Users Manual

Contents About Turbomed ............................................................................................................................................................................3

System Requirements .................................................................................................................................................................3 Installation..................................................................................................................................................................................3 A Turbomed Practice .................................................................................................................................................................3 Key Concepts .............................................................................................................................................................................4 Purpose of Turbomed .................................................................................................................................................................4

Turbomed Practice Set-up ..............................................................................................................................................................5 New Accounts ................................................................................................................................................................................6

Patient Details ............................................................................................................................................................................6 Transactions ...............................................................................................................................................................................7 Special Fees and Calculations ....................................................................................................................................................8

Procedure Code Library .................................................................................................................................................................9 Medical Aid Library.....................................................................................................................................................................10 Working with Folders...................................................................................................................................................................11 Working with Selections ..............................................................................................................................................................12

Selecting Multiple Accounts ....................................................................................................................................................12 Payments ......................................................................................................................................................................................13 Reports .........................................................................................................................................................................................14

Print VAT.................................................................................................................................................................................14 Print Analysis ...........................................................................................................................................................................14 Send Summary .........................................................................................................................................................................14 Compare ...................................................................................................................................................................................14 Reports .....................................................................................................................................................................................14 Bookkeeping ............................................................................................................................................................................14

CSV (Comma Separated Value) Files..........................................................................................................................................15 Word Demo..............................................................................................................................................................................15 Excel Demo..............................................................................................................................................................................15

EDI – Electronic Data Interchange...............................................................................................................................................16 File Menu .....................................................................................................................................................................................17

New ......................................................................................................................................................................................17 Open .....................................................................................................................................................................................17 Save ......................................................................................................................................................................................17 Save As.................................................................................................................................................................................17 Change Printer......................................................................................................................................................................17 Print Invoices........................................................................................................................................................................17 Print Statements....................................................................................................................................................................17 Print Receipts .......................................................................................................................................................................17 Print Labels ..........................................................................................................................................................................17 Print VAT Report .................................................................................................................................................................17

Print Analysis / Summary.....................................................................................................................................................17 Send Summary .....................................................................................................................................................................17 Export ...................................................................................................................................................................................17 Import ...................................................................................................................................................................................17 EDI .......................................................................................................................................................................................17 Compare ...............................................................................................................................................................................17 Exit .......................................................................................................................................................................................17

Acti

Help

ons Menu ...............................................................................................................................................................................18 New Account........................................................................................................................................................................18 Edit Account.........................................................................................................................................................................18 Duplicate ..............................................................................................................................................................................18 Delete ...................................................................................................................................................................................18 Credit/Adjust ........................................................................................................................................................................18 Select_All .............................................................................................................................................................................18 Select_Due ...........................................................................................................................................................................18 Move to (Active)(VAT)(Archive) ........................................................................................................................................18 Reports .................................................................................................................................................................................18 Bookkeeping.........................................................................................................................................................................18 Find ......................................................................................................................................................................................18 Code List ..............................................................................................................................................................................18 Medical Aid List...................................................................................................................................................................18 Setup.....................................................................................................................................................................................18 Menu....................................................................................................................................................................................18 Contents................................................................................................................................................................................18 About TurboMED ................................................................................................................................................................18

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About Turbomed Turbomed is a medical billing and practice management program that has evolved over 15 years. It contains ideas from many users from different specialties about what a billing system should include to make it complete and what should be left out to keep it simple. System Requirements

• Windows 95/98/NT or later • 300 MHz or faster processor • Graphics printer

Installation

• Download the installation file from www.turbomed.co.za • Click this file to start the installation. • After installation Turbomed will be added to your computer’s Start-> Programs list where you will be able start it.

A Turbomed Practice

it

Account headings can beclicked to change the

sorting order of accounts.

The name of the openTMD file.

File Actions and HelpMenu system.

Toolbuttons forcommonly used

functions.

Click a folder to select and list the accounts

VAT and Archivefolders for storing non-

active accounts

Status information

Right click in theaccount list displays a

short-cut context menuUse Control Click to select

multiple accounts forprocessing

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Key Concepts TMD files Turbomed does not use a proprietary database, instead it stores all your data as text in single file with the extension ‘.TMD’ (TurboMed Data). Each practice has its own TMD file named to identify the practice e.g. “DrSmith.TMD’. This file completely defines the practice and stores all data in one place including all the account data, as well as the libraries of procedure codes and medical aids. TMD files are compact and allow all the data for a practice to be easily backed up to a single floppy disk. Single Invoice Accounts Turbomed is designed to handle each invoice as a separate account. A new account should be created for each treatment or visit rather than adding transactions to an old account. Purpose of Turbomed

• Medical account data management, with a logical system for archiving and backing up data. • Fast data capture with validation. • Viewing, sorting and locating information for any query. • No-month-end billing and credit control.. • Batch printing of invoices, receipts and statements. • EDI claims via DHS. • Analysis of data including financial, practice management and clinical information. • Producing useful output data that is compatible with other software e.g. Microsoft Office.

