Frequently Asked Questions
General Questions
- Where's the documentation?
- When I run the Help, all I see is "Navigation cancelled".
- How do I get rid of the "Encounter" section on the left side of the ledger?
- How do I get the ledger to display when a chart opens?
- Can we set the patient ledger to list the newest lines first rather than the oldest first?
Entering Charges
- How do I add a facility to a claim or charge line?
- How do I get a prior authorization to print on the CMS1500?
- How do I get Box 19 to print on the CMS1500?
- How do I get more than one ICD9 to be on the charge line on a CMS1500?
Claims Questions
- How do I create paper claims?
- When I try to create claims nothing happens. What do I do?
- How do I print to a file?
- How do I set up for electronic claims?
- VersaForm prints charges on separate claim forms when they need additional information such as a facility name or preauthorization. It is wasting my claim forms!
Payments and Adjustments
- Can a payment and/or an adjustment be "tagged" to a specific provider?
- What happened to the insurance plan payment and adjustment codes, like "PayBC" for a Blue Cross payment?
Reports and Statements
- Our Activity report is too large and it prints on two pages - can it be condensed to fit on one 8 1/2 x 11 sheet?
- How can I have the doctor's name print at the top of a statement instead of just the name of the practice?
Upgrading from MD VersaForm (DOS) to VersaForm 3
- How can I find out what happened during the upgrade? Is there a log?
- After upgrading, I have an error log a mile long. What do I do?
- After upgrading from DOS MD VersaForm, all of the payments that carry forward show up on a single day—this makes our income statements very lopsided. What can I do?
- After upgrading, how do I set up for the new HIPAA electronic claims?
Answers
General Questions
Where's the documentation?
The Help is the best form of documentation for several reasons:
- It can be kept up-to-date. Printed documentation falls behind very quickly.
- It can be searched—every word of it. It's much easier than searching in a book.
You may also download a copy of the User Guide —it is in PDF format, searchable and printable. You need Adobe Reader to view it.
When I run the Help, all I see is "Navigation cancelled".
HHReg - HTML Help Registration Utility registers HTML Help CHM files in the Windows registry, making them available for viewing even when opened on network drives.
The utility and more information are available at: http://www.ec-software.com/products_hhreg.html
How do I get rid of the "Encounter" section on the left side of the ledger?
Click on the Setup button, then the Preferences Tab, and uncheck " Show Index When Chart Opens". Click OK.
How do I get the ledger to display when a chart opens?
Click on the Setup button, then the Preferences Tab, and open the " Initial Tab" list. Click on Ledger. Click OK.
Can we set the patient ledger to list the newest lines first rather than the oldest first?
Just double click on the SVC Date column heading on the ledger twice; this reorders the lines.
Entering Charges
How do I add a facility to a claim or charge line?
Create the charge and click OK. Double click on the charge line to open the Edit/View dialog. Click on the Problem/Facility Tab. Enter the Facility and the Admit Date if it was "in patient". Note that, if you use the Add Charge Full button rather than the Add Charge button when you create the charge you can do it in one step. After that, you can use the Use Previous button that will show up to add the same information to subsequent charges.
How do I get a prior authorization to print on the CMS1500?
Use the Add Charge Full button to create the charge. Click on the Miscellaneous Tab. Scroll down and fill in the Prior Auth. Num field. If you have entered the Authorization using the More button on the Ledger, you can choose to have VersaForm automatically fill in the number and decrement the count.
How do I get Box 19 to print on the CMS1500?
Use the Add Charge Full button to create the charge. Click on the Miscellaneous Tab. Locate the Claim Note and Code fields. In the large box type the message to be printed. In the small box under the words "Claim Note and Code" pick "Box 19" from the drop down list. If it is for an electronic claim, choose something other than "Box 19".
How do I get more than one ICD9 to be on the charge line on a CMS1500?
When creating a charge open the ICD9 list by clicking on the down arrow in the ICD9 field. When the list is open click on the first item. Hold down the Ctrl key and click on the second, third, etc. item. When you click OK all the selected (highlighted) items will be put on the charge line.
Claims Questions
How do I create paper claims?
Open the Help file and look in the index for the topic "CMS1500".
When I try to create claims nothing happens. What do I do?
Visit our Claims Printing Troubleshooter
How do I print to a file?
Open the Help file and look in the Index for the topic "print to file".
How do I set up for electronic claims?
Open the Help file and look in the Index for the topic "electronic claims". If you have upgraded from MD VersaForm, View our instructions for submitting electronic claims under HIPAA.
VersaForm prints charges on separate claim forms when they need additional information such as a facility name or preauthorization. It is wasting my claim forms!
If two charges have different information on the Problem/Facility or Miscellaneous Tabs, the program must create a new claim form (because both values can't go on the same form). The Use Previous Info button is a shortcut that tells the program that the additional information is the same on the two charges, and they can go on the same claim form.
Payments and Adjustments
Can a payment and/or an adjustment be "tagged" to a specific provider?
No—because we know the provider for each charge that is paid or adjusted. It is this provider that is shown in the "Activity by Provider" reports.
What happened to the insurance plan payment and adjustment codes, like "PayBC" for a Blue Cross payment?
These codes were used to identify insurance payers. In the new system, when you enter a payment or an adjustment, you always enter the insurance plan. Now the system does not need the codes—it can report by insurance plan without them.
Reports and Statements
Our Activity report is too wide and it prints on two pages - can it be condensed to fit on one 8 1/2 x 11 sheet?
Probably it should be printing in landscape format instead of portrait. Someone with System Administrator authority can change it in Setup on the Reports Tab.
How can I have the doctor's name print at the top of a statement instead of just the name of the practice?
Normally the system uses the practice's name and address on printed headings. But if the patient has a Primary Provider and that provider has an address entered in the Setup, Provider Tab, then the system will use that provider's name and address.
Upgrading from MD VersaForm (DOS) to VersaForm 3
How can I find out what happened during the upgrade? Is there a log?
Yes. It is in your VersaForm 3.0 folder (usually on drive C:). The name will look like "20031009.105158.Upgrade Log.txt". You can read it with any text editor or word processor.
After upgrading, I have an error log a mile long. What do I do?
Read it anyway. It is telling you what was wrong with your old DOS files. If you will submit claims electronically, the only thing it is safe to ignore is the Social Security numbers (if you don't care about them). The new electronic claims format is very unforgiving, and payers will often reject claims for tiny errors.
Consider making corrections in the old MD VersaForm system, then importing again. This may be the easiest and best way.
After upgrading from DOS MD VersaForm, all of the payments that carry forward show up on a single day—this makes our income statements very lopsided. What can I do?
This happens when the Payment History file on MD VersaForm does not have enough information to enable payments to be transferred properly. You will have to run 2 reports to cover the month of the upgrade—use MD VersaForm for reports before the upgrade, and VersaForm 3 after. If you have payments recorded on the day of the upgrade, you will need to correct the report manually.
After upgrading, how do I set up for the new HIPAA electronic claims?
View our instructions for submitting electronic claims under HIPAA.
