D.G.L. INFORMATION TECHNOLOGIES (UK) LTD. Volume. Getting Started Guide

D.G.L. INFORMATION TECHNOLOGIES (UK) LTD. Volume 1 Getting Started Guide

D.G.L. INFORMATION TECHNOLOGIES (UK) LTD. Getting Started Guide D.G.L Information Technologies (UK) Ltd. 42 Celtic Court Ball Moor Buckingham Industrial Park Buckingham MK18 1RQ Phone 01280 824600 Fax 01280 824700 Email : support@dglit.com sales@dglit.com Internet:: www.dglit.com Practice Manager Getting Started Manual 1

Table of Contents Introduction 4 Section 1: Getting Started 7 Loading the Software 7 Starting Up 8 Logging On 8 Using The Online Help System 10 Setting Up A Practice 12 Registering For EDI (Electronic Billing) The Main Menu 17 The Toolbar 19 Evaluating Additional Modules 20 Section 2: Patient Details 21 Adding A Patient 22 Amending A Patient 31 Section 3: Basic Accounts 32 The "Service Invoice" screen 32 The "Claim Information" screen 39 Sending Electronic Claims 43 Receiving a payment 45 Multiple Payments 47 Issuing Credit Notes 49 Writing-Off bad debts 50 Issuing Refunds 51 Recording Deposits (pre-payments) 51 Section 4: Account Queries 53 "Summary" Statement 53 "Detailed" Statement 56 Section 5: The Correspondence Module 59 Typing a New Letter 59 Accessing Previous Letters 61 Section 6: Customising Practice Manager 63 Practice Manager Getting Started Manual 2

Adding A New User 63 Delete An Existing User 64 Set Consultation Fees 65 Set Operation/Procedure Fees 65 Change Headed Stationery 66 Other Customisations 66 Section 7: Finishing Off 67 Backing Up Your Data 67 Shutting Down 69 Section 8: Additional Modules 67 Correspondence Module 71 Recall Module 72 Outgoings Module 73 Banking Module 74 Click'n'Store Module 75 Diary Module 76 Diagnosis Module 77 Charting Module 78 Multiple Consultant License 79 Network License 79 Clinic Merge License 20 Practice Manager Getting Started Manual 3

The benefits of electronic billing. Introduction F or over 4 years Insurers have been working to develop ways of improving the accuracy and speed of processing and paying Consultants claims. One way in which significant advances can be made is for the insurer to receive the claim electronically from the consultant using Electronic Data Interchange (EDI) - this eliminates possible human error inherent in Insurers having to re-key information received on paper. Faster payment, reduced time chasing outstanding invoices, less errors, reduced printing & postage costs are just some of the reasons why 90% of all hospital claims are already processed in this way. In January 2000, 5 major insurers formed a company "Healthcode Limited" to act as a 'clearing house' for electronic claims. DGL's Practice Manager software sends the claim information to Healthcode who then forward the claim onto the relevant insurer. The information is transmitted in a highly encrypted form to ensure confidentiality. The DGL & Healthcode Promotion... To promote the electronic transmission of invoices to participating insurers, Healthcode Ltd have kindly agreed to subsidise the cost of DGL supplying their HEDI (Healthcode Electronic Data Interchange) version of Practice Manager, which normally retails at 595+VAT. Once you have completed the steps detailed in Chapter 1 of this booklet, your Practice Manager will automatically become "registered" and the "30 Day Evaluation" time-block will be removed. It will then act in the same way as if the 595 had been paid for the software, however you will not be charged a penny. What's the catch? There is no catch. There is NO cost to yourself, providing that you agree to submit bills electronically as your preferred submission method to all participating insurers, for a minimum of twelve months. You may optionally purchase additional module to add to the functionality of Practice Manager, but everything you need to send claims electronically as well as all "day-today" account related facilities (such as recording payments received, printing receipts, sending reminder letters, and producing financial reports) is provided free of charge. Practice Manager Getting Started Manual 4

What equipment do you need to be able to send claims electronically. If you have a computer which is connected to the Internet then you can use Practice Manager to send claims electronically once the "Installation CD" has been loaded and you have followed the 'setting up' steps detailed in chapter 1. Electronic Claims can be sent using virtually any Internet Service Provider. Note: If your computer does not have an internet connection, you must arrange for one to be added to your computer before attempting to set up EDI. Please feel free to contact DGL for advise. "What information do I need to be able to send claims electronically?" You will need: Your BUPA Provider Number BUPA Provider Numbers for the Surgeons you work with (Anaesthetists only) The Hospital ID Numbers for any locations where patients are seen. You will need from the patient : Their name, address and postcode. Their GP details (optional for Anaesthetists) Their insurance company name and membership number Date of first GP Visit for this condition, and date symptoms noticed. (optional) Signed consent For each invoice, you will also need: The procedure code for any services performed Dates of any services performed, along with admission and discharge dates for inpatient procedures (not necessary for Anaesthetists). An approximate "diagnosis" for the patients condition Practice Manager Getting Started Manual 5

Which Insurers can I send claims to electronically? At this moment in time only BUPA are accepting claims electronically, however other insurers (PPP, Norwich Union, Royal & Sun Alliance & Standard Life) are very close and should be accepting claims electronically shortly. What are the "optional extras"? These optional add-on modules are designed to add greater functionality beyond the normal "day-to-day" accounts related features. These include options such as Correspondence and Outgoing Expenditure. A complete list of these modules should have been included with the Installation CD, along with the relevant prices. If you wish to try these optional modules, you can click on the "Evaluate Modules" button along the bottom of the Practice Manager main screen, and tick the modules that you wish to evaluate. These modules will then be fully working for 10 days. Please note that you can only evaluate each module a maximum of 3 times. Practice Manager Getting Started Manual 6

Section 1 Getting Started Loading the Practice Manager Software When you insert the enclosed Installation CD into your computer, you should be presented with a menu screen (shown below). If not, double click on the "My Computer" icon on your desktop screen, then double click on the "Practice Manager" icon. Now click on the "Install Practice Manager Software" button to begin loading. During the installation process you will be asked to confirm that you wish to begin installation. Click on "Next" to continue. You will then be shown a copy of the "Software License & Copyright Agreement". If you agree to the license, click on the "Yes" button to continue. Finally you will be asked to select which hard-disk drive you want to install Practice Manager on to. Unless you have a particular need to change this, we recommend leaving this set to "C" drive. Click "Next" to continue. The installation should only take a minute or two to complete. Practice Manager Getting Started Manual 7

Starting Up To start Practice Manager, click on your button. At the top of the list should be a "Practice Manager" icon click on it once. Practice Manager will then begin to load. This should only take a few seconds, during which time a copyright notice will be shown. Logon Screen For security, before entering Practice Manager you must enter a valid User Name and Password. Without a recognised name and password, you will be denied entry. When first installed there are no user names or passwords set up. The first time you enter a user name and password, these will be added to the user name list for future use. Note that this will only be the case when Practice Manager is first run. Once a user name has been entered the system will not allow you to add user names from this screen. To add further user names you must use the Add New User option (located in the Misc Menu, Preferences, Users) once you have successful logged on. (see section 6 for more details) Each person who requires access to Practice Manager should be given their own name and password. This not only prevents unauthorised access to confidential information, but also allows you to grant access to different parts of the system to different users. For example, you may decide not to grant temporary staff access to financial reports. Please refer to the on-line help system for more information on user access rights. User Name Enter your "User Name" into this box. If this is the first time you have run Practice Manager Getting Started Manual 8

Password Date Consultant Practice Manager, enter a user name that you wish to use from now on. As you type your password, it will NOT be displayed on screen. Instead, each letter you press will be shown as a "*" to prevent it from being read. If this is the first time you have run Practice Manager, enter the password you wish to use from now on. Please type carefully, and ensure you use a password which you will remember, but others will find hard to guess. This box is used to ensure that your computers internal date is set correctly. Today's date should automatically be displayed, but if it is wrong you should click on the symbol correct it. It is vital that the system date is set correctly, as this will affect any date-dependant functions, such as the dates on which reminders letters are sent. This box allows you to select which "Consultant" you want to be working for. In a "Single Consultant" Practice Manager installation you will have the choice of either "Training Mode" or "Live Mode". The "Training Mode" is a completely separate system containing fictitious patients, accounts and letters that can be used for training purposes. If you are going to be entering any REAL information, ensure that you select "Live Mode". In a "Multi-Consultant" installation, the list will include "Training Mode", followed by the name of each consultant. It is important that you select the correct consultant that you want to work for, as it is not possible to transfer information between consultants once entered. Once logged in, you can use the "Change Consultant" facility to switch between consultants. Access to Customer Support is also included free of charge for the first 90 days. Once the above details have been entered, click on the "OK" button to continue. If you receive a message saying "Unknown User Name" or "Incorrect Password", re-type them and try again. Practice Manager Getting Started Manual 9

Using The Online Help System Whenever you see a "Help" button on any of the Practice Manager screens you can click on it to activate the on-line help system. This gives you access to a vital source of information regarding all aspects of the Practice Manager system. If you are at the Main Menu, then the Help Index will be displayed. If you click the Help button from within a different screen, then a help topic relating to that screen will be shown. Example of clicking "Help" from the "Patient Details Screen" : The help screen can be re-sized to be as large as you require. You may need to scroll down the page in order to read the entire contents. If the window does not fill the entire screen, then it can be maximised by clicking on the icon in the top right corner. As with an Internet page, the Help screens allow you to click on keywords (normally shown underlined) in order to just to related topic. Practice Manager Getting Started Manual 10

You can print a topic by clicking on the "Print" icon along the top of the screen, or to close the help screen click on the "Close Window" button The help screen is split into two halves. The right hand side shows the help itself, where as the left hand side shows other options (such as Contents, Index and Search). Note: if the left hand side is not visible, you may need to click the "Show" icon.. Practice Manager Getting Started Manual 11

Contents The "Contents" screen allows you to view various help topics grouped together by their function. For example, all options relating to the Patient Details screen are grouped together. Click on any other category to view its contents. Index The "Index" screen shows a complete list of all available help topics. You can then select the one required, or type in a word to look for. All topic names containing that word will be displayed. Search The "Search" screen allows you to search the content of ALL topics for a particular word or phrase. For example, searching for the words "Electronic Billing" will show a list of all topics containing those words. "Knowledge Base" The On-Line help system also contains a "Knowledge Base" system, containing the answers to many common questions, and an explanation of various error messages. This covers not only Practice Manager, but many related programs such as Microsoft Windows and Microsoft Word. The Knowledge Base can be accessed from the "Help" menu. To use the Knowledge Base, type one or two keywords into the "Search For" box, then click "Full Text Search". A list of any matching entries will be listed below. Double-click on the entry that best describes your question. A "summary" of the problem will then be shown, along with any relevant "details" and a "Resolution". Practice Manager Getting Started Manual 12

Setting Up A Practice The first time you run Practice Manager you will be asked if you wish to set up the Practice details. It is strongly advised that you do so, as it will take only a few minutes to complete and will help Practice Manager adapt to your requirements. Please note that any information entered into these screens is not "set in stone". All of the information can be changed at a later date should you wish. The "Practice Setup Wizard" consists of five pages: Practice Type Practice Details Patients Billing Data Protection Act Once each page has been completed, click on the "Next" button to advance to the next page. If you wish to go back to a previous page, click on the "Back" button instead. Practice Type This screen allows you to select which type of setup best describes your practice. Click on the option that best fits, then click on the "Next" button to proceed to the next page. Practice Manager Getting Started Manual 13