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Turbomed Practice Set-up Each Turbomed practice needs to be set up to print invoices and calculate fees correctly. Go to Actions->Set-up to fill in your practice setup data and then save the settings to your practice TMD file. The Setup contains 5 tabs but only the Invoices, Units and Setting are needed to get up and running. The Messages and Preferences tab information is optional.

The Invoices Tab stores information that will be printed on the left and right top of your invoices. Fill in the fields as shown substituting your practice information. Print an invoice to check the result and make adjustments.

The Settings Tab Fill in the information required.Interest rate is used to calculated interest on selectedaccounts. The EDI number must be a unique numberfor each practice that shares an EDI batch. Turbomed

registration number is required to use the programafter the free trial period expires.

The Units Tab Stores the data needed to calculate fees automatically. SAMA publishes these units each year in the ‘Guide to Fees’ book. They are multiplied by the number of units allocated to the procedures and consultation that are stored in your code library.

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New Accounts The New Account dialog has two page tabs, Accounts Details and Transactions. The program provides data capture and validation help that work mainly by looking up of information in recent accounts. The choices in the edit boxes are derived from your own data and will increase as your account data grows. Patient Details

Scroll Buttons are used for editing and checking

adjacent accounts.

Language either English or Afrikaans determines the standard message displayed and the code library lookup descriptor.

File Number is optional. Use this to cross reference

the patients clinical records. The Account Reference number is an automatically generated sequential number.

Account Name andAddress

Account Date is always required. It is the date of the account / invoice and it can be post-dated to the date when the first invoice is due.

Medical Aid and Numberrequired. For EDI accounts

the Medical Aid must belisted in the Medical Aid

library with a EDI Code ID.An ‘*’ identifies these

Medical Aids

Patient Name Gender required for EDI

Account Types include SAMA, Medical Aid WCA,

EDI etc. to determine the message and fee calculation

method.

Birthday and ID are required for EDI

Message should usually be Standard Message. Optional user messages are taken from the practice set-up.

Notes: Use this section for any information that might

be important such as telepone numbers.

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Transactions Diagnosis is used as a special template function. When you add

new accounts you can click the down arrow for a list of previously used diagnoses. Selecting one of these will display the list of transactions that you used the last time the diagnosis was used. Often all that is needed after that is to click on the date and amount columns and let the program automatically generate the details. If necessary the list can be edited and given a different diagnosis. This will become a new template. Turbomed becomes customized to your practice and more automatic as your practice grows.

Previous / Next Use these template buttons to look at other lists with the same diagnosis to find the most applicable one.

The Transaction list has several automatic editing features. In general if a field is blank the program will attempt to fill it while still allowing manual editing to override this. If you need the program to recalculate a field, delete it and move to another field, then select the blank field to recalculate it. Dates are duplicated from the account date or the date listed above. The description field is looked up in the code library and the amount field is calculated by multiplying values stored in the practice set-up and with units in the code library. If a new code and description is used that is not found in the code library, the program will attempt to add it to the library after prompting and will add your description and calculate the unit value based on the amount you type in the amount field.

Shortcut menu

Insert and delete lines and fields Code Library lookup to select items Calculate modified fees and assistant fees

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Special Fees and Calculations

Assistant Fee calculator dialog for codes 0008 0009 0029 to select the procedures that apply to the assistant

Interest if checked is calculated using the rate in the practice setupsettings. It is only applied for accounts aged more than 60 days.

Discount information on individual accounts determines themessage printed on invoices. Discount is based on SAMA rates and

after the period expires the message will revert to the standardSAMA message

Time Calculations for codes 0011 0012 0023 0036 0039 1212 areautomatically processed. Time can be entered in the description

field either as minutes or ‘hh.mm to hh.mm’ and calculated whenthe amount field is selected. Use short descriptors for these codes in

the code library to leave room for the program to append the timein minutes.

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Procedure Code Library Turbomed maintains a library of the codes for each practice. When new accounts are added codes are looked up in the library and a copy of the code description is placed on the account where it can be accepted or edited. The value is the number of units used to calculate fees by multiplying the unit value stored in the practice set-up. More information on fees can be found in the

SAMA guide to fees book.

After you Close you must save any changes to your practice’s TMD file by clicking the Save to File button on the main screen.

