iDOCS Medical Practice Management System-Arkansas Data Services

The power and functional flexibility of the iDOCS Medical Practice Management System can serve your medical practice on every front.

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Additional Features Overview

Now access iDOCS on-line through the power of the Internet.
iDOCS can handle the large clinic as well as smaller clinics with the same set of application software. For the smaller clinics, our iDOCS On-Line solution may fit your needs. With no hardware or software to buy, use the iDOCS 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 iDOCS without the large initial monetary outlay.

Optimum Productivity for Medical Billing Services
While ADS has been a major provider of practice management software to clinics over 25 years, iDOCS has also been implemented in several medical billing service enterprises. The outstanding productivity of iDOCS and IBM servers has been demonstrated time and time again in challenging billing environments, including radiology and anesthesiology, among others. iDOCS is truly an "industrial strength" processing solution for these demanding businesses.

Support for large multi-doctor clinics
iDOCS will support large, multi-specialty clinics with up to 10,000 separate billing entities at multiple service locations. iDOCS supports up to 9999 doctors in each billing entity or each doctor can be set up as a separate business. iDOCS also accommodates the new ICD 10 requirements.

Stable IBM Server Platform
iDOCS utilizes IBM's most stable server platform, the iSeries. With the industry's highest uptime rating, you can be assured your business system will be available day in and day out to meet your needs. The new IBMi Power 7 offers unprecedented capacity and reliability for a fraction of the cost of its predecessors. 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, iDOCS 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, iDOCS quickly shows the next available openings when those same combined resources will be available. Then, iDOCS 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, iDOCS 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. iDOCS 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. iDOCS can automatically create new patient accounts from hospital data transferred electronically. Of course, hospitals store patient records in different data formats. iDOCS 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
iDOCS 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. iDOCS 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. iDOCS validates the accuracy of data entry by comparing batch totals with control totals entered at the beginning of the process.

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, iDOCS 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, iDOCS 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, iDOCS 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 iDOCS 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? iDOCS 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, Arkansas Data Services may be willing to make modifications at their cost while retaining the marketing rights.

Streamlining Cash Flow through Automation

Electronic Medical Claims
iDOCS 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
iDOCS 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
iDOCS 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, iDOCS 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.

Click on each tab for a complete information on each module available on the iDOCS Medical Practice Management System.

Med Billing
Front Office Registration
Letter Service/Pre-Collect
Accounts Payable
General Ledger
Payroll
Job Scheduler/Application Driver

Supports multiple databases.
Supports multiple companies within each database
Supports multiple service locations.
Supports up to 9999 doctors per entity.
Supports up to 999 user defined financial classes.
Allows access to account information by patient, guarantor or next of kin name as well as patient, guarantor, ticket, claim or social security number.
Advanced search allows access to account information by patient date of birth, phone number and alias.
Allows automatic split billing (professional and technical) between two companies on patients associated with an outside service provider.
Allows demand statement and collection letter printing from within patient inquiry.
Allows insurance re-filing from within patient inquiry.
Allows cycle billing and monthly billing.
Allows financial class to control statement printing and account aging.
Allows insurance profile of primary insurance to automatically establish the financial class.
Allows open item or balance forward processing.
Provides insurance claim tracking (includes number of days between filing and payment).
Automatically generates inquiry insurance forms on past due claims.
Allows electronic insurance claims submission and electronic remittance advice
Allows user defined statement formats.
Allows different statement formats for each financial class.
Allows tracking of charges, payments and adjustments by service location, insurance carrier, financial class and by doctor.
User definable analysis reports (includes current year verses prior year ability).
Complete data base definitions for use with System i Query Report Writer are included.
Maintains complete insurance filing history.
Automatic re-filing of secondary insurance with the ability to override during payment entry.
Allows insurance payments to automatically be checked for allowable discrepancies at the time of payment posting.
Supports insurance effective and expiration dates.
Allows unlimited free text comments.
Allows unlimited free text patient and guarantor notes.
Interacts with other members of the iDOCS software family.
Pop-up windows provide user assistance and data retrieval.
All future enhancements are provided free with optional support agreement.

Supports an unlimited number of schedules.
Allows the user to assign the time intervals for each schedule.
Allows grouping of schedules.
Allows the user to assign the amount of time to be used for each reason code with an override available for each doctor.
Allows the amount of time to be overridden during scheduling.
Allows scheduling more than one appointment at any given time.
Allows the printing of canceled appointments.
Allows the printing of super bills for a selected date range.
Allows printing of super bills on demand.
Allows printing of appointment slips on demand.
Allows the user to search for next available time.
Allows the user to search all schedules for appointments for a selected patient.
Provides a 6-month calendar display with the ability to page forward or backward at 3 month intervals.
Allows blocking out up to 3 time spans per doctor each day.
Allows generation of charge transactions from scheduling log.
Interacts with other members of the iDOCS software family.
Pop up windows provide user assistance and data retrieval.
All future enhancements provided free with optional support agreement.