Practice Details Enter either the name of the consultant, or the name of the practice, followed by the address, telephone and email address (if available). Click "Next" to move to the next page. Patients If you would like Practice Manager to automatically assign each patient their own unique Patient Number, ensure that there is a tick in the "Automatic Patient Numbering" box. You may also enter the number you would like the next patient to be allocated. You may also optionally enter a "prefix" and/or a "suffix" to be added to each patient number. For example, you may wish to prefix the patient numbers with "01/" to denote the year in which they were added. You may also change the "Adult Age". If you enter a new patient who's age is below the "Adult Age" you will automatically be asked to enter "alternative billing details" for the parent or guardian. In the UK this option is normally set to 18, but you may change it if required. Practice Manager Getting Started Manual 14

Billing Practice Manager will automatically assign each invoice a unique "Invoice Number", starting with whichever number you type into the "Next Invoice No." box. You may also enter a "Prefix" and/or a "Suffix" to be added to each invoice number. If required, enter the details into the relevant boxes. The "Financial Year Dates" can be changed to match your Financial Year dates. Also on this screen is a "Set up Electronic Billing" button. This will take you to a separate set of screens in order to active Electronic Billing on your computer. It is VITAL that you complete the "Set Up Electronic Billing" screen in order to send claims via EDI. Practice Manager Getting Started Manual 15

Set Up Electronic Billing This screen stores information about how Electronic Claims are transmitted from your computer to Healthcode Ltd. for processing. Note: If you have not yet registered electronically with Healthcode, you will be presented with a screen asking if you wish to register now. If you answer "Yes" you will be taken to the "Register Software With Healthcode" screen. This process only takes a minute or two, but must be completed before you are allowed to send any electronic claims. Healthcode Ref Once registered, your "Healthcode Reference Number" will be displayed in this box. This number should be noted and quoted in all communications between yourself and DGL or Healthcode. This number is shown for reference only and should not be changed. How many printed copies of invoice Enter the number of paper copies to be printed for invoices sent electronically. Whilst it is not necessary to print out paper copies of electronic invoices, this option can be used if you require copies for your records. If you do not want paper copies, set the number to zero. EDI Hospital Numbers Clicking on this button will take you to the "EDI Hospital Numbers" screen, which allows you to set the correct reference numbers for each of the hospitals you work from. If you do not have any hospital on the list, use the "Add Hospital" button. Consultant / Practice Provider No's. Clicking on this button will take you to the "Consultant Provider Nos" screen, where you must enter the correct BUPA Provider Numbers for each consultant in your Practice. Surgeon Provider No's (Anaesthetist Groups Only) Click this button to assign the correct BUPA Provider Numbers to each surgeon who you work with. These can be added later. Anaesthetist Provider No's (Anaesthetist Groups Only) Click this button to assign the correct BUPA Provider Numbers to each anaesthetist who you work with. These can be added later. Practice Manager Getting Started Manual 16

Delivery Method This option is used to specify how you transmit claims to Healthcode. Normally this should be set to "Internet (FTP)". You should not change this option unless instructed to do so by DGL. Destination This options specified the location of where the claims are stored on your computers hard disk. This should not be changed unless instructed to do so by DGL Customer Support. Dial-Up Connection If your computer has more than one Internet Service Provider configured, you should use this option to select which one you wish to use to send the claims. This can be changed at any time, and can be virtually any Service Provider you care to use. Note: If your computer is connected to the Internet via a network, and if the network has a "firewall" security system installed (as used within many hospitals), your network administrator may need to make a slight alteration to the security settings to allow your computer to communicate with DGL and Healthcode. If this is the case, please ask your network administrator to contact DGL for more details. This is NOT necessary is you connect to the internet via a modem. If you have any security software installed on your computer, such as Norton Personal Firewall or ZoneAlarm, you may receive a warning message when Practice Manager attempts to connect to the Internet to exchange data with Healthcode Ltd. Please refer to your security program's documentation in order to allow Practice Manager access. Data Protection Act The "Data Protection Act" screen is a reminder that you are legally obliged to register with the Data Protection Act in order to store patient information on a computer system. Details of who to contact are given. This screen is provided purely for your information and does require any alteration. Once the Practice Setup screen have been completed, click on the "Finish" button Practice Manager Getting Started Manual 17

The Main Menu Screen The "Main Menu" screen is the heart of Practice Manager, allowing you to navigate around the different menus and select any of the various options. To move around between the menus, either use the left and right cursor keys to move to the next or previous menu, or the up and down cursor keys to move through the options in the current menu. Alternatively, use the mouse to point at the desired menu. Once you have located the option you require, either press the [Enter] key, or click the mouse. Some menu options have an arrow pointing to the right. This indicates that it contains a sub-menu. When the item is selected, the sub-menu will be displayed. For example, clicking on the "Statements" option shows a sub-menu containing "Summary Statement", "Detailed Statement" and "Statement Notes/Comments Report". The top right-hand corner of the screen indicates if you are currently logged into the Training Mode or not. If you have a multi-consultant system, the name of the current consultant will be displayed here. Also, if your computer is already configured for electronic billing your Healthcode Reference number will be displayed for reference. Practice Manager Getting Started Manual 18

The Main Menu is split into the following heading : Patients Lists Billing Accounts Banking Directories Outgoings WP Misc Help Quit Options relating to patient information Clinic Lists and Theatre Lists (requires the optional Diary Module) Options to do with the sending of invoices Options relating to the collection of money from invoices Allows you generate paying in slips, and to reconcile your bank statements (requires the optional Banking Module) Access to the various directory lists (GPs, Clinicians, Hospitals, etc) Options relating to outgoing expenditure from the practice. (Requires the optional Outgoings Module) Various Word-Processing related option Options not falling into the above headings. Access to the on-line help facilities. Exit out of Practice Manager and return to Windows. Note: Menu options always have one letter underlined. Eg Billing. You can also access these menus by pressing the [Alt] key and the underlined letter (in this case B). Similarly, many Practice Manager screens contain buttons, again with one letter underlined. These can also be selected by pressing [Alt] and the underlined letter. Practice Manager Getting Started Manual 19

The Toolbar The "Toolbar" on the Main Menu gives you shortcuts to most of the day-to-day option in Practice Manager. Clicking on the icons will take you to the following screens: Patient Details Allows you to Add / View / Amend patient details New Letter Create a new letter regarding a patient (requires the optional Correspondence Module) Clinic List Service Invoice Access the clinic diary (requires the optional Diary Module) Creates a new invoice for services. Receive Payment Received a payment against an invoice Summary Statement Messages Print Envelope Shows a summary statement of a patients account Allows you to leave "sticky note" style messages on your screen. Print address envelopes Print Label Print address labels Backup Allows you to backup your work as a safeguard Lock System "Lock" the system to prevent access whilst away from the computer The "Toolbar Preferences" option (found in the Misc Menu, Preferences, Main Menu Preferences) allows other icons can be added to the toolbar or removed. Practice Manager Getting Started Manual 20

Evaluating Additional Modules Some options from the Main Menu screen may appear "greyed out", meaning that they are not available. Initially, Practice Manager is set to run with only the "Starter Module" available. The functionality of the Practice Manager Starter Module can be added to buy purchasing any of the available add-on modules. These modules are optional and are not required for day-today account functionality. You may evaluate any of the available modules for up to 10 days at a time, and each module can be evaluated a maximum of three times. To evaluate a module, click on the "Evaluate" button on the main menu toolbar. For a list of available modules, please refer to Section 8 of this booklet (Page 70), the Price List that accompanied your Practice Manager Installation CD, or the DGL Website at www.dglit.com Should you decide to purchase any of these additional modules, use the "Register Additional Modules" button. Additional modules may be purchased at any later date. Practice Manager Getting Started Manual 21

Section 2 Patient Details Screen The Patient Details Screen can be used to add on new patients or to view and amend existing patients details. On a Multi-Practice system this option can also be used to copy patient details between practices. To access the Patient Details Screen, click on "Patient Details" in the "Patient" menu. It can also be accessed by clicking on the "Patient" icon on the main menu toolbar. This is how the Patient Details screen will appear on Surgical versions of Practice Manager. Other versions may differ slightly. Practice Manager Getting Started Manual 22

Adding A New Patient Enter the relevant information regarding the new patient into the appropriate boxes (see below for more details). Use the [Enter] or [Return] keys to move down through each of the boxes. If any information is not known it may be omitted and filled in at a later date. Once the patients details have been entered, either click on the button to save the changes, or click to lose the changes. Clicking either button will return you to the Main Menu screen. The "Next" button is basically the same as clicking on "OK" (ie, any changes will be saved) but you will be taken back a blank Patient Details screen ready to enter another patient instead of returning to the Main Menu. When saving a patient you may be asked if you wish to send this patient an invoice, a letter, or if you wish to print patient information labels. This depends on the settings in the Patient Preferences screen (located in Misc Menu, Preferences, Patient Preferences). Surname Forename Salutation Patient No. Enter the surname of the patient being added here. As will all names, the first letter will automatically be shown as a capital letter. Enter the forename of the patient. Enter the salutation (title) of the patient, ie Mr, Mrs, etc. You can either type the salutation you require, or select one from the list. If the salutation you require is not listed, simply type the correct salutation and press [Enter]. Practice Manager will then ask you if you want the new salutation adding to the list for future use. The next available patient number is automatically entered. Normally you would just press [Enter] to accept this number and move to the next field. The way in which patient numbers are allocated can be changed to suit your needs. For more information see Patient Preferences in the on-line help system. If you try to enter a number that has already been allocated to another patient, Practice Manager will warn you that the number has been duplicated and ask if you want to use another number. Practice Manager Getting Started Manual 23

NHS D.O.B. If known, enter the patients NHS number. If not needed, press [Enter] to leave the field empty. If a number is entered, Practice Manager will check to ensure that the number is valid. A warning message will be shown if an incorrect number is entered. Enter the patients Date Of Birth. If Practice Manager detects that a patient with the name surname and date of birth already exists on the system, you will be shown a warning screen asking you to check that the patient is not being duplicated. You can then either proceed to add another patient with the same surname and date of birth, to edit the original patient's details. Note: At this stage, Practice Manager checks to ensure that there are no other patients already entered into the system with the same surname and date of birth as the patient you are currently entering. If a possible duplicate is discovered, you will be asked if you wish to continue adding the new patient, or edit the existing one. Age Sex Address If a date of birth was entered in the previous field, the patients age will automatically be calculated and displayed. If the patient is under 18 years of age, the number of months will also be shown (ie, 7 years and 4 months). You can normally press [Enter] to accept the age shown and proceed to the next field. This box records the patients gender, and can be set to either 'M' for Male, 'F' for Female or 'O' for Other. Practice Manager will attempt to insert the correct sex automatically, based on their salutation (ie: male for 'Mr' or 'Master', female for 'Mrs', 'Miss' or 'Ms' ). If Practice Manager can not identify the patient's gender from their salutation (if, for example, they are a 'Dr') then the box is left empty an you will have to press 'M', 'F' or 'O' followed by [Enter]. There are two lines for the beginning of the patient's address, although it is not necessary to use both. Try to ensure that you do not use these two lines for entering the town, county or postcode, as there are separate lines especially for these further down. If the address is short, use only the first address line and leave the second line blank. Although this will leave a gap in the address on screen, the gap will not appear when printed out on invoices, receipts, letters etc. Practice Manager Getting Started Manual 24