English and Afrikaans Descriptions will be used depending on the language selected for the account. If you fill in only one language the program will use this one for all accounts

Choose the Kind of Code Procedure Consulation Clinical CPT4 ICD10

Shortcut menu

Edit by double clicking an existing code or clicking the Edit toolbutton

New adds a new code

Print a sorted list

Sort codes by clicking on a heading

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Medical Aid Library The Medical Aid Library stores medical aid information. In order to use EDI you must use the medical aid library to store the medical aid EDI information. The medical aid library is also useful to look up medical aid names and telephone numbers and to print medical aid address labels for envelopes.

EDI Code This is essential data for EDI

Telephone and Fax that will appear on the list for reference

Units Some medical aids allow higher than BHF fees that can be entered here to override fee calculations for patients who are members

Address for printing labels

Medical Aid Name and (optional) Plan

After Closing you need to use Save to File to save any changes you make to the practice TMD file

The Medical Aid list

Labels Print these on 3X8 label sheets

Add a New medical aid

Edit the selected medical aid

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Working with Folders Turbomed has four folders that divide up accounts into logical categories. Click on any folder to display the list of accounts. The main VAT and Archive folders need to be double clicked if you want to list them. These folders contain the largest number of accounts and can be slow to list. The purposes of the individual folders are explained below. The overall purpose is to manage data. Accounts can be thought of as having a lifecycle starting as Active and ending as Archive accounts and will ultimately be removed from the system to be stored in separate archive files. In this way it is possible to maintain your system to be small and fast, keeping a relatively small amount of the most up-to-date data (say 3 years) to supply your system with information.

Inbox Folder This folder has a special purpose and is used together with the Import utility (see File Import) to merge data collected on another computer into the current TMD file. Imported data is displayed in the Inbox folder where it can be sorted, individual accounts selected and then moved to the Active folder which results in allocation of new reference numbers that will not conflict with existing accounts in the current TMD file. Data remaining in the Inbox folder is not saved and disappears when the program is closed.

Active Folder All accounts waiting to be paid are stored in the Active folder. This is the default folder open when the program starts and where most of the work gets done. All new accounts automatically go into this folder. There are subfolders that list current, 30-day, 60-day …account ages for credit control purposes. After accounts are fully paid they should be transferred out of the active folder to either the VAT or Archive folder.

VAT Folder Subfolders are specialised to produce ‘VAT on payments’ reports for VAT periods. To do this:

Open one of the applicable month folders. Select all its accounts. Activate the ‘Print VAT Report’ utility from the File Menu.

Accounts can only be moved to the VAT folder if they have a payment. After printing a VAT report a VAT date stamp is added to each account processed to prevent these accounts being moved back into the Active folder. Old account data that is not part of the current financial year can be moved to theArchive folder.

Archive Folder All old paid accounts are stored here. Annual subfolders subdivide the accounts. Old accounts can be deleted from the archive folder to reduce the data file size and free up memory for better performance. Deleted accounts are automatically archived in arcxxxx.TMD files (where xxxx is the year). In practice information can be kept for several years but the option to delete and archive data permits planned approach data maintenance.

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Working with Selections Most Turbomed functions and utilities work the same way:

• First select the account(s) to process. • Then click a tool button or menu item to activate the process.

Selecting Multiple Accounts

Click to select the first and Shift-Click the last to select a continuous group. Use Cntl-Click to select individual accounts.

Sorting and Filtering Use these features to arrange and quickly locate accounts to make selections

Sort accounts by clicking the headings above the accounts

Right Click the headings for more sorting choices

Select a filter to display only one type of account.

Notes:

• Selections are not lost when you re-sort the list. This can be useful if you need to sort one way to select a group of accounts but want to print the accounts in a different sorted order.

• Selections are mostly not changed by the functions that use them. For example you can print a batch of invoices and then a summary of the same batch without changing the selection.

• The shortcut menu contains shortcuts for Select All and Select Due (to select accounts for repeat billing).

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Payments Select the account and click the Credit/Adjust tool button to display the dialog for automatically handing payments.

This demonstrates how Credit/Adjust will handle an over-payment in a discount account and how subsequent use of Credit/ Adjust can be used to process a refund (as a negative payment)

This demonstrates the ‘PAYM Payment/Credit’ entry to as a result of

processing with the Credit/Adjust dialog.

Adjust balance to zero checkbox

Payment Edit this field if necessary

Move to another folder

Allow or disallow discount checkbox

Date defaults to the current date. Edit this if necessary

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Reports Print VAT Prints a VAT report for selected accounts in the VAT folders. Processes

VAT on receipts. Print Analysis

Prints a list of the selected accounts with age analysis information. Useful as a simple printed record of all the active accounts at any time.

