Open the patient file that you would like to archive. Select ‘File’, then select ‘Archive’ and Figure 1 appears.

Figure 1 You can now see the path and folder that the patient’s file will be sent to beside the ‘New File Name and Path’ line. You can change it if you would like a different destination but we recommend you accept the default path. Select ‘OK’. Now the patient’s file has been sent to the archive folder.

(b) How to Archive Old Electronic Insurance Claim Files.

Action: From the AMS Main Menu, Select ‘File Insurance’ and Figure 1 appears.

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Figure 1

Action: Select the ‘Options’ button, then Figure 2 appears.

Figure 2 Action: Select the “Archive” button and Figure 3 appears.

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Figure 3 You can now see the path and folder that the claim files will be sent to beside the ‘Archive To-Folder’ line. You can change it if you would like a different destination but we recommend you accept the default path. There is a field in which you enter a date that you would like claim files older than that date to be archived. Enter a desired date. Select ‘OK’. Now the claim files have been sent to the archive folder. 4. Miscellaneous:

(a) Statement options

Use stminfo.ams to change options for printing statements:

• On the statement mailer the 30, 60, 90 line can contain either the patient’s or total balance.

• On the statement mailer the Pay this Amount box can contain either the patient’s or total balance.

• When you select Insurance Only, you can print statements to patients with patient balances above X dollars.

• When you select Cash Only, you can print statements to patients with total balances above X dollars.

• When you select Insurance Only, you can print statements to patients with total balances above X dollars.

• When you select Cash and Insurance, you can print statements to patients with total balances above X dollars.

• When you select Insurance Only, you can print statements to patients with patient balances over X days.

• When you select Cash Only, you can print statements to patients with total balances over X days.

• When you select Insurance Only, you can print statements to patients with total balances over X days.

• When you select Cash and Insurance, you can print statements to patients with total balances over X days.

(b) Check for Open Files

This is used in offices with more than one computer. Note, set up on the Server ONLY: • Double click on My Computer and find the drive with AMS on it (most likely, C) • Make a folder under AMS called “OpenFiles” • Make a sub-folder called “AMS” under “OpenFiles”Close My Computer.

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To finish enabling that feature, it must be set up through AMS Main Menu – More – File

Paths Type of file to create: Patient and Calendar, respectively

Drive:\ams\openfiles\pat\ Drive:\ams\openfiles\ams\calendar\

Then on all workstations, go to Tools, then Options. Put checkmark in the box that says check for open files.

Notification when a file is available – Works with Check for Open Files feature A note that lets you know file is now closed and available.

(c) EncNote – Encounter Notes

In patient file, (under date, code, desc. area) type ENCNOTE in Code field, then a note in the description field. This will print out at the top of the encounter form.

(d) Code=Descrp. (Running Statistics)

This feature will enable you to run reports based on patient type (for example, personal injury or Medicare). You will need to set this up in all of the appropriate patient files (if you only want to track Medicare patients, you only have to set it up in Medicare patient files).

• Go into a personal injury patient file, hit page down, Ctrl + I to insert line, type

“PATTYPE” in code column, and type the number 4 (or any number you choose to represent all of your personal injury patients) and hit enter.

• Save and close file.

• Select Reports - Monthly Cash Reports. Select Options, and where it says “Code=Description” type “PATTYPE=4”

• Select OK, then OK again. This will produce a Monthly Cash Report for just your personal injury patients.

Other reports that you can run statistics with are: Patient Balances, Data Check, Daily Cash Report, Daily Operations Summary, Insurance Forms, Interest, Monthly Activity Report, Monthly Cash Report, and Statements.

(e) Electronic Batch Posting

This feature will allow you to easily post insurance checks in a batch, which will allow you to cut down on the time it takes you to post insurance checks. This feature is for offices that file electronically and receive EOB remittance electronically from their clearinghouse. The directions for electronic posting vary depending on your clearinghouse. If you are interested in learning more please call AMS to setup a personalized training session

5. Security:

User Accounts Program This feature will allow for every employee to have their own user ID and Password. This

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will allow for the doctor or office manager to choose which programs the different users can have access, all with one password. If your office is interested in this feature and would like to learn more, call the AMS Support Department.

(f) Code Validation

This feature allows you to have a cross check of the diagnosis and procedure codes. If you try to use a procedure code without a valid diagnosis for that procedure code then the pre-insurance program will display a message letting you know that you do not have a valid diagnosis for that procedure. To use the Code Validation feature: 1. From the AMS Main Menu, select More 2. Select Code Change 3. Select DxCode.ams 4. Select Tools 5. Select Code Validation

To add a Procedure code to be Validated: 1. Type in a Procedure Code at the top and click Add Procedure

To add a Diagnosis Code that is valid for a Procedure Code: 1. Type in a Procedure Code and click Add Procedure 2. Type in a Diagnosis Code and click Add Diagnosis

Alternatives: You can only one Procedure Code at a time into the Procedure Code list by opening a PcCode.ams file and then highlighting a procedure and dragging it on to the Procedure Code list on the Code Validation screen. You can drag more than one Diagnosis Code at a time into the Diagnosis Code list by opening a DxCode.ams file and then highlighting a diagnosis and dragging it on to the Diagnosis Code list on the Code Validation screen.