Town County Postcode Telephone As you start typing the name of the town, a list of known towns will appear. If the town you require is highlighted on the list, press [Enter] to accept it, otherwise keep typing. If the town you require is not on the list, type it in fully and press [Enter]. You will then be asked if you want to add this new town onto the list for future use. If you do, select 'Yes', otherwise select 'No'. If you entered a town into the address, Practice Manager may be able to determine which county the selected town is in, and will enter the county for you. If this is the case, then simply press [Enter] to proceed to the postcode line. If no county appears, start typing the name of the required county and a list of known counties will appear. If the town you require is not on the list, continue to type the name of the county and press [Enter]. You will then be asked if you want to add this new county onto the list for future use. If you do, select 'Yes', otherwise select 'No'. Enter the postcode into the 'Postcode' box if known, otherwise press [Enter] to leave it blank. If you do type in a postcode, it will automatically be shown in capital letters for you. You have two lines in which to enter telephone numbers for the patient. You may enter the telephone numbers is any format you desire (with or without dialing codes), and you may also enter words as well as numbers (such as EXT, WORK, HOME etc.). There is also a button which, when clicked, will allow you to store additional details such as Mobile, Pager, Fax, and email address. Alternative Billing Address If the patient you are entering is under the 'adult' age (usually 18, but this can be changed via the Patient Preferences option) then you will be asked if you wish to record an alternative name and address for invoices and correspondence to be sent to. If you answer 'Yes' then you will be asked to enter the name and address for the correspondence. If the patient is not a child, and yet you still require correspondence to be sent to an alternative address, you can click the box next to 'Alternate Billing Address' box to force an alternate address to be recorded. This is useful if an elderly patient is Practice Manager Getting Started Manual 25

having their treatment paid for by a son or daughter. Balance Deceased GP Solicitor The 'Alternative Billing Address' box will be ticked if there is a alternate address recorded for this patient, otherwise it will be left empty. If ticked, you may also click on the magnifying glass icon to view or amend the alternative address details. This can also be accessed by clicking on the "Alt Address" option along the top menu bar. The 'Alternative Billing Address' box should NOT be used to record solicitor or hospital details. There are separate boxes to record such information. Next to the word "Balance" will be shown the patients current account balance. For a new patient, this will be empty or zero. A negative balance (shown in red) would mean that the patient owes you money, where as a positive balance (shown in green) indicates that their account is in credit, and effectively you owe them the money. Clicking on the magnifying glass icon will take you to the Summary Statement screen for this patient, showing details of all of their invoices. This tick-box is used to record if the patient is deceased or not. To record a patient as deceased, click the box to place a tick in it. You will be given a warning box saying "Warning - You are about to record this patient as deceased. Are you sure? Yes/No". If recorded as deceased, you will be warned before writing any letters or sending reminders regarding this patient. Also, any correspondence will automatically be addressed to "Executors to the Estate of The Late." If you wish to record a GP, type in the SURNAME of the required GP, then press [Enter]. You will now be taken to GP Search Screen, in which you may either select an exiting GP from a list, or add new GPs onto the list. If the name of the patients GP is not known, just press [Enter] to leave the box empty. If the patient is a medico-legal patient, type in the name of the firm of solicitors Practice Manager Getting Started Manual 26

acting on his/her behalf, then press [Enter]. You will then be taken to the Solicitor Search Screen, in which you may either select an existing solicitor from the list, or add a new one onto the list. If you wish to record more than one solicitor, click on the button. This will take you to an additional Medico-Legal Information Screen which will allow you to record two solicitors (Claimant and Defendant) plus any case reference numbers and the name of the Court. You can also record if the case has been settled or not, and if so the date of settlement. Example of the Medico-Legal Information Screen If the patient is not a medico-legal patient, press [Enter] to leave the Solicitor box empty. Clinician You may record one or more "Clinicians" against each patient. (ie, any other person with an interest in this patients treatment, such as a referring consultant, physiotherapist etc). Type in the SURNAME of a clinician and press [Enter]. You will then be taken to the Clinician Search Screen, in which you may either select an existing clinician from the list, or add a new one onto the list. If you are only asked to record ONE clinician, and wish to record several against Practice Manager Getting Started Manual 27

each patient, this option can be activated in the via the Patient Preferences option called "Record Multiple Clinicians". Example of recording multiple clinicians If you do not wish to record a clinician, press [Enter] to leave the box empty. Note: Anaesthetists may wish to use the Clinician box to record the name of the surgeon. Also, it is possible to rename the clinician boxes, usually just called 1 to 10, to having names such as "Dentist" or "Physiotherapist". This is done via the Directory Preferences screen (Misc Menu, Preferences, Directory Preferences). Insurance If you wish to record the patients Insurance Company, type in the name of the company and press [Enter]. You will now be taken to Insurance Company Search Screen, in which you may either select an exiting company from a list, or add new company. If you select an insurance company who accepts electronic invoices and your computer is set up to send EDI invoices, you will be asked if you wish to enter Insurance Claim Information. If you click 'Yes' you will be taken to the Claim Information Screen, where you can fill out the electronic claim form. This topic will be covered in more detail in the Billing section. Practice Manager Getting Started Manual 28

Invoice To Use this box to select who (in general) you would like invoices relating to this patient to be sent to. Press the initial letter of the option required ('P' for Patient, 'S' for Solicitor etc). Note that only options applicable to the current patient will be listed. ie, you will not have the option of invoicing to a Solicitor if this patient has no solicitor recorded. You will be given the option to change this setting each time an invoice is sent. The rest of the Patient Details screen is divided up into 5 sections, accessed by clicking on one of the following headings: Visits Date Added This field records the date on which the patient was entered onto the computer. It defaults automatically to today's date. Unless there is any specific need to change this, just press [Enter] to accept it. Last Visit Initially blank, this field will automatically be updated to show the date the patient last visited for treatment or consultation. It is updated each time the patient is invoiced. Press [Enter] and leave this field blank when entering a new patient. Next Visit The 'Next Visit' box shows the next appointment date for this particular patient, based on any appointments made in the Clinic List. To see more details about the next appointment (and any other appointments for this patient) click on the calendar button. New Appt Practice Manager Getting Started Manual 29

Click this button to make a new appointment for the current patient. User Defined Fields The "Patient Details Screen" can store up to five additional information fields of your choice. You can change the type of information to be stored via the "Misc Menu, Preferences, Patient Preferences" screen. Suggested uses for these fields include hospital numbers, etc. Type in the information relevant to these fields, the press [Enter]. Addition Information Referral Source / Occupation / Ethnic Origin Select an appropriate option from the lists provided, or type a new entry. If a new entry is give, you will be asked if you want to add the new entry into the list for future use. Is the patient's visit the result of an accident? If this patient has been referred to due an accident, tick this box. You will then be able to enter the date of the accident. Marital Status Select a marital status from the list, or free-type a new entry. Maiden Name (Females only) If the patient is married, enter their maiden name separately. Location Of Notes In order to keep track of where this patients notes are stored, select the current location of the notes from the list provided. If the notes are moved for any reason (ie, moved into storage), update this entry accordingly. Next Of Kin Use this section to record the Next Of Kin (N.O.K.) details for this patient. Comments Type any comments relating to this patient here. Any comments typed into the "Urgent" section will flash on screen each time this patient is selected. This may be of use if there is important information that you want to be reminded about each Practice Manager Getting Started Manual 30

time the patient is seen. Non-urgent comments can be entered into the "Other Comments" section. Practice Manager Getting Started Manual 31

Amending Patient Details The Patient Details screen (accessed via "Patient Details" in the "Patient" menu) can be to add on new patients and also to amend existing patients details. To amend a patient, you must first select the patient to be edited. To do this, type in the surname of the patient (in the "Surname" field) then press the [F2] key or click on the icon. Practice Manager will now show you the Patient Search Screen, and present you with a list of patients with similar surnames, listed in alphabetical order. Highlight the patient you require and press [Enter]. That patient will now be displayed and can be edited. When finished, click on the button to save the changes, or click to loose the changes. Note: The only information that can NOT be edited is the patients surname and forename. To change these, use the rename option on the top menu. For more detailed information on searching for patients, please see Patient Search. Copy Patient Details This facility is only available if you have more than one Practice set up, ie: either several different practices for different people, or a "Private Practice" and a "Medico-Legal" practice set up for yourself. To copy a patients details between practices, you must first have that patients details displayed in the Patient Details screen (either when adding a new patient on, or when amending their details). Once the patient is shown, click on the 'Copy Patient' button. A list will be shown, allowing you to select which practice you wish to copy the patient to. Click on the practice required. Note: Only the patients name, address, date of birth and telephone numbers are copied across. Information such as GP, Clinicians, Solicitors, etc must be re-entered. Practice Manager Getting Started Manual 32

Section 3 Service Invoice Basic Accounts The "Service Invoice" option allows you to enter the billing details for an invoice. It can be accessed in the following ways: Main Menu, Billing, Service Invoice Patient Details Screen, Invoice Clinic List, Accounts, Invoice Click the Invoice icon on the toolbar. The Service Invoice screen consists of 4 separate "pages" which can be selected by clicking on the relevant "tabs" along the top of the screen. Invoice To... Invoice Items Notes/Comments Claim Information Used to record the name of patient the invoice relates to, who the invoice is to be sent to, the invoice number, account date, and (optionally) the name of the surgeon and anaesthetist involved. Used to record details of the types of service provided, the dates and location they took place, and fee. Used to record any additional comments that you feel are relevant to this invoice. (optional) Additional claim information, if the invoice to be sent electronically via EDI. Once the relevant screen have been completed, you may then raise the invoice. Practice Manager Getting Started Manual 33

The "Invoice To..." screen Enter the correct information into each of the following boxes, pressing [Enter] after each to move to the next box. Once the last box has been completed you will be taken to the "Invoice Items" screen. Surname The first item that must be selected is the name of the patient to whom this invoice relates. The correct patient can be selected in usual way by typing the few letters of the surname followed by pressing the [F2] key. This will take you to the Patient Search screen, where the correct patient can be selected. Note: If you selected a patient who is insured by one of the companies accepting electronic billing, you will be asked if you wish for this invoice to be sent electronically or not. If you answer "Yes" then the invoice (once completed) will be validated to ensure that it has all of the necessary information required for electronic submission, and will then be added to the list of invoices awaiting transmission. Invoice No. The next available "Invoice Number" will automatically be entered for you. Usually you would not need to change the number given, but it can be amended if necessary. If you try to enter an invoice number that has already been used, you will be given a warning message and you will not be allowed to proceed until a unique number is given. Account Date Note: Invoice numbering can be customised via the Billing Preferences screen. The "Account Date" box is used to record the date of the current invoice. Please note that the Account Date is usually todays date, and not the date of the service that you are billing for. However, the system will allow you to forward date and back-date accounts if necessary. Practice Manager Getting Started Manual 34