Send Summary

Transfers up to 17 account fields to a CSV file or Windows Clipboard for all selected accounts or any accounting period. Use this to transfer information to another computer or PDA.

Compare Compares the current TMD file to any other TMD file such as a backup. Report a list of the differences in important fields to a CSV file or Clipboard.

Reports Provides 9 reports for different practice management information for selected

accounts of any account period with interactive viewing and sorting and options to transfer the data to either a CSV file or to the Windows Clipboard.

Bookkeeping Displays a detailed debtors ledger for any accounting period with options to transfer the data to a CSV file or to the Windows Clipboard. Useful as a detailed record of all transactions for use with a spreadsheet.

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CSV (Comma Separated Value) Files Several Turbomed utilities have the option to ‘Save to File’ or ‘Copy to Clipboard’ . These save data as CSV text to either a disk file or to the Windows clipboard for processing by other programs such as Word and Excel. Here is a demo of Turbomed report data processed using Microsoft Office software: Word Demo On the left the Turbomed report data pasted from the Windows Clipboard. The screenshot on the right is the Turbomed data converted to a table using Word’s ‘Text to Table’ function.

Excel Demo Turbomed report saved to the Report1.csv opened in Excel and used to draw a pie chart

In the same way Excel and Word can be used to view and process any Turbomed practice management report, bookkeeping ledger, summaries and practice comparison data.

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EDI – Electronic Data Interchange Turbomed produces the EDI batch file to work with DHS software (Digital Healthcare Solutions). To use EDI check the following:

• Accounts must have complete data, including the patients’ date of birth’ (or ID number) and gender. • Accounts must be account type EDI (an EDI message will display). • Accounts must have medical aid from Medical Aid Library with an EDI Code. • Your practice Set-up settings must have an EDI number. If you send EDI claims from more than one practice in the

same EDI batch each practice must have a different EDI number. (See Actions->Setup->Settings) To build an EDI batch do the following:

• Select all the accounts you want to include. Filter the Active accounts to display only EDI accounts and select from this list.

• Activate the EDI utility from the File Menu The EDI batch file built is c:\liveedi\export.dat. Turbomed appends data to this file for the DHS software to process. You can include non-EDI accounts in an EDI batch but they might not be processed by the medical aid. Contact DHS for more information at www.dhsolutions.co.za

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File Menu

New Creates a new Turbomed data TMD file (a new practice). Displays a dialog box to select one of the example practices as a template. Choose Blank.TMD if your practice is not listed. After this you will need to edit the practice Setup using Actions->Setup before adding new accounts. Open Opens an existing TMD file. Save Saves any change to the currently open TMD file. Save As Saves data to another file name or folder. Can be used to make backups Change Printer Changes the printer device. A fax is a printer device so changing the printer to fax will allow you to fax invoices and other normally printed output. Print Invoices Prints invoices for the selected accounts. Print Statements Constructs a common account for active accounts that have the same account details and prints a statement. Print Receipts Prints receipts for the selected accounts. Print Labels Prints Medical Aid Labels for the selected accounts. Print VAT Report Prints a VAT report for selected accounts in the VAT folder. Print Analysis / Summary Prints the summary information of selected accounts with age analysis information. Send Summary Sends a summary of account data to either a file or to the Windows clipboard. Export Exports the selected accounts to a new TMD file. Import Imports accounts from a TMD file and places them in the Inbox Folder for viewing and / or moving the Active Folder. EDI Processes an EDI batch file for the selected accounts. Compare Compares any TMD file to the open TMD file. Exit Exits Turbomed

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Actions Menu

New Account Adds a new account with a new reference number. Edit Account Edits the selected account. Duplicate Duplicates the account details in the selected account creating a new account with a new reference number. Delete Deletes the selected account Credit/Adjust Provides dialog to automate processing of payments, refunds, discounts and adjustments. Select_All Selects all accounts in the open folder. Select_Due Selects the accounts that have not received an invoice for more than 30 days by checking the date stamp in the account notes. Move to (Active)(VAT)(Archive) Moves the selected account(s) to the specified folder. Reports Displays the Reports dialog for the selected accounts. Bookkeeping Lists the Debtors Ledger to view all financial transactions in any date or period. Find Displays a dialog that searches multiple fields in all accounts in all folders to list matching accounts for locating and selecting any account. Code List Displays and allows editing of the procdure codes library stored in the current TMD file. Medical Aid List Displays and allows editing of the medical aids library stored in the current TMD file. Setup Displays and allows editing of the practice settings stored in the current TMD file.

Help Menu

Contents Displays the Help system About TurboMED Displays the Turbomed Version information.

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