Allows up to 999 letter service classifications.
Allows grouping of multiple financial classes for letter service processing.
User defined collection letters via DTM1 or Microsoft Office.
Automated telephone list processing.
Automatic collector assignment by account number, patient name, attending physician or financial class.
Produces a series of up to 3 letters per letter service classification.
User defined intervals between each letters.
Automatic write off of bad debt accounts.
Allows user defined fast path codes for commonly used comments.
Automatic generation of demand statements/letters based on user defined contact codes.
Special handling of repeat slow pay accounts.
Interacts with other members of the iDOCS software family.
Pop up windows provide user assistance and data retrieval.
All future enhancements provided free with optional support agreement.

1 DTM is a trademark of Inventive Designers.

Supports up to 99 different companies.
Provides the ability to track manual and voided checks in addition to the computer written checks.
Provides the ability to track refund checks written from the accounts receivable module.
Supports user defined term codes
Produces 1099's.
Provides cash requirement by due dates.
Calculates due dates based on term code.
Provides a check approval list before printing checks.
Provides a dynamic vendor name search and retrieval.
Provides a dynamic "remit to" name search and retrieval.
Supports cash or accrual base accounting.
Provides online display of checks issued to any selected vendor.
Provides online display of paid invoices for any selected vendor.
Provides online display of open invoices for any selected vendor.
Provides the online display of the general ledger expense distribution.
Allows suspending payment to any selected vendor.
Allows checks to be written from multiple bank accounts.
Allows database search and retrieval by check number.
Allows database search and retrieval by invoice number.
Print or display year-to-date activity for any given vendor.
Interacts with other members of the iDOCS software family.
Pop up windows provide user assistance and data retrieval.
All future enhancements provided free with optional support agreement.

Supports up to 99 different sets of books.
Supports up to 99 companies per each set of books.
Supports up to 99 divisions per company.
Allows budgeting by each month.
Allows financial reports to be custom designed by the user via online report writer.
Allows a detail account analysis to be printed or displayed online for any selected accounting period.
Allows posting activity to future periods.
Provides bank reconciliation for each individual bank account.
Maintains current and prior year information.
Allows financial reports to be printed at anytime.
Allows prior financial reports to be reprinted.
Allows automatic posting of reoccurring journal entries.
Allows a detail activity report to be produced on year-to-date journals upon request.
Interacts with other members of the iDOCS software family.
Pop up windows provide user assistance and data retrieval.
All future enhancements provided free with optional support agreement

Supports up to 99 different companies.
Supports up to 999 deductions.
Allows grouping of employees by department
Allows 3 types of voluntary deductions (fixed amount, percentage and declining balance).
Allows for pre-tax deductions on all selected earnings.
Provides ability to override wage and deduction information for each payroll.
Retains complete information for each payroll processed.
Allows direct deposit of employee paychecks and company taxes, including quarterly.
Employee inquiry allows display of current or prior year's information for each payroll. Inquiry can be on detailed checks or summarized by month, quarter and year.
Employee inquiry allows display of current or prior year information for each payroll or summarized by month, quarter and year.
Calculates and displays check information (voluntary deductions, taxes and net pay) during data entry.
Automatically selects employees for next payroll based on pay cycles.
Provides quarterly reports for unemployment and FICA.
Supports weekly, bi-weekly, semi-monthly and monthly pay periods.
Allows additional compensation to be added to any check.
Allows taxes on bonus pay to be calculated at a different rate than regular pay.
Allows payroll to be processed for the new year with prior year remaining open.
Tax tables can be maintained by the user without requiring program modifications.
Interacts with other members of the iDOCS software family.
Pop up windows provide user assistance and data retrieval.
All future enhancements provided free with optional support agreement.

Allows the user to schedule jobs to process based on: a specified time, specified day of the week, specified day of the month, based upon an established run schedule, specified date, specified frequency.
Allows scheduled jobs to bypass processing on holidays.
Displays scheduled jobs in sequence by run time or job name.
Allows the user to hold scheduled jobs from execution.
Allows the user to temporarily bypass scheduled jobs.
Maintains a log of completed jobs and abnormal terminations.
Allows electronic transmission of job logs to Arkansas Data Services's support line.
Allows conditional processing based on the completion status of previous jobs.
Pop up windows provide user assistance and data retrieval.
All future enhancements provided free with optional support agreement.