Charge Band The "Charge Band" box allows you to select which of the insurance companies pricing schemes you wish to base this invoice on. Each insurers pricing scale is given a number, such as '0' for BUPA, '8' for Norwich Union etc. Clicking on the magnifying glass icon will show you a list of all of the available charge bands to select from (not all of which will apply to your country). Charge Bands can be automatically selected in two ways. Each insurance company can assigned a charge band via the Insurance Company Directory. Then, each time a patient with that insurance company is invoiced, the charge band will automatically be set. Alternatively, a default charge band can be set in the Billing Preferences Screen. Then, if the insurance company does not have a specific charge band assigned to it, the default band will be used. Anaesthetist (optional unless in a Group Anaesthetist System) If the "Record Anaesthetist" option is enabled (via the Misc Menu, Preferences, Billing Preferences screen) you can record the name of the anaesthetist relating to this invoice. This is of use mainly for Group Anaesthetist practices, where the anaesthetist involved will be needed to calculate financial breakdowns. Surgeon (optional unless in a Group Surgical System, or an Anaesthetist system) Invoice To: Copies If the "Record Surgeon/Controlling Specialist" option is enabled (via the the Misc Menu, Preferences, Billing Preferences screen) you can record the name of the surgeon or controlling specialist relating to this invoice. This is of use mainly for Anaesthetist systems, or for Group Surgical Systems where the surgeon involved will be needed to calculate financial breakdowns. The "Invoice To" box allows you to select who the invoice is to be addressed to. The choices include Patient, Alternative Address, Solicitors, GP, Insurance Company, Hospital or Clinician. Not all options will be available for all patients, depending of the information entered into the Patient Details screen. For example, you can not invoice an insurance company unless one was specified on the Patient Details screen. By default, the option specified on the Invoice To Box of the Patient Details screen for this patient will automatically be selected. However, this can be changed for each invoice if required. Set the number of copies of the invoice that you wish to print. By default, the number of copies is set to the number specified in the "Copies" option of the Billing Preferences screen, but this number can be changed for each individual invoice if required. Practice Manager Getting Started Manual 35

Balance If you are entering old invoices into Practice Manager (for example, invoice that have already been sent before you started to use Practice Manager) you may wish to set the number of copies to "0". This will allow the invoice to be raised, but will not waste paper by printing an unwanted copies. The "Balance" box shows the account balance for the currently selected patient. If the balance is shown in red, then it is a negative balance indicating that the patient is in debit, and they already owe money on other invoice. If the balance is shown in green, then the patients balance is in credit. Note that the "Balance" box is shown for reference only, and the figure shown can not be manually changed. Last Invoiced Insurer If the currently selected patient has been sent invoices in the past, then the date of the last invoice will be shown here. As with the "Balance" box, the "Last Invoiced" date is show for reference only and can not be manually changed. The insurance company of the currently selected patient is shown in the "Insurer" box. This is normally set in the when the patient was originally entered into the "Insurer" field of the Patient Details screen. If no insurer is shown, if the insurance company has changed, a different company may be entered. This will in turn update the Patient Details screen. The "Invoice Items" Screen The purpose of the Invoice Items page is to allow you to enter exactly what services you are billing for. For example, the details of any consultations or operations. Unless otherwise changed in the Billing Preferences Screen, the maximum number of items on an invoice is 9. Practice Manager Getting Started Manual 36

These "services" are split into one of four categories. Consultation Operations and Procedures Multiple Procedure User Defined items Regardless of the type of service, the same "service details" must be entered. Desc Code Date Hospital Episode Type Fee Description of the service. This can be as long as you like, as the box will expand accordingly. The insurance company code for this service (if applicable). If know, the system will automatically insert the relevant code for you. The date that this service was performed. The date defaults to today's date, but can be forward dated or back-dated as required. The location where this service was performed. Locations can either be selected from the list, or typed in manually. New locations can be added to the list for future use by simply typing them out in full, then answering "Yes" when asked if you wish it to be added to the list. The "Episode Type" (if applicable) - O/P (Out-Patient), I/P (In- Patient), D/C (Day-Case). The amount that you wish to charge for this service. If known, the system will suggest a fee to you, based on the "charge band" you selected for this invoice. This fee can be changed to any amount you choose. If no fee has yet been specified, you will be shown the following message: Clicking "Yes" will allow you to set your "default" fee for this procedure. Practice Manager Getting Started Manual 37

Billing For Consultations To bill for a consultation, click on the "Consultations" button. You will then be given a list of consultation types to select from. Either double-click on the required type, or move up and down using the cursor keys followed by [Enter] to select. This screen also allows you to edit the names of the consultation types. For example, clicking on "New Consultation" followed by the "Edit" button will allow you to rename it to "Initial Consultation" if you prefer. Once the type of consultation has been chosen, you will be taken to the "Service Details" section of the screen. Here you can amend the description of the service if necessary. Practice Manager will automatically enter the insurance company code for the type of consultation you selected. This can be manually changed if necessary. The date of the consultation can also be entered, as can the hospital or consulting rooms where it took place. When asked to select the "Episode Type", you would normally select "O/P" for "Outpatient". The default fee for this type of consultation will automatically be entered into the "Fee" box for you, but this can be changed manually if required. Once all of these details have been entered, and you are happy that they are correct, click on the green tick to the right of the service details to accept the details and transfer them to the invoice grid below. If you wish to cancel the current service details, click on the red cross instead. The service details will now be added to the invoice grid at the bottom of the screen, and the invoice total in the bottom right hand corner will be updated accordingly. Billing for Operations and Procedures There are several different ways of selecting the name of the operation or procedure that you wish to bill for. Operation/Procedure This button will bring up a copy of the fee schedule for the current insurance company, showing each of the chapter names. Double-clicking (or pressing [Enter]) on a heading will open it to show its sub-heading, which can also be double-clicked to reveal the list if operations and procedure in that section. Double-click (or press [Enter]) on the name of the operation or procedure required. Practice Manager will then automatically fill in the description, code and fee. OPCS Code Entry If you already know the code of the procedure required, click on the "OPCS Code Practice Manager Getting Started Manual 38

Entry" button. Here, you can enter the code into the "Code" box. If more than one procedure is found matching the code you entered, you will be able to select the one you require. If you do not know the OPCS code, instead you may enter a key word into the "Search Text" box. For example, entering "knee" will list all procedures containing the letter "knee" in their description. Once the procedure has been selected, Practice Manager will automatically fill in the description, code and fee. Multiple Procedure User Defined If you are billing for more that one procedure performed at the same time, you may wish to use the "Multiple Procedure" facility instead of billing for each procedure separately. The "Multiple Procedure" option will automatically calculate the correct fees based on the currently selected Charge Band. For example, if the charge band is set to "0 - BUPA Rates", then Practice Manager will automatically bill add 25% to the highest procedure if there are two items, or 40% if there are three or more items. As each of the insurance companies has different methods of calculating multiple procedures, the correct formula will be applied. If the item you wish to bill for is not a consultation and does not appear in the insurance company price list (for example, medical reports), you may select it from your own list of "User Defined" items. To add new items to the User Defined list, click on the "User Defined Code Maintenance" option along the top of the screen (or use the "User Defined Billing Codes" option from the Misc Menu, Table Maintenance). Deleting Service Items If an item is incorrectly added to the invoice, it can easily be removed by clicking on the unwanted item in the invoice grid at the bottom of the screen, then pressing the [Delete] key on the keyboard. You will be asked if you are sure that you want to remove it. Click 'Yes'. Amending Service Items If you wish to amend any of the details of an item on the invoice, double click on the relevant item on the invoice grid at the bottom of the screen. The details will then be transferred back to the top of the screen, and can be amended. Click on the green tick next to the details to confirm the amendments. The "Notes/Comments" Screen Practice Manager Getting Started Manual 39

The "Notes/Comments" tab allows you to record additional notes and comments to be recorded, and optionally printed on the invoice. Anything typed in the "Notes/Comments (not printed)" side will not be printed on the invoice, where as anything typed in the "Notes/Comments to be printed" side will be printed. Adding notes and comments to invoices is optional. The "Claim Information" Screen The "Claim Information" screen allows you to enter additional information required if the invoice is to be sent via EDI (electronic billing). It is basically a copy of the "Claim Information Screen" accessible from the Patient Details screen. The "Claim Information Screen" allows you to record information necessary to send invoices electronically to insurance companies (know as EDI), and is basically an replacement of the paper claim form. The screen can be accessed from the Patient Details Screen, either by clicking on "Claim Info" from the top menu, or by entering the name of a participating insurance company into the "Insurance" box (if that insurer has been set to allow electronic billing via the Insurance Company Directory screen). Note: Some field on the Claim Information Screen are optional, others are mandatory. Mandatory fields are highlighted in blue. However, not all of the fields have to be completed at this stage. Any missing information can be filled in when actually creating the invoice. Mandatory fields may vary from insurer to insurer. If the current invoice is not going to be sent electronically, then it is not necessary to complete this screen. Pre-Authorisation Number If the patient's insurance company has issued a Pre-Authorisation Number for their treatment, it can be recorded in this box. If no pre-authorisation has been issued, you may leave this field blank. Diagnosis / Presenting Condition 1 & 2 You must enter at least one diagnosis per claim, however two diagnoses can be recorded if required. A diagnosis consists of a description and a code. If you know the correct code, enter it into the first box (see "Common Diagnosis Codes" for a Practice Manager Getting Started Manual 40

list of the most common codes used). If you do not know the correct code, type in one or more key-words (such as "KNEE") into the box, then press [Enter]. Practice Manager will then bring up the "Select Diagnosis" screen with a list of all diagnoses containing those words, along with the correct codes. Click on the description that best fits the diagnosis, then click "OK". If none of the descriptions are appropriate, try typing different words to search for. The codes used for diagnoses are taken from the "ICD9" coding system, used by all UK insurance companies as well as the NHS. Note: Some ICD9 codes have more than one description. For example, code 79000 is "Abnormal Blood Chemistry" as well as "Hyperglycaemia" and "Excessive Blood Levels Of Alcohol". If you enter a code and a different description is show this will not matter. Only the code is included when the claim is submitted, not the description. Symptoms 1st GP Visit If known, enter an approximate date that the patient was first aware of any symptoms. If known, enter the approximate date that the patient first saw their GP with regards to their current condition. Admitted/Discharged If the patient was admitted to hospital as an in-patient or as a day-case, you must record the date of admission and the date of discharge. This is a mandatory field, unless you are billing as the Anaesthetist. If the patient was seen on an out-patient basis, these two boxes can both be left blank. Discharge Code If you entered a discharge date, you must also select a "Discharge Code" from the drop down list. Normally, this would be set to "Routine", but the options include: Against Medical Advice Deceased Routine Transferred Membership No. Enter the membership number (policy number) for the patients Insurance Company. As Practice Manager already knows who the patient is insured with (because you entered the insurers name into the "Insurance" box on the Patient Practice Manager Getting Started Manual 41

