The MAIN MENU (below) doubles as a comprehensive information screen about the whole system. Please click the HELP button and read all the blue screens. Then read the information in the box on the Main Menu and click on each module button at the left and on each item to get an overview of the system.
As you will have read, the system is divided into seven modules: ACCOUNTS, CREDITORS, DAYS, LETTERS, PAYROLL, SET UP and UTILITIES. It is important to note that the buttons at the bottom of the Main Menu are used to load the modules. The Main Menu and Accounts Modules should be left running all day. It is best, however, to close other modules after use. If you have other practices use the buttons under the heading `Practice' to switch between these and/or a Demonstration Practice (Practice Zero) which may be used for learning purposes.
You will also have noted other buttons in the lower right corner of the Main Menu. These may be used for printing stationery orders, changing the Practice name etc. Note, in particular, the `Index' button which enables you to look up items and see the appropriate Module and Item. There is also “FAQ” for Frequently Asked Questions. We suggest you refer to these features before phoning for help. There are `Help’ buttons on nearly every screen and F1 (for more detailed audio training) may also be used on nearly every screen. The Software Support service is available if you experience trouble
The main activity of any practice is usually the keeping of patient accounts and this is done primarily with the first item in the Accounts Module.
To enter patient information click on ACCOUNTS in the lower left corner of the Main Menu and then click `ACCOUNT, RECEIPT' on the Accounts Module Menu and read the text in the top section of the screen.
The system allocates 256 potential account numbers for each of 256 small sections of the alphabet - a total of over 65,500 family account numbers. This enables you to enter names in both alphabetical and numeric order at the same time - a unique feature with numerous advantages. In contrast to other systems, you will be able to find names instantly because it is only necessary for the system to search less than a half of one per cent of the whole file.
To enter a new patient or family first select `New A/c’ on the screen below. Then type the first four letters of a patient's surname and press `Enter'.
The next screen (below) has a box for each of the 256 account numbers in the appropriate section of the alphabet which appears on the blue bar headed NEW ACCOUNT. The numbers increase as you go down the columns and across the screen, just as you would read columns in a newspaper. One of the boxes will be coloured dark blue, this indicating a suggested position for the name you are about to enter. You should try to keep names in alphabetical order and so you may wish to select another box if appropriate. Some screens are almost entirely allocated for common names like Smith or Williams, so you should take into account the initials when selecting a box. You may click the box and then the SELECT button, or simply double click the box with two quick clicks on the left mouse button.
You will now see the main family NAME & ADDRESS screen with a pale green background as below. The account number appears on the blue bar which will also show your practice name. (If you need to change the practice name, or set up a new practice, use `New Name’ on the Main Menu.) Please now click the HELP button in the group of four buttons in the centre of the right edge of this screen. Keep clicking NEXT until you have read all screens. Note that you can shrink the help window in order to see the screen behind, then click the `Expand' button to continue reading.
Now start entering (in capitals) the name in the form MR A B SMITH and the address. Do not type the first name in full here - enter the title, initials and surname only and do not use other formats such as surname first. You may not need the Extended Address line which can be left blank. The suburb, town or city name should always be on the last line and two-character suburb codes may be used by typing just the first letter and then the ENTER key. Type the suburb or town in capitals followed by two or three spaces and the Postcode. In future you will be able to use these codes by typing the two letters if you remember them, or by displaying the window and clicking the letters to the left of the suburb name. Most suburbs will appear after typing a few letters.
The name at the top of this screen should always be the account holder responsible for paying the account. It could be a company in the case of third party accounts. In rare instances like this you may have to manually enter the SHORT NAME in the top right of the screen. This should always start with the same four letters you typed when selecting the account - except for names starting with MC which becomes MAC. The full names of all patients (including the account holder if applicable) should be entered against the numbers 1 to 7 in the lower section of the screen. Click the number to insert the surname.
You may enter up to three phone numbers and an email address. Just below that you should double click DR CODE in order to display the Doctor Code window and enter the appropriate practitioner's name against a suitable letter of the alphabet such as the first letter of a first name or surname. In future you may just enter the code.
You may proceed to make entries on the account by clicking the ENTS button near the HELP button at the right. Entries include services, payments received, discounts, adjustments and balances brought forward from your previous system. Please click the HELP button at the left of the row of buttons in the lower right corner of this ENTRIES screen and read all the blue windows.
Now, having read the Help Windows, click on the first white box in the top left of the screen and press the space bar to display the PAYMENT TYPE window and read the Help Window for that screen. Click the QUIT button to close this window and you are now ready to start making entries. Double click to the left of the first white box to clear the line if necessary and then enter, say, 1 for Patient No.1 whose name appears in the lower left corner. In general, throughout the system, double clicking a label at the left of a text box will delete the content of the box or the whole line.
You now need to decide upon an ENTRY CODE of up to five letters or numbers for the service you wish to enter. This could be an item number or an abbreviation such as IE for INITIAL EXAMINATION. Type the code, press `Enter' and click YES to enter this as a new Entry Code. Then type the Service Description followed by two or three spaces and the Item Number. If space permits you may wish to include the word ITEM before the number. Then enter a group code (such as EX for all Examinations) so that you will be able to analyse your services in groups as well as individual items. Incidentally, this particular group code (EX) will cause the system to prompt you to set a recall date.