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SECTION V: FAQ – Frequently Asked Questions Patient File Why do IF and IP need to be together?

IF and IP need to be together in order to close the transaction and transfer any balance from that transaction to the patient. If the IP line is placed anywhere other than directly below the IF line, the patient balance will not be correct. You may, however, place an IP line above the IF line if you are waiting for secondary insurance to pay and you do not wish to transfer the balance to the patient at this time. When secondary pays, you can put that IP line directly under the IF line so that the transaction is closed and the balance is transferred to the patient.

How to erase a patient’s file

Call AMS Software tech support and we will clear with the Doctor or Office Manager that it is OK for us to teach you how to perform this task

How to put something in the ‘Adjustments’ box

The Adjustments box appears at the bottom of the screen. In order to put something in this box, type in ‘-2’, which is the code for an adjustment

How to keep track of who has met their deductible In the patient’s file, use the code DEDAMT and enter a positive or negative dollar amount in the description column. The program will calculate the total in the bottom right corner of the patient and billing screens.

How do I track insurance benefits per patient

The Maximum Benefit Feature will let you know when a patient has reached the maximum benefit that insurance will pay by calculating the insurance payments made after that date against the maximum amount entered.

1. In the Patient file, Enter the date under the Date Column 2. Enter the Code “MAXBEN” under the Code Column 3. Enter the Maximum Amount allowed under the Description Column

(with no decimals or dollar signs) . You will see the Maximum Benefit display just below the Balance Due box on the bottom of the patient Information Window How do I distinguish between patients with the same names

Lastname.fm Lastname = Lastname F = First name M = Middle name

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Use the middle initial space to differentiate. If the patients have the same last name, the same first letter of their first name, and the first letter of their middle name, then use another letter or number. For example: Lastname.fm2 or if their first names are different then you can make their filename Lastname.Tim and Lastname.Tom. When you highlight their file name in the look-up box, their full name will be displayed at the bottom of the box.

Error 76 when pressing ‘Ctrl + O’ in the patient program.

Create a directory for secondary insurance

1. Starting at the AMS Main Menu 2. Select the More button 3. Select the File Paths button 4. Select the Patient option 5. Type in ‘C:\Ins2\ 6. Select the Ok button

Insurance Form

How to change information on an insurance form

1. Starting at the AMS Main Menu 2. Select the More button 3. Select the Code Change button 4. Double click the insinfo.ams file

Note: Use the down arrow to move to the next field 5.Following the prompt at the bottom of the screen, fill in the insurance information as you wish it to appear on the bottom of the insurance form 6.Press ‘File’ and ‘Exit’ 7.Press ‘Enter’ Note: refer to advanced user directions for more details as well as options for completing the insurance form.

How to NOT print a statement or insurance form for a particular patient

1. Open the patient’s file 2. Press the down arrow until ‘Insurance Company Address (City, State, Zip code)’ is at the

bottom of the screen 3. Press ‘Enter’ 4. Press ‘Enter’ 5. Type: ‘Don’t Print’ 6. Press ‘File’ and ‘Exit’ 7. Press ‘Yes’ to save Note: Here are the three options: Don’t Print = don’t print a statement or an insurance form Don’t PrintS = don’t print a statement Don’t PrintI = don’t print an insurance form

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How to pull up all patients with secondary insurance

1. Starting at the AMS Main MenuSelect the Export Patients button 2. Select the Export Patients button 3. Double click on Patnames.prm 4. Select secondary insurance 5. Select ‘Ok’ and then ‘Display Results’ or ‘Print Results’

Patient How to get a list of one week of new patients

1. Starting at the AMS Main Menu 2. Select the Export Patients button 3. Double click on newpats.prm 4. Use the arrows to select the group of patients you wish to include (Regular or Secondary) 5. Click on the ‘Beginning’ and type the beginning date for the week 6. Click on ‘Ending’ and type the ending date for the week 7. Select ‘Ok’ and ‘Display Results’ or ‘Print Results’

Printer

What to do when the printer cuts off (doesn’t print) characters

Change the printer ribbon

What to do if receipts print out with the alphabet around them

1. Starting at you Desktop 2. Select My Computer 3. Select the Drive C: (or you server’s hard drive) 4. Select the AMS folder 5. Delete the Ams.Ams file 6. Rename the AmsAms.001 to Ams.Ams

How to print one insurance form

1. Start at the AMS Main Menu 2. Select the Patient button 3. Type in the patient’s partial last name 4. Locate the dates of service you want to print 5. Double click on the first diagnosis code for that visit 6. Press ‘Shift + Down Arrow’ until you have all of lines highlighted you want to print 7. Press ‘File’ and ‘Print’ 8. Press the Down Arrow once to select ‘Insurance Form – Selected Text’ 9. Press ‘Enter’ or ‘Ok’ 10. Select which type of insurance to file (Primary, Secondary, Etc) 11. Select HCFA – 1500 or Electronic Claim