Details screen) it will check to ensure that the membership number is valid. If the number you enter is too short, too long, or doesn't match that insurance companies rules, the system will reject the number and give you a warning message. A valid number must be entered for the claim to be sent using EDI. Note: BUPA patients require a 10 digit membership number. If you have a 12 digit number, then this refers to a corporate policy and you must contact BUPA to obtain the individuals 10 digit policy number. Also, if the number is prefixed by "09/" or something similar, only enter the numbers after the '/'. Request Membership No. Valid Until Some insurers allow you to "request" a membership number. If the "Request Membership No." button is shown in black, then the current patients insurance company does support this facility. If not, it will be shown in grey. Some patient's policies have a "Valid Until" date. If so, you may record it in this box. 3rd Party Insurance Double Ins. Place a tick in this box if the patient is claiming on the insurance policy of a 3rd party, such as a claim for a child's treatment on the fathers policy. You will then be prompted to enter the third party details. If the patient has more than one private insurance policy, place a tick in this box. You will then be prompted for additional information regarding the other insurer. Signed Consent Obtained You MUST tick this box to confirm that the patient has given signed consent for his/her information to be sent electronically. Patient Wishes To See Medical Report If the patient has requested sight of his/her medical notes, please tick this box. Raising The Invoice Once the invoice details have been entered, click on the 'OK' button to confirm that the details are correct. You will be asked if you wish to "Raise the invoice now?", and will be presented with Practice Manager Getting Started Manual 42

several options. "YES" will simply raise the invoice and print it. It will immediately become an outstanding invoice, and will be due for payment. If your computer is set up for EDI (Electronic Billing) you may be asked at this stage if you want to "Send claim electronically?". If you answer "No" then the claim will be printed as a normal paper invoice. If, however, you answer Yes" then the claim will be added to the claims awaiting transition. These can then be sent as a batch at the end of the day using the "Send Electronic Claims" option. "Leave In Progress" will turn the invoice into an In Progress invoice - meaning that it will not be raised yet. Instead, it will remain "open" and then be added to and raised at a later date. Use this option if you know that the patient is coming back in a week or so for further treatment, and you want to invoice for everything in one go. "Defer" (if enabled via the "Billing Preferences" screen) allows you raise the invoice on a particular day. For example, if you were to defer an invoice for 7 days, the invoice would not be raised until that date. After seven days, Practice Manager will automatically inform you that there are deferred invoices due to be raised, and will offer to show you the Print Deferred Invoices screen. "Patient Is Paying Now" If ticked, when "Yes" is clicked to raise the invoice, you will be taken directly to the "Receive Payment" screen with this invoice already selected in order to allow you to quickly pay the invoice off. This is of particular use if your patients regularly pay at the time of consultation/treatment. The "Patient Is Paying Now" option will only be available if it has been enabled from the "Billing Preferences" screen. If you tick the "Patient Is Paying Now" box, no invoice will be printed, regardless of the number shown in the "Copies" box. Validating the Invoice If you opted to send this invoice electronically, the claim will be "validated" to ensure that all of the required information has been entered. This will help to ensure that the Insurer will not reject the claim because of missing or incomplete information. If there are any problems found, you will be taken to the "Fix Claim" screen, which will show you the problems and allow you to correct them. Practice Manager Getting Started Manual 43

Send Electronic Claims This option allows you to send any electronic claims that are waiting to be transmitted. It is found in the Billing Menu. Any claims that are awaiting transmission are checked to see if they are valid claims. A claim must be considered "Valid" before it is allowed to be transmitted. ie, all of the necessary information must have been entered, and the invoice details must conform to the EDI requirements. If any of the claims are not valid, the following error will be shown: If you answer "Yes", then a list will be shown detailing which claims have problems, and what must be done to rectify them. This list can be printed for later reference. Fixing Claims A list of all claims (invoices) waiting to be transmitted will be shown. For each invoice the Invoice Number, Patient Name and Insurance Company will be listed. Also, next to each invoice, will be shown two tick-boxes, one called "Send", the other called "Valid". If a claim is valid, then a tick is automatically placed in the "Valid" column, and also in the "Send" column, indicated that it is OK to be transmitted. If the claim is NOT valid, then neither column is ticked, indicating that there is a problem. If a claim is not valid it will be shown in red. You may click on the "Fix Claim Info" button. This will activate the "Fix Claim Information" screen, which will allow you to see what the problem is, and then rectify it. If for any reason you wish to delay sending a claim, you may un-tick the "Send" column of the relevant invoice. Sending The Claims Once the claims that you wish to transmit are marked as "Valid", click on the "Send Claims" button. If your computer uses a modem to connect to the internet, it will automatically attempt to dial up the internet and connect itself. If you only have one telephone line which you share between your computer and your normal voice telephone, it is important to ensure that the telephone is not in use. Equally, if your computer shares a telephone line with a fax machine, ensure that the fax machine is not in use before clicking "Send Claims". Practice Manager Getting Started Manual 44

Once connected to the Internet, Practice Manager will transmit the claim information to Healthcode Ltd, who will collate the claims and pass them on to the relevant insurance companies for processing. Depending on the number of claims to be transmitted, this process normally takes between 1 and 5 minutes to complete. During this time a "progress bar" will be shown on-screen indicating how much time is remaining. Once transmitted, your computer will automatically disconnect itself from the Internet. NOTE: Practice Manager will transmit any "Training Mode" claims to a dummy mailbox at Healthcode. Any such claims will be ignored and will NOT be forwarded to the Insurers. Please ensure that you are in the Training Mode before sending any test claims. Practice Manager Getting Started Manual 45

Receive Payment The "Receive Payment" screen can be accessed via the "Accounts" menu, and allows you to record a payment against an outstanding invoice. It can also be accessed by clicking on the "Payment" icon on the toolbar. If you receive a single cheque to cover more than one invoice, you should consider using the "Multiple Payment" option instead. First, you must select the invoice that you wish to receive the payment against. This can be done in one of two ways : 1. If the invoice number is known, click into the "Invoice No." box and enter the exact invoice number. The correct invoice will then be selected. 2. If the invoice number is not known, enter the patients surname into the "Patient" box, then press the [F2] key to active the "Patient Search" screen. If the selected patient has more than one outstanding invoice, they will be listed. Double-click (or highlight using the cursor keys, then press [ENTER]) on the invoice to be paid off. If the patient has only one outstanding invoice, it will be selected automatically. Once the correct invoice is identified using either of the above methods, the following boxed must be completed: Amount Paid, Date Paid, Payment Method, Paid By, and Details. Each of these is explained in more detail further below. View The 'View' button will take you to the "View Invoice" screen for the currently selected invoice. Insurance Co. Amount Paid The "Insurance Co." box will display the insurance company recorded for the currently selected patient (as entered in the Patient Details screen). If the insurance company was not known at the time the patient was originally entered into the system, the correct insurance company can be entered at this stage. This will update the Patient Details screen. Enter the amount that you wish to pay off the current invoice. If the "Default Amount To Full Amount" option is activated in the Account Preferences screen, the full outstanding amount of the invoice will already be entered for you (which you may manually change if the invoice is being shortfalled). If the box is empty, you must enter the correct amount being paid manually. If you enter a payment for more that the patient actually owed on the invoice, the system record the over-payment as a deposit against any future invoices. Practice Manager Getting Started Manual 46

Date Paid This box is used to record the date of which payment was received. It automatically default to today's date, but may be changed if you are back-dating a payment. Payment Method Paid By Details As you start to enter the method of payment (Cash, Cheque, etc) a list will appear allowing you to select the most common methods from it. If the payment method you require is not listed, simply enter the new method in fully then press [Enter]. You will then be asked if you wish to add this new method to the list for future use. If you wish to remove unwanted entries from the Payment Method list, this can be done using the "Look-Up Table Maintenance" facility. This box is used to record the name of the person or company who paid the payment (such as the name of the patient, insurance company, solicitor, etc). Any additional information relating to this payment can be recorded (optionally) in the "Details" box. This may include such information as cheque numbers, reasons for shortfalls, etc. To save repeated typing, commonly used comments can be selected from a list by either clicking on the magnifying glass icon, or by pressing the [F2] key. A list of comments will then be shown and can be selected either by double-clicking or by pressing [Enter] on the desired comment. New comments can be added to the list by clicking on the "Insert" button. One each of the above details have been correctly entered, either click on the 'OK' or 'Next' buttons. To abort the payment, click on "Cancel". Clicking 'OK' and 'Next' both perform the same function - to confirm that the payment details are correct and to ask if you wish to print a receipt. The only difference is that once complete, the 'Ok' will return you to the main menu, where as the 'Next' button will leave you on the Receive Payment screen ready to record another payment. Once the payment has been confirmed, you will be asked to select the type of receipt to be printed. The list will include standard receipts (usually used for full payments) as well as shortfall letters which show not only the details of the payment, but also the amount that remains unpaid. If no receipt is required, click on the "No Receipt" button instead. If at a later date you discover that a receipt was needed, you may print one at any stage using the "Re-Print Receipt" option from the Accounts menu. Practice Manager Getting Started Manual 47

Multiple Payments The "Multiple Payment" screen can be accessed via the "Accounts" menu, and allows you to pay off several invoices from a single payment. This is most used when a cheque is received from an Insurer such as BUPA, where a single cheque is received along with a statement detailing which invoices are being settled. If the payment is only for a single invoice, you should use the "Receive Payment" detailed previously in this chapter. First, you must enter details regarding the payment itself : Total Amount Date Method Paid By Details Enter the TOTAL amount of the payment. Enter the date on which the payment was received. This box defaults to today's date, but may be back-dated in you wish. Enter the "method" of payment - such as Cheque, Cash, etc. Enter the name of the person or company who the payment was made by (ie, BUPA) Enter any additional information regarding the payment, such as cheque number or statement number. Once the payment details have been entered, the bottom of the screen with show the "Remaining" amount of money to be allocated against invoices. Repeat the following steps for each invoice you are paying off with this payment, until the "Remaining" reaches " 0.00" Surname Enter the surname of the patient who's account is being settled, then either press the [F2] key or click on the magnifying glass to activate the "Patient Search" screen. Once a patient is selected, all outstanding invoices for that patient will be listed. Click on the invoice you wish to pay off, then click on the OK button. If you do not know the patients name, you may press [Enter] and leave the box empty. This will allow you enter the correct invoice number into the "Invoice No" box instead. Invoice No Amount If an invoice has already been selected, the invoice number will be displayed here. If not, enter the invoice number of the account being paid. Enter the amount being paid against this invoice. This box will default to the total amount owed on the current invoice, but this figure may be changed if the Practice Manager Getting Started Manual 48

invoice is being shortfalled. Details Enter any additional details regarding this invoice, such as the reason for any shortfall. This may be left blank if not needed. Once the details have been entered, click on the green tick button. This will add the payment to the statement in the centre of the screen, deduct the amount from the "Remaining" total, and take you back to the "Surname" box ready to select the next patient. Once all of money has been allocated to invoices, the "Remaining" total will show as 0.00 and the "OK" button will show in green, allowing you to click on it. Receipts If the "Ask if receipt needed" box is ticked, after each payment you will be asked if you wish to print a receipt. Remove the tick if you do not require this facility. Under / Over Payments It is common for insurance companies to pay incorrect amounts against invoices, or to pay the wrong consultant for another consultants invoices. If this happens the incorrect amounts can be recorded for later use. If an insurance company pays too much (for example by paying you for someone else's invoice), you must click on the "Over Payment" option in the top menu bar. This will allow you to record the fact that you HAVE received the money, and the reason why it has been overpaid. Usually if this occurs, the insurance company will deduct the over-paid amount from their next payment to you. When this happens you will receive a payment LESS that the value of the invoices they are paying off. Example: An Insurance Company sends you a cheque for 200 to cover three invoices, two of 50 and the other of 100. One of those invoices (the 100 one) is not your invoice. Pay off the other two invoices in the usually way, then record the left-over 100 as an "Over Payment". On their next payment, the Insurance Company may send you a cheque for 50 to cover 150 of accounts. Enter the "Total Amount" as being 50 (as that is what is physically being paid), then click on "Under Payment" and record that fact that you have been under-paid by 100. All 150 of invoices can then be paid off. Practice Manager Getting Started Manual 49

