Frequently Asked Questions
VersaForm 3 Practice Management FAQ
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Where's the documentation?
It's in the Help. The Help is the best form of documentation for several reasons:
1. It can be kept up-to-date. Printed documentation falls behind very quickly.
2. It can be searched--every word of it. It's much easier to find what you need than in a book.
3. If you need it in printed form, you can easily print it (or parts of it). -
When I try to create claims nothing happens. What do I do?
Visit our Claims Printing Troubleshooter -
How do I create paper claims?
Open the Help file and look in the index for the topic "HCFA1500". -
How do I print to a file?
Open the Help file and look in the index for the topic "print to a file". -
How do I set up for electronic claims?
Open the Help file and look in the index for the topic "electronic claims". -
How do I get rid of the "encounter" section on the left side of the ledger?
Click on Setup | Preferences, and uncheck "Show Index When Chart Opens". Click OK. -
How do I get the ledger to display when a chart opens?
Click on Setup | Preferences, and open the list Initial Tab. Click on Ledger | Click OK. -
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 needed information. -
How do I get a prior authorization to print on the HCFA1500?
Create the charge and click OK. Double click on the charge line to open the Edit/View dialog. Click on the Miscellaneous tab. Scroll down and find the field Prior Auth. Num.". -
How do I get box 19 to print on the HCFA1500?
Create the charge and click OK. Double click on the charge line to open the Edit/View dialog. Click on the Miscellaneous tab. Locate the field Claim Note and Code. 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. -
How Do I Get More Than One ICD9 To Be On The Charge Line/HCFA1500?
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/HCFA1500
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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. -
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. -
Can we set the patient ledger to list the newest lines first rather than the oldest first?
Just double click on the column headings on the ledger; this reorders the lines. -
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?
Probably it should be printing in landscape format instead of portrait. If it does not, change it in Setup | Reports -
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. -
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 additional information on the Problem/Facility or Miscellaneous tabs, the program considers that the information is different and requires a new claim form UNLESS you have used the Use Previous Info button. Using the Use Previous Info button lets the program determine that everything is the same on the two charges, and they can go on the same claim form. Of course, if you make changes after using Use Previous Info, this no longer applies, and the two charges will go on different claims.
Upgrading from MD VersaForm (DOS) to VersaForm 3
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How can I find out what happened during the upgrade? Is there a log?
Yes. It is in your VersaForm 3.0 folder (usually in Program Files 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 have 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