Products

DOCS/400 Medical Practice Management System

Features Overview: 

Now access DOCS/400 on-line through the power of the Internet !!!

DOCS/400 can handle the large clinic as well as smaller clinics with the same set of application software. For the smaller clinics,  our DOCS/400 On-Line solution may fit your needs.  With no hardware or software to buy, use the DOCS/400 software on our IBM Server i  through your Internet connection.  We handle all the system administration and data backup.  For a low monthly fee use DOCS/400 without the large initial monetary outlay.

Support for large multi-doctor clinics

DOCS/400 will support large, multi-specialty clinics with up to 10,000 separate billing entities at multiple service locations. DOCS/400 supports up to 9999 doctors in each billing entity or each doctor can be set up as a separate business.

Stable IBM Server Platform

DOCS/400 utilized one of IBM’s most stable server platforms, the Server i (formally know as i5, Iseries,  AS/400). With a rating of 99% uptime, you can be assured your business system will be available day in and day out to meet your needs. The same computer software can service a single doctor from a single personal computer or hundreds of doctors using hundreds of terminals without change.

Front Office (Optional)

 This module controls the efficient use of clinic resources: doctors' time, nurses' time, technicians' time, medical equipment and facilities. Geared to handle large volumes, DOCS/400 makes office scheduling a fast, smooth and efficient experience for both the patient and office worker. It quickly displays availability of the combined resources required based on the patient's "reason code". Then it matches available resources with the times and dates desired by the patient. It schedules multiple appointments easily. It can rapidly search for a patient's current schedule.  When rescheduling an appointment, DOCS/400 quickly shows the next available openings when those same combined resources will be available. Then, DOCS/400 moves the entire group of resources to the new time and date and releases the old schedule. It allows the blocking out of multiple time-spans per doctor each day. As an automatic byproduct of Office Scheduling, DOCS/400 can print appointment slips, office schedules and superbills as needed.

Creating New Patient Accounts

Accurate and complete data entry is essential to effective automation of the office. DOCS/400 simplifies this task by providing “help windows”. If you can even partially spell a name, a help window will furnish a “short list” of candidates that conform. If you do not understand what entries are acceptable for a computer input field, a help window will give you a list of correct choices. For example, if you do not know the code for a medical diagnosis input a few characters of a possible description and a help window will supply a short list of possibilities.

Hospital Data Transfer (Custom)

Some medical specialties acquire all or most of their patients through hospitals.  DOCS/400 can automatically create new patient accounts from hospital data transferred electronically. Of course, hospitals store patient records in different data formats.  DOCS/400 translates hospital records into internal data formats to create new patient records.  These records remain passive until activated by a patient charge. If no charge occurs within a specified period, the account is purged.

Entering Patient Charges

DOCS/400 simplifies this task by entering patient charges in batches.  This eliminates the need to reenter redundant data.  Charges for the same patient, performed by the same doctor, on the same day, for the same diagnosis are grouped under the same ticket number.  This process captures all of the data required to produce HIPAA compliant electronic claims and HCFA 1500 insurance forms.  Numerous help windows assist in coding computer input.  DOCS/400 supplies the medical procedure charge amounts from the fee schedule selected during Patient Account setup.  The operator can override these charge amounts only for procedures marked as “variable priced procedures”.  DOCS/400 validates the accuracy of data entry by comparing batch totals with control totals entered at the beginning of the process.

 Streamlining Cash Flow through Automation

Electronic Medical Claims

DOCS/400 automates most of the accounting process once the charges have been posted.  Many insurance claims can be filed electronically, such as Blue Cross/Blue Shield, Medicare and Medicaid.  Others can be transmitted to electronic claims service bureaus for repackaging and redistribution. These service bureaus generally process claims for less than the cost of manual processing and postage.  Printed claims can also be produced.

Insurance Tracking

DOCS/400 tracks the payments of each insurance company individually.  It computes and logs the typical response time for each company.  When response times exceed normal, the item will appear on an exception report.  Thus, the system prompts the user to file an insurance inquiry and/or to send a statement to the responsible party.

Automated Posting of Remittance Advices

DOCS/400 creates payment batches from insurance company remittance advices transmitted electronically.  These batches can be reviewed and modified as desired before posting.  Payments from contracted carriers can be checked for correct payment based on contracted allowable.

Secondary and Crossover Insurance

When posting primary insurance payments, DOCS/400 prompts the user to send secondary insurance claims.  Payment receipt can also trigger the printing of account statements and the follow-up collection process.  Crossover insurance can be filed with the primary insurance claim or upon receipt of payment.

Pursuing Collections with Tactful Diligence

Assigning Patients to Financial Classes

Designating a “Financial Class” for each new patient/guarantor controls the entire process of pursuing payment.  Most clients tie Financial Class to the patient's method of payment (for example Medicare, Medicaid, Commercial Insurance, Managed Care/HMO/PPO, Workers Compensation, Self-Pay, Time-Pay, Insurance Only, etc.) but this is totally discretionary.

Posting Payments to Collection Accounts

Financial Class can be used to categorize collection accounts to which payments can be posted.  If payment is sufficient to remove the account from Collections, DOCS/400 will move it to the appropriate status.

Adding Progressive Warnings to Statements

Financial Class defines each step in a follow-up procedure based on the age of an outstanding debt.  It tells the system when to send (or not send) statements.  It adds progressive warning messages (created by the user) to each statement. For example, progressive statements may contain custom messages that are reminders of past-due status, warning of impending action or final demands for payment before turnover to outside agencies or lawyers for collection.

Controlling Telephone and Letter Follow-up

In parallel with the statement of account process, DOCS/400 begins generating “telephone lists” for delinquent account follow-up as indicated by the account's financial class.  If high volumes justify more automation, optional software assigns delinquent accounts to specific terminal users for follow-up.  Delinquent accounts are queued onto the operator's screen.  The computer can even auto-dial the telephone numbers.  The “telephone lists” can also initiate a series of custom-tailored, personalized collection letters.

Automating Write-off and Turnover Procedures

Eventually, after internal collection procedures have run their course, DOCS/400 automates the write-off procedure and creates a “lawyer's list”. Clients use this list to determine the most appropriate method of outside collection -- collection agencies or the courts.  Of course, the user can also designate the size of small debts (or credits) to be written-off without further pursuit.

Special Handling for Medical Specialties

Most of the clinics that use DOCS/400 are medical specialists or multi-specialty groups. Each specialty has definite requirements. For example, anesthesiologists bill time instead of units and must keep track of the time sedation begins and ends. Radiologists must retain medical imaging and related consulting interpretations for long periods, yet these records must be freely available for circulation (on a loan basis) to other doctors on request. How does one computer software system handle all these differences? DOCS/400 has been programmed to handle the needs of most medical specialties. If your requirements are unique, Arkansas Data Services stands ready to quote the cost of custom modifications. If these have broad market appeal, ADS may be willing to make modifications at their cost while retaining the marketing rights.