Credit Notes The "Credit Note" facility (located in the Accounts menu) allows you to reduce the amount owed on an invoice by issuing a credit note against it. This is normally because there has been some kind of error on the invoice, or if the invoice has been shortfalled and you do not wish to chase up the remainder. Note: If you want to forget an outstanding amount because it is a bad debt, you should use the "Debt Write Off" option instead (see next page). As a credit note must relate to an outstanding invoice, you must use one of the following two methods to select the invoice to be credited. If the invoice number is known, click into the "Invoice No." box and enter the exact invoice number. The correct invoice will then be selected. If the invoice number is not known, enter the patients surname into the "Patient" box, then press the [F2] key to active the "Patient Search" screen. If the selected patient has more than one outstanding invoice, they will be listed. Double-click (or highlight using the cursor keys, then press [ENTER]) on the invoice to be credited. If the patient has only one outstanding invoice, it will be selected automatically. Once the correct invoice has been selected, the following details must be entered : Amount To Credit Enter the amount that you wish to Credit against this invoice. Although this box defaults to the total outstanding amount of the invoice, it can be manually changed if you only wish to credit off a part of it. Date Credited Reason Enter the date that you are issuing the credit note. Today's date is entered automatically for you, but can be manually back-dated if required. Enter a reason why you are letting the patient off this money. It is important to give a meaningful reason here, as it may be required by your accountant or tax inspector. Practice Manager Getting Started Manual 50

Debt Write-Off The "Debt Write-Off" facility (located in the Accounts menu) allows you to "write off" an amount owed on an invoice. This is normally because the invoice has been outstanding for some considerable time and it has not been possible to extract payment from the patient. there has been some kind of error on the invoice, or if the invoice has been shortfalled and you do not wish to chase up the remainder. Note: If you want to reduce the amount outstanding on an invoice because of an error, or if you wish to forget a shortfalled amount, you should use the "Credit Note" option instead. As a Debt Write-Off must relate to an outstanding invoice, you must use one of the following two methods to select the invoice to be written off. If the invoice number is know, click into the "Invoice No." box and enter the exact invoice number. The correct invoice will then be selected. If the invoice number is not known, enter the patients surname into the "Patient" box, then press the [F2] key to active the "Patient Search" screen. If the selected patient has more than one outstanding invoice, they will be listed. Double-click (or highlight using the cursor keys, then press [ENTER]) on the invoice to be credited. If the patient has only one outstanding invoice, it will be selected automatically. Once the correct invoice has been selected, the following details must be entered : Amount To Write-Off Enter the amount that you wish to write off against this invoice. Although this box defaults to the total outstanding amount of the invoice, it can be manually changed if you only wish to write-off a part of it. Date Credited Reason Enter the date that you are writing off the debt. Today's date is entered automatically for you, but can be manually back-dated if required. Enter a reason why you are writing-off this money. It is important to give a meaningful reason here, as it may be required by your accountant or tax inspector. Practice Manager Getting Started Manual 51

Refund The "Refund" facility, located in the Accounts menu, allows you to record the fact that money has been refunded to a patient. Once recorded, the patients balance will be debited by the amount of the refund. Each of the following boxed must be completed: Patient Amount Date Reason Enter the surname of the patient the refund is going to, followed by the [F2] key to activate the "Patient Search" screen and select the correct patient. Enter the amount that is being refunded to the patient. Enter the date that the refund is being made. Although this box defaults to today's date, it can be manually back-dated if required. Use this box to record the reason that the refund is being issued. Deposit The "Deposit" facility, located in the Accounts menu, allows you to record the fact that money has been received from a patient but is not being allocated against an invoice. Once recorded, the patients balance will be credited by the amount of the deposit. Note: If the money relates to an outstanding invoice, it should be recorded using the "Receive Payment" screen instead. Each of the following boxed must be completed: Patient Amount Date Reason Enter the surname of the patient the deposit is going to be allocated to, followed by the [F2] key to activate the "Patient Search" screen and select the correct patient. Enter the amount that has been received as a deposit. Enter the date that the deposit was received. Although this box defaults to today's date, it can be manually back-dated if required. Practice Manager Getting Started Manual 52

Method Use this box to record the reason that the deposit was received, such as "Pre-payment for surgery" As you start to enter the method of payment (Cash, Cheque, etc) a list will appear allowing you to select the most common methods from it. If the payment method you require is not listed, simply enter the new method in fully then press [Enter]. You will then be asked if you wish to add this new method to the list for future use. Practice Manager Getting Started Manual 53

Section 4 Summary Statement Account Queries This facility allows you to see a "summary" statement of a patients account, showing each invoice sent for this patient, and the totals billed, paid and outstanding for each invoice. This is very useful to find out which invoices have and haven't been settled, especially if the patient has had several different invoices over the years. For a list of individual transactions for a patient, use the Detailed Statement instead. Summary Statements can be accessed in the following ways: Patient Menu, Patient Statement, Summary Statement Patient Details screen, Accounts, Summary Statement Clicking on "Summary Statement" from within a Detailed Statement. Accounts Menu, Statements, Patients, Summary Statement Example: Practice Manager Getting Started Manual 54

Patient Print View Depending on how you reach this screen, you may need to select the patient who's statement you wish to view. To do this, enter the first part of the patients surname into the "Patient" box, then either press the [F2] key or click on the icon. This will take you to the Patient Search screen to allow you select the correct patient. If the patients name is already known (for example, if you came to this screen via the Patient Details screen, it will not be necessary to select the patient again. Instead, the patients name will already be entered into the "Patient " box. Clicking on the "Print" button will send a copy of the summary statement to the printer. The "View" button can be used to show more details about the currently highlighted invoice. Invoice Details For each invoice this patient has every been sent, the following information is displayed: Invoice Number, Account Date, Total Invoice, Total Paid, Total Written-off, Total Credit-noted, Amount Outstanding, and who the invoice was sent to. The "EDI" column indicated if the invoice was sent via EDI (Electronic Billing) or not. Notes/Comments Add Note Delete Note Next Any notes or comments relating to this patient are show in the "Notes/Comments" box. If more than one note or comment is present, the dates of each comment is show. To view the comment, click on the relevant date. The "Add Notes" button allows you to add any new Notes and Comments. Clicking the "Delete Note" button will remove the currently shown Note or Comment. The "Next" button is used to finish viewing the Summary Statement for the currently selected patient, and allows you to select a different patient. Practice Manager Getting Started Manual 55

Include "In Progress" invoice This option (which can also be set in the Account Preferences screen) selects whether or not "In Progress" invoices are included in the statement or not. Turning this option off will hide In Progress invoices from the statement. Do not show paid invoice This option selects whether or not fully paid invoices are displayed in the statement. If selected, fully paid invoices are hidden. Total Outstanding OK The "Total Outstanding" box shows the total amount outstanding from all invoices relating to the current patient. Use the OK button when you have finished viewing the Summary Statement. Practice Manager Getting Started Manual 56

Detailed Statement This facility allows you to see a "detailed" statement of a patients account, showing the detail of each transaction recorded against a patients, including each item invoiced, payment received, credit note, write-off and reminder. For a shorter list showing just the totals for each invoice, use the Summary Statement instead. Detailed Statements can be accessed in the following ways: Patient Menu, Patient Statement, Detailed Statement Patient Details screen, Accounts, Detailed Statement Clicking on "Detailed Statement" from within a Summary Statement. Accounts Menu, Statements, Patients, Detailed Statement Example: Patient Depending on how you reach this screen, you may need to select the patient who's statement you wish to view. To do this, enter the first part of the patients surname Practice Manager Getting Started Manual 57

into the "Patient" box, then either press the [F2] key or click on the icon. This will take you to the Patient Search screen to allow you select the correct patient. If the patients name is already known (for example, if you came to this screen via the Patient Details screen, it will not be necessary to select the patient again. Instead, the patients name will already be entered into the "Patient " box. Pressing the [F3] key will call up the last patient accessed. Print Clicking on the "Print" button will send a copy of the statement to the printer. Transaction Details One line of information will be listed for each transaction connected with this patients. This includes invoiced items, payments received, reminder letters sent, credit notes and write-offs. Each transaction will be shown along with the date of the transaction, the invoice number it relates to, how much was either credited or debited from the account, and a running balance showing how much the patient owed at each stage. Additional Information Add Notes Next The box at the bottom of the screen will show more information about whichever transaction is currently highlighted. For example, if a Payment Received transaction is highlighted, the information box will show who made the payment, how the payment was made, and any details recorded at the time of payment. Equally, if the highlighted transaction relates to an operation, the box will show where the operation was performed, the full name of the procedure and the operation code. Notes and comments relating to this patient can be added by clicking on the "Add Notes" button. Each comment can be dated, and will then be shown on the detailed statement. The "Next" button is used to finish viewing the current Detailed Statement for the currently selected patient, and allows you to select a different patient. Include "In Progress" invoice This option (which can also be set in the Account Preferences screen) selects whether or not "In Progress" invoices are included in the statement or not. Turning this option off will hide In Progress invoices from the statement. Practice Manager Getting Started Manual 58

Patients Not To Remind Clicking on the "Patients Not To Remind" option in the top menu bar will take you to the Patients Not To Remind screen, allowing you to add this patient onto the list of patients who will not be sent reminder letters. Summary Statement OK Clicking on the "Summary Statement" option in the top menu bar will take you to the Summary Statement screen for the current patient. Use the OK button when you have finished viewing the Detailed Statement. Practice Manager Getting Started Manual 59

Section 5 The Correspondence Module (optional add-on) The "Correspondence Module" is one of the optional add-on modules that can be purchased to add the functionality of Practice Manager. Details regarding the Correspondence Module are included in the manual as it is the most popular add-on. Typing a "New Letter" This option can be accessed via several routes. These include selecting "Correspondence, New Letter" from the "Patient Menu", or from "Correspondence, New Letter" from the top of the Patient Details Screen. It can also be accessed by clicking on the "Letter" icon on the main Menu toolbar : This allows you to create a new document in your word-processor based on a pre-set layout. Practice Manager can automatically insert the correct address details for the type of letter required (whether its to the patient, GP, Solicitor, Insurance Company etc), along with any other information relating to this patient. Practice Manager Getting Started Manual 60

Surname Type Firstly, you must select which patient the letter is to be about. To do this, type in the patients surname in the "Surname" box, then either press [F2] or click on the magnifying glass icon. You will then be taken to the Patient Search Screen, where you can select the correct patient. You may then select the type of letter to be created from the list of templates. (This list can be modified to include any additional letter layouts you may require, or to amend the content of any existing templates by using the Letter Layouts facility.) To the left of each entry on the list is an icon of either a letter, a closed yellow folder, or an open yellow folder, as shown here : Comments Letters can be arranged into folders to group similar letters together. To view the contents of a closed folder, double click the mouse on it. It will then open, listing its contents below. Once you have found the letter layout your require, click on it once to highlight it. Once the type of letter has been chosen, you can (optionally) enter a "comment" for this letter. This comments if for your reference only, and is not included in the letter. Date Dictated OK "Date Dictated" can be (optionally) changed to that date that the letter was dictated. Unless changed, this defaults to today's date. Usually you would now click on the "OK" button to be able to edit the letter in the word processor. If you want to print the letter immediately WITHOUT editing it first, you may click on the "Print" button instead. NOTE: If the OK button is shown in grey, this normally indicates that you have not correctly selected a patient. If you have enabled either Label or Envelope printing (from the Main Menu, Preferences screen) you will be asked if you require an address label or envelope to accompany the letter. Click "Yes" or "No" accordingly. The letter will now be displayed on screen in your word processor with any personal information already completed. You can now edit the letter as if you had just typed it yourself. Practice Manager Getting Started Manual 61