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12. If you have more than one doctor, select the doctor you want to print for 13. Press ‘Enter’ or ‘Ok’ to print

How to print out your procedure and diagnosis code

1. Starting at the AMS Main Menu 2. Select the More button 3. Select the Code Change button 4. Double click the dxcode.ams file 5. Press ‘Ctrl + P’ or ‘File’ and ‘Print’ 6. Select “All Codes’ 7. Press ‘Enter’ 8. Repeat the steps above substituting pccode.ams for dxcode.ams

How to print the screen at any time

1. Press ‘Alt + Print Scrn’ 2. Open your word processor 3. Press ‘Shift + Insert’ 4. Press ‘Alt + F + P’ to print

Billing

What to do if the balances in the patient and Charges programs do not agree

1. You could have incorrectly put in a payment as a positive number. 2. You could have entered a charge on a diagnosis code line. 3. You could have entered a visit in the billing program for a day other than today, therefore

causing a miscalculation.

How to look up a diagnosis code while in the Charges program

1. While in the Charges program 2. Press ‘More’ and then ‘Diagnosis Codes’ or select on the ‘DX Code Look-Up’ button on

the left hand side of the screen 3. Use the arrow keys or the scroll bar to highlight the code you need 4. Press ‘Enter’ or ‘Ok’

General Computer Problems/Tips What to do if your computer ‘locks up’

1. Press Ctrl + Alt + Del simultaneously 2. Find the program that has the words ‘not responding’ beside it 3. Select on that program name 4. Select the End Task button 5. Give the computer about 30 seconds to a minute to fix itself 6. If that does not work, select start in the bottom left corner 7. Select Shut Down

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8. Select Restart 9. Select Ok 10. If that does not work, try pressing Ctrl + Alt + Del simultaneously 11. Select Shut Down 12. If that does not work, try pressing Ctrl + Alt + Del simultaneously twice 13. If that does not work, call for technical support or turn your computer off at your own

risk of losing data How to remove a field

Put the cursor on the field that you want to erase (double click or use your arrow keys to select the field) and press the space bar.

How to safeguard your information when sending your computer in for repairs

Backup your entire computer before sending it in for repairs.

How to format a USB Flash Drive

1. Double click on ‘My Computer’ 2. Insert the USB Flash Drive into a USB port 3. Right mouse click on the drive 4. Left mouse click on ‘Format…’ 5. Select the Start button 6. Select the Close button when it’s finished formatting 7. Select the Close button

Codes How to add a payment code

1. Starting at the AMS Main Menu 2. Select the More button 3. Select the Code Change button 4. Double click the otcode.ams file 5. Following the format given on the screen, enter or change the information as desired 6. Press ‘File’ and ‘Exit’ 7. Press ‘Yes’ to save

Reports/Statements How to erase your 30, 60, 90 day messages

1. Starting at the AMS Main Menu 2. Select the More button 3. Select the Code Change button 4. Double click the statemnt.ams file 5. Press the space bar 6. Press the down arrow 7. Repeat steps 5 and 6 until all the messages are gone

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8. Press ‘Alt + Q’ 9. Press ‘Enter’

**Note: Use the down arrow to move to the next field How to find out how many procedures were done during the month

1. Starting at the AMS Main Menu 2. Select the Reports button 3. Select the Code Summary 4. Adjust the beginning and ending dates as needed 5. Select the Doctor for whom to run the report 6. Press ‘Enter’ or ‘Ok’ 7. Press ‘Print’ to print the report

How to send your statements only to cash patients

1. Starting at the AMS Main Menu 2. Select the Statements button 3. Select ‘Cash Only’ 4. Select ‘Ok’ 7. Cancel when completed

How to run statements that differentiate between the patient’s balance and insurance balance ** Run the Statement program twice

1. Starting at the AMS Main Menu 2. Select the Statements button 3. Use the arrow keys to select ‘Cash Only’ 4. Press ‘Enter’ 5. Press ‘Enter’ 6. Press ‘Enter’ 7. Adjust the Beginning and Ending dates as desired 8. Press ‘Enter’ 9. Repeat all the steps substituting ‘Insurance Only’ for ‘Cash Only’

How to change information on your receipt and statements

1. Starting at the AMS Main Menu 2. Select the More button 3. Select the Code Change button 4. Double click the recinfo.ams file

Note: Use the down arrow to change to the next field.

5. Following the format given, type in the information you wish to change or appear on your receipt and statements to your patients 6. Press ‘File’ and ‘Exit’ 7. Press ‘Yes’ to save

Send Request

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• Open up AMS Main Menu • Click on Help • Choose Send Request • Type in your information and message and click OK

What this can be used for:

• Support questions • Training Appointment Request

(Two day advanced notice please) • Program suggestions for the next upgrade • Testimonials • Referrals

Where to Get Help Technical Support: Dial: 919-570-6001 for a quick phone response. You can also contact us via email at support@ams-software.com You can also click on Help on the AMS Main Menu and choose Send Request. Visit our website: www.ams-software.com