Up to eight fees may be entered with appropriate Fee Heading Codes in the boxes to the left. We suggest you use U for Usual fee in the first box. Other codes such as F for Family discount fees, or P for Pensioner fees may be appropriate. To select, click to get focus on the amount, then click `Enter'.
Note that you may enter ADA services automatically in the `SET UP’ Module just by clicking `DESCRIPTIONS / FEES’ and then the ADA button. You may enter your fees using the `Add/Alter’ button. Once your descriptions and fees are entered you may look up a code on the Entry Screen by typing (instead of an Entry Code) four or five letters from any word in the description followed by a question mark (?).
If you know the Entry Code and wish to charge the normal fee for a particular patient type a plus sign (+) after the Entry Code, or press the space bar if there is another service for the same patient. The fee in this case is determined by the Category Code, and so you should enter an appropriate Category Code on the Name and Address screen corresponding to the Fee Heading Code.
As you will have read, payments received may be entered with the payment code such as Q for cheque, V for Visa etc. in the first box. Your opening balances will be entered with an equals sign (=) and (as seen above) services are started with the Patient Number (1 to 7). So, in effect, this first box acts like a Hot Key which, with a single keystroke, determines the type of entry and immediately fills the columns across to the Doctor Code. If the Doctor Code is the same as that on the Name & Address Screen you need only press the ENTER key to move to the ENTRY CODE or the AMOUNT.
Once you have been using the system for a few months you will also appreciate the detailed information showing the breakdown of overdue amounts up to 6 months on this screen. Simply click on any of these overdue amount figures and you will see the account history starting from that month. Note that the History Screen has text boxes with blue backgrounds to distinguish it from the Entry Screen which has white backgrounds. You may make alterations on the History Screen by clicking where the change needs to be made. If you delete an entry or if you alter the amount you will then have to enter your initials (or Staff Code) and the reason for the correction. You cannot, however, delete entries or alter amounts for entries which have already been processed with an End of Month run, for otherwise your End of Month printed reports would become incorrect.
To the left of the overdue amounts on the grey Entry Screen you will see Bank Account details which can easily be altered using Bank Codes and Suburb/Town codes. These details are automatically updated on the Name & Address Screen when you change them on this Entry Screen. Note the Heading Code in the lower right corner of the Entry Screen, and ensure that it is the correct letter (A to Z) for the practitioner providing the service. Headings are entered in the Set Up Module and should include the practitioner's name, address, phone and Provider Number.
To print an account just click the 'PRINT' button or press F10. Only those entries which have not yet been printed will then be printed. If you wish to print all previous entries as well you should click the 'Print DUP' button.
We now suggest that you open the DAYS module, select APPOINTMENTS and read the HELP windows on that screen and on the screen which appears when you click the 'TEMPLATE' button. The appointments are made from the above green Name and Address screen by first clicking the patient's name in the lower left corner and then clicking the 'WEEK' button to get the screen below. Then click a blank time, press F1 or F2 etc. to enter the particulars and finally the 'SAVE' button if only a single time slot is required.. Alternatively, click '2' or '3' etc for two or three time slots, etc.
The appointments will also appear at the foot of the Name and Address screen . Here you will see appointments for all family members when you first open the screen. But if you click on a particular patient, then only the appointments for that patient will appear. If the 'All Drs' check box is ticked then appointments for all practitioners will appear, otherwise only those for the Doctor Code which has been entered for the family. Just after you have made an appointment you may print the details on an account by clicking the 'APPT' button on the Entries Screen.
You may need to adjust the margins on the printed accounts. This can be done in the Set Up Module under 'Layout/Passwords.' You should also set up your Headings in the Set Up Module, entering details of your practitioners' names, addresses and phone numbers etc. You can also enter General Messages in that module, as well as Overdue Messages which print on your End of Month statements. These statements are printed in the Accounts Module under End of Month and you should order the required stationery using the 'Order' button in the lower right of the Main Menu. The End of Month run will produce reports which include lists of entries and analysis. Similar reports can also be produced for any period in the Accounts Module under Entry Lists and Entry Analysis. After a few months you may wish to look at the graphs of the totals of your monthly service and payment received entries. You can display these in Entry Analysis using the 'Yearly Totals' button. You may also wish to see the information that can be produced in the Patient Statistics item and also the 'Ref Drs' screen in that item.
Remember that you can also write letters to patients and, in particular, send recall letters. The months scheduled for each patient's next recall appear on the Name and Address screen. These can be entered automatically when you add a service entry for which the group code is EX. (You can check which service descriptions have EX group codes in the Set Up Module in the 'Descriptions, Fees' item.) You can process your recalls in the Letters Module each month and you may wish to select the option which sets the dates forward 2 months. About six weeks after each run we suggest you click 'Previous Recall Runs' in the top left of the Recall screen and then select the date and use the 'Follow Up' button to display a list of those who have not yet had services and whom you may wish to phone.
There are a number of other handy items you will find in the Days, Letters and Utilities Modules. Read about these and other items in the Help Windows and, in particular, make sure you do backups each day following the directions in the Utilities Module.
This completes the Introductory Tutorial. To see more sample screens click here.