When you have finished editing the letter in the word processor, print it in the same way as you would normally print a document, then press the CTRL and X keys together. This will automatically give the letter a file name and will file the letter against this patient before returning you to Practice Manager. Previous Letters The "Previous Letters" screen can be accessed in either of the following ways: from the Patients Menu, Correspondence, Previous Letters from the Patient Details Screen, Correspondence Menu, Previous Letters. This screen allows you to view, edit and print any correspondence that have been sent regarding a particular patient. When you first enter the screen, you must type in the SURNAME of the patient you require, then either press the [F2] key, or click on the magnifying glass icon to access the Patient Search Screen. Once a patient has been selected, every letter typed about this patient will be listed. For each letter, the "type" of letter is displayed (ie, GP Letter, Appointment Letter etc), the date on which the letter was typed, and any comments that were given to the letter. Click on whichever letter you are interested in, then click on the button relating to the action you require. The "View" button allows you to see the content of the letter on screen, but it will not allow you to make any alterations. Whilst "viewing" a letter you will be given the option to view the next or previous letters. This facility is useful if you want to quickly scan through all correspondence relating to a patient. Practice Manager Getting Started Manual 62

The "Edit Letter" button will bring the letter back up in your word processor. The letter can then be edited. To return to Practice Manager, press 'CTRL' and 'X' keys together. "Edit Copy of Letter" works in a similar way to "Edit Letter", but will first make a copy of the original letter, so that any alterations are saved as a separate letter. This can be used if you are asked to make amendments to a Medical Report, and wish to store the original report as well as the amended version. The "Comments" buttons allows you to amend any comments given to a letter. "Print" allows you to print a duplicate copy of a letter without first having to view it. "Delete" allows you to permanently remove a letter. "New Letter" takes you to the New Letter screen in order to type another letter regarding this patient. "E-Mail Copy Of Letter" will create a new Email message in your normal Email application, with the current letter attached. Please note that the person receiving the document must have a word-processor capable of reading documents created by your word processor. The "Scan" button allows you to use a document scanner to import a paper document and save it against a patient. By doing this, the amount of paper that you need to refer to in a patients notes file can be reduced. For more information on the Scan option, please refer to the on-line help system. Practice Manager Getting Started Manual 63

Section 6 Customising Practice Manager Adding New User Names/Passwords It is recommended that each person using Practice Manager should be given their own login name and password. This is done using the "Misc Menu, Preferences, Users, Add New User" screen. New User Name Access Level Enter the name that the new user will use to log on with. This is usually their forename, but can be any name between 1 and 15 characters and can be any combination of letters and numbers, with no spaces. Enter the "Access Level" that you wish to give the new user. Level 0 is the lowest, and 9 is the highest. You can assign what Access Level is required to gain access to each area of Practice Manager from the Security Setup screen (see on-line help for more details). Full User Name Title Reference Password Enter in the full name of the user to be added (for example "Jane Smith") Optionally, you can enter the Title of the user to be added (for example, "Medical Secretary") You can optionally enter a "reference" for the new users. This is the reference that this user would put on correspondence (such as "JS") Type in the password that the new user is going to use log on with. This can be any combination of letters and numbers, between 1 and 15 characters. For security try not to choose passwords that are too obvious! As you type, each letter will be displayed as a "*". Verification As you can not see the password you have entered, you are required to re-type it into the "Verification" box to ensure that it was not mistyped. Again, as you type Practice Manager Getting Started Manual 64

each letter will be displayed as a "*". Password Expires? If ticked, the users password will expire after a pre-set number of days (set in the "Expires Every X Days" box. This is used to ensure that passwords are changed regularly, as this improves security. Expires Every 'x' Days This box is used to set how long (in days) it will be before the current password will expire. This box only has an effect if the "Password Expires?" box has been ticked, otherwise it will be ignored. Click on the "OK" button when complete. Delete A User Should you wish to remove a user from Practice Manager, use the "Misc Menu, Preferences, Users, Delete A User" option. It is strongly recommended that you delete the "DEMO" user once you have added your own name into the system. To delete a user, either type a user name or select one from the drop-down list, then click on the "OK" button. You will be asked "Are you sure?". If you answer "Yes" the selected user name will be removed and will no longer allow you to log in. NOTE: Use this option with care. Do NOT delete a user if they are the only user on the system! Practice Manager Getting Started Manual 65

Set Consultation Fees This screen, accessed via "Misc Menu, Preferences, Consultation Fees" allows you to specify how much to charge for different types of consultation. First, select the "Change Band" that you wish to change the fees for (ie, which insurance company scale). The name of each type of consultation will be listed, along with its default fee. To change a fee, click on it and then type the new fee into the "Edit Fee" box in the bottom right hand corner. Click on the "OK" button once you have made any changes. NOTE: The fees you specify are only used as guidelines and may still be changed on each invoice. Set Operation/Procedure Fees This screen, accessed via "Misc Menu, Preferences, Operation Fees" allows you to specify how much to charge for different categories of operation or procedure. Click on the "OK" button one you have made any changes. First, select the "Change Band" that you wish to change the fees for (ie, which insurance company scale). Below, a list of each operation category will be listed, along with its default fee. To change a fee, simply double-click on it and type in the new fee to be used. NOTE: The fees you specify are only used as guidelines and may still be changed on each invoice. Practice Manager Getting Started Manual 66

Changing Headed Stationery By default, Practice Manager does not print any headed stationery onto the tops of invoices or letters. This can easily be changed. To do this, go to the WP Menu, Layouts, Headed Stationery. You will then be asked to select which type of stationery to be changed. (You can set up different headings for accounts and letters). Select the one to be changed, then click the "Edit" button. As all Practice Manager layouts are designed in Microsoft Word, the relevant file will be loaded into the word processor and can be edited. You may set up the headed stationery to look however you want, but there are one or two considerations. Firstly, do not use the Header or Footers options. Secondly, do not change the margin widths. Once you have set up the stationery to how you want it, press CTRL and X together to save the changes. The new stationery will take immediate effect. Note: In addition to changing Headed Stationery, this option will also allow you to change the "Invoice Centre" text (normally "For Professional Services") and the "Invoice Footer" (normally "Please make cheques payable to ") using the same method. Other Customisations You can customise many aspects of Practice Manager to tailor the software to the way that your practice works. These options fall into two main categories. Layouts Other layouts and templates within Practice Manager can be customised using the "Layouts" option from the WP menu. These can be changed in the same way as with the Headed Stationery. Preferences: Various other options can be configured using the Preferences option, located in the Misc Menu. Please refer to the online help system for additional information on these facilities. Practice Manager Getting Started Manual 67

Section 7 Finishing Off Backing Up Your Data It is VITAL that regular backups are made of your data. If your computer malfunctions and you do not have an up-to-date backup of your system you stand to lose the entire contents of Practice Manager. How to take a Backup A backup can be taken in any of the following ways: Click on the "Backup" icon on the toolbar Select "Backup" from the Misc Menu Select "Exit & Backup" from the Quit Menu Depending on how your backup has been configured, you may be asked to select which type of backup you require. This can be defined using the Backup Preferences facility from the Misc Menu, Preferences. (see online help for more information). You will then be asked to insert a backup disk into the correct drive before clicking OK to proceed. If you backup onto floppy disk, you will be prompted to insert more disks during the course of the backup. Proper backup procedures: It is essential that you not only backup regularly, but also backup onto different disks on different days. For example, if you backup onto one set of disks today, you should use a different set tomorrow. Today's disks should not be re-used for several days (ideally a week). If you backup on ZIP disks or onto Tape, you should have a different disk/tape for each day of the week. NOTE: It is your responsibility to ensure that regular backups are taken, and that backups contain all of the required information. DGL will not be held responsible for any loss of data. Practice Manager Getting Started Manual 68

Different Backup Media Whilst Practice Manager is capable of backing up onto most media types, here is a list of the most common methods of backing up: Floppy disks Although very common and inexpensive, floppy disks are not necessarily the best media for taking backups onto as they are slow, have a very limited capacity and a relatively short lifespan. Floppy disks are very susceptible to temperature and magnetism. A typical Practice Manager backup may require 6 or 7 floppy disks. Iomega ZIP 100 or ZIP 250 drives CD/R Disks These use removable disks with either 100 or 250 times the capacity of a floppy disk, depending on the model. ZIP disks are also much faster than floppy disks, and have a longer lifespan. CD/R (Recordable) disks can only be written to once, and can not be erased. Disks must be formatted prior to use, using "Packet Writing" software such as DirectCD (normally supplied with the CD/R drive). Formatting normally adds a minute or two to the backup time. Blank CD/R disks are relatively cheap. CD-RW Disks CD-RW (Re-Writeable) disks can be recorded, erased and re-recorded up to 1000 times. As with CD/R disks, these disks must be formatted with "Packet Writing" software prior to use. This process can take up to 40 minutes, but as the disks are re-usable this only needs to be done once per disk and not each time a backup is taken. Because the disks are re-usable, the disks themselves are more expensive than the CD/R disks. For more information on backup devices, please feel free to contact DGL Customer Support on 01280-824600. Practice Manager Getting Started Manual 69

Shutting Down It is essential that Practice Manager is shut down correctly. Extreme damage can be caused if the computer is turned off without first exiting Practice Manager fully. To exit out of Practice Manager, select either "Exit & Backup" or "Exit (No Backup)" from the "Quit" menu. If you select "Exit (No Backup)" you will first be shown a warning message informing you that you have not taken a backup. (see previous page for more information) Either of the two "Exit" options show a box asking if you wish to shut-down your computer. If you answer "Yes" then Practice Manager will attempt to close itself, any other open applications (such as Microsoft Word) and then shut down the computer. If you select "No", then Practice Manager will shut itself down and leave all other programs running. Clicking "Cancel" will return you to the Practice Manager Main Menu. Practice Manager Getting Started Manual 70

Section 8 Additional Add-On Modules Option Extras The functionality of Practice Manager can be added to buy purchasing any of the available addon modules. These modules (with the exception of the Starter Module) are optional and are not required for day-to-day account functionality. You may evaluate any of the available modules for up to 10 days at a time, and each module can be evaluated a maximum of three times. To evaluate a module, click on the "Evaluate" button on the main menu toolbar. Additional modules may be purchased at any later date. Starter Module (HEDI) Include all "Day-to-day" patient and accounts options, allowing you to record patient demographics, send invoices (both on paper and electronically), received payments, send overdue account reminders Includes: Patient Details - used to store demographic details Service Invoice - to send invoices out Send Electronic Claims - to send paperless claims directly to Insurance companies Receive Payment / Multiple Payment - to record payments received Automatic Reminders - to send letters for overdue accounts Patient Summary Statements / Detailed Statements Deposit / Refund Debt Write-Off / Credit Note Directories (GP/Solicitor/Clinicians etc) - to store lists of names and addresses Billing Report and Accounts Reports - (40+ reports and statistics) Backup - to ensure that you information is kept safe The Starter Module, also known as the (H.E.D.I. Module) is free of charge provided that you agree to use Electronic Billing as your preferred method of submitting claims. Practice Manager Getting Started Manual 71

Correspondence & Document Management Module This module allows you to integrate the information you have already entered into Practice Manager with your Word Processor. This allows you to create letters with all of the personal information (such as names, addresses, dates of birth, etc) already completed. These letters are then automatically filed away for easy retrieval. If your computer has a Document Scanner, it can be used to store photocopies of any correspondence you may receive relating to a patient. Copies of any account related correspondence can also be included on the correspondence list, thus creating a "virtual patient folder" containing copies of all correspondence, both sent and received, clinical and financial all accessible from a single screen. Mailshot letters can also be sent to specific groups of people, based on either demographic or clinical details. For example, you can set up a mailshot letter to be sent to all patients aged over 60, living in Aylesbury who have undergone a hip replacement in the last 2 years. New Letter - Create letters with all name/address information already typed, along with standard paragraphs/paged of text. Previous Letters - To automatically track all correspondence sent to each patient Import Letter Allows a letter typed on another computer to be imported into a patients' "Previous Letters" list. Mailshot - Allows you to send a standard letter to all (or a selection of) Patients, GPs, Solicitors, Clinicians or Insurers. Mailshots can be targeted based on demographic or clinical criteria. Scan 'n' Store Uses a Document Scanner to record digital photocopies of any paperwork relating to a patients, such as test results, referral letters, letters of instruction etc.. (requires a TWAIN compatible scanner). Archive Letters - Allows you to transfer older letters onto removable media (such as CD-R, Zip, etc) in order to free up space on your computers hard disk. Allows copies of invoices, receipts, reminders and recall letters to be automatically stored as Previous Letters. Practice Manager Getting Started Manual 72

Recall Module The "Recall Module" allows Practice Manager to remind you that particular patients are due to be seen again. Different recall "types" can be set up, each with a different time delay (measured in either days, weeks, months or years). This allows you to define exactly how long a delay is required before recalling the patient. The system can be instructed to remind you to regularly check the "recalls due" list, and then either print out a list of patient names (along with the reason for their recall and contact details) so that you can contact the patients manually, or automatically print out a "personalised" letter informing the patient of what to do. A different styles of letter can be set up for each type of recall, allowing you to give different instructions for different types of visit. Recall A Patient - Allows you to record the fact that you want to recall a patient after a specific delay. For example, recalling someone for a 6-month post-operative review. Report On Recalls Due - Send automatic recall letters to reminder patients that they are due for another appointment. Practice Manager Getting Started Manual 73

Outgoing Expenditure Module Practice Manager already knows the practice income as a result of the normal day-to-day account facilities, but the Outgoings Module allows you track other side of the accounts the expenditure - thus giving you a complete picture of your practice accounts within a single system. This module allows you to record and track any outgoing expenditure made from the practice. Different bank accounts can be set up, allowing you to record which account the money was paid from, and any number of payees can be added, allowing you to record who the money was paid to. In addition, you can configure your own set of "Payment Groups" in order to specify what the money was spent on. A single payment can be broken down into any number of payment groups. A "Record Payments Due" facility allows you to record the fact that a bill will become due for payment on a particular date, allowing you to make the most of supplier payment terms and credit limits. Summary reports are available, allowing you to see exactly what money has been paid out, who it went to, and what it was spent on. More detailed reports are also included, allowing you to produce exact information such as "list all payments made to a particular payee" or "list all payments relating to Office Supplies". Details of any expenditure can also included in the End Of Year Reports, and also in both the Trial Balance and Profit & Loss reports. Outgoing Payments Payment Reports Practice Manager Getting Started Manual 74

Banking Module The Banking Module allows you to reconcile a computerised version of your bank statement against your actual bank statement. By doing this, errors and omission (from either party) can be easily spotted. Using the "Paying In Book" facility, you can inform Practice Manager how much you are paying into a particular bank account. Practice Manager already knows how much money you should have to pay in, as a by-product of paying off invoices, and any additional monies received can be recorded using the "Additional Income" facility. The system will list all un-banked cheques for you to confirm that you wish to pay them in, then print off a paying-in-slip detailing the number of cheques, cash amount etc. Any money paid from the practice would also have been recorded via the Outgoings Module, and automatically show as a debit in the bank statement. Recurring payments such as standing orders and direct debits can also be set up to automate regular payments. By comparing the bank statement on screen against your paper statement from the bank, you can tick any matching entries as being "reconciled". Any discrepancies are then immediately apparent. Recurring Payments (ie, Standing Orders, Direct Debits) Paying-In-Book + Paying In Slips - to track all monies paid into the bank Bank Statements - to double-check your banks statement Account Transfers to record monies moved between accounts Practice Manager Getting Started Manual 75

Click 'N' Store Module Using either a digital camera or a video capture device, detailed images can be recorded alongside patient details. Highquality digital cameras are now inexpensive and highly portable, as are video capture devices. Many surgical instruments from endoscopes to MRI scanners offer video output capabilities, allowing you to capture high resolution images and easily file them against a patient for easy retreival. Once added to Practice Manager, each image can be dated, notes added, and assigned a userdefined category (such as "Pre-Operative Photo"). Each image can also be viewed, enlarged, annotated and printed. Images can also be copied to the Windows Clipboard, allowing you to easily insert them into letters or into any Windows program, such as PowerPoint, for preparing presentations. Load New Photos - Transfer images from a digital camera into a patients records, plus add notes and comments to the images. View Patient Photos - Show thumb-nail previews of all digital photos stored against a patient, then enlarge any image, magnify detail, print it out, or add it to the Windows Clipboard and paste into any Windows application. Capture Image From Video Source - Allows Practice Manager to capture still images from any video source, then assign the images to a patient name and add notes and comments. To capture video images you need either a video-capture card and camera or a camera that supports the "Video for Windows" interface. Practice Manager Getting Started Manual 76

Diary Module Clinic List - book clinical appointments into the diary, view available time-slots, and block-off unavailable times for meetings, holidays, court attendance, etc. View appointments in either "Day View" or "Week View". Theatre List - book theatre sessions and record operation details, TCI times, etc. Practice Manager Getting Started Manual 77

Diagnostic Module The "Patient Diagnosis" screen allows you to record diagnosis and episode information against a patient. Each Patient Diagnosis entry consists of two part: The "Episode" details (ie, dates the episode started/ended, dates the symptoms where first notices and the dates of GP visits) The "Diagnosis" details, such as a Diagnosis Codes. Each "Episode" can have multiple diagnoses. Practice Manager is supplied with the complete ICD9 coding system pre-loaded. If required, this can be augmented with your own coding system. If known, codes can be entered directly into the system and the corresponding description will automatically be added. If the code is not know, you can enter one or more keywords to search by (such as "knee"), and all corresponding codes will be listed for you to select from. Once entered, detailed analysis and reporting of patients' diagnoses can be made using the Advanced Diagnostic Reporting screens. This allows you to combine the diagnosis information with the treatment information collected as a by-product of the invoicing system. For example, you can report on all patients who were assigned a particular diagnosis code who then when on to have a particular operation. For example, how many patients with a presenting condition of knee pains who then went on to have an arthroscopy. Practice Manager Getting Started Manual 78

Charting Module The Charting Module allows you to graphically represent many different types of data in a variety of formats, such as Bar Charts and Pie Charts. The saying "A picture is worth a thousand words" is never more true than when applied to statistics and financial reports. For example, patient demographic details can be easily summarised as a bar chart, instead of simply looking at a list of figures. You can also "zoom in" on any area of the graph for a more detailed view. All charts can be displayed on screen, or printed. If printed, the graphs can match the capabilities of your printer. For example, if you have a colour printer then the graphs can be made to print in full colour. Patient Graphs - Show data based on patient demographic date, such as patient age distribution, patients by town, etc. Billing Graphs - Show data based on services invoice, such as number of procedures per hospital, value of services by operation code, etc. Accounts Graphs - Show data based on accounts information, such as average time taken to receive payments, value of outstanding invoices per month, value of payments received per month, etc. Directory Graphs - Shows data based on any of the Directories, such as patients per Insurance Company, per GP, per Solicitor. Outgoing Expenditure Graphs - (requires the Outgoing Expenditure Module) - Shows details of any expenditure, such as the total practice expenditure per month, or the annual practice expenditure broken down per "category". Practice Manager Getting Started Manual 79

Multi-Consultant License This add-on allows you to use Practice Manager for an additional consultant. Each consultant's information is kept separately, but the user can easily swap between them depending on who you need to do work for. A single computer can have any number of additional licenses added to it, and if combined with the Network License (see below) offers the perfect solution for anything from small consulting rooms to large hospitals. Please note that any additional modules you may have purchased for your current consultants (excluding the Network License) will not carry over to the additional consultants. However, these can be purchased at a reduced fee. Network License The "Network License" allows Practice Manager to be installed on a network of up to 5 computers, allowing them all to work within the same system at the same time. Any number of users can also work within the same area of Practice Manager simultaneously, for example allowing some secretaries to be producing invoices whilst others are producing letters. Equally, if combined with the Diary Module, all users can simultaneously access the Clinic Diary in order to make bookings, record cancellations or move appointments. The only restriction is that no two users can make alterations to the same patient at the same time. The Network License requires you already have a network in place. Any Microsoft Windows compatible network protocol (TCP/IP, IPX/SPX, etc) can be used, but ideally the network should be running at 100Mbps. Please contact Customer Support for additional technical details. If you intend to use the Network License across an existing hospital network, please ask your Network Administrator to liase with DGL Customer Support. The network can either be configured to use a dedicated file server (such as NT4 Server, Windows 2000 Server, Novell 5, or any 32 bit file server) or as a peer-to-peer network. Additional Network Licenses can be purchased if more than 5 workstations are required. If you have a Multi-Consultant License (see above), then the price for the Network License is irrespective of the number of consultants you may have added to Practice Manager, as the license is based on the number of workstations, not the number of consultants. Practice Manager Getting Started Manual 80

Clinic Merge License The "Clinic Merge License" (also known as Import/Export) allows you to use Practice Manager on two separate computers simultaneously. For example, Practice Manager could be installed onto an office desktop PC and also only a laptop for use in clinic. Both computers can be used simultaneously even though not physically connected. At regular intervals, such as at the end of each day or once a week, an "export" disk is created by one machine which is then "imported" into the second. The second machine then learns of any work performed on the first computer. The process is then reversed so that the first computer can learn of any work performed on the second, thus ensuring that both computers are up-to-date. Additional licenses can be purchased enabling any number of computers to take part in the Import/Export process. Also, if the computers have Internet access, then the Import/Export procedure can be automated to run overnight. Postcode Lookup The optional Postcode Lookup module (available in the UK only) allows you to enter just the postcode and house number for any address. The rest of the address will be automatically entered, using data from the Royal Mail postcode database, thereby saving time and reducing errors. Please note that the Royal Mail charge an annual license fee for the use of their database which applies to each workstation using the facility. The first year's license is included when you purchase this module. The license renewal fee includes updates to the postcode database. Practice Manager Getting Started Manual 81