Technical Support
Transaction File Rebuild Instruction
Several customers have called the Technical Support Department because they experienced a problem creating claims. These problems are
characterized by the following messages:
Couldn't open the transaction record for:
Couldn't open the transaction file
Transaction record for: __________ is not found.
Couldn't locate transaction record
The Version 7.11 upgrade includes a procedure called the Transaction File Rebuild, that you can execute to correct these problems. We encourage you to read the instructions carefully and save yourself a phone call.
IMPORTANT!
If you have a multi-user system, everyone else must be out of MD VersaForm and stay out, when you run this process!
The Transaction File Rebuild could take quite a bit of time, depending on the size of your ledger and transaction files. You may want to run this in the evening when you are not seeing patients. You do not have to be present when it runs.
To run the Transaction File Rebuild, start at a blank Patient Ledger. Press <Alt+F1> to bring up the procedure menu below.
Select 6 – File Maintenance, Account Aging and you will see the menu below.
From the File Maintenance Menu select # 8 – Transaction File Rebuild. The procedure will now begin.
The procedure removes any transaction records that had a bad key. For example, the list below shows that customer BOWMAN/SARA1202 has several bad keys. Note that in the second column her account number is not followed by –001, or –002 etc.
Next, the procedure will go through the Ledger file and find any ledgers that had a bad key in the transaction file and removes bad data in the DTA field on that. The DTA field should have a number such as 001 or 002 or 00A. An example of bad data in the DTA field is shown below
At the end of the whole process, the procedure will print a log on your printer similar to the one below
Sample log:
Date 01/26/98 User manager LogName Page 1
Key manager01261998
.............................Message............................
Begin transaction file clean up ...
63 transactions processed.
Transaction file clean up - Successful.
Begin ledger file clean up ...
*** Check transaction for Bleier/Pat1016, line# 3.
Date Code Description MD Charges M1 M2 Qty Date_to
12/12/97 10060 I&D ABSCESS 70.00 1
*** Check transaction for Brown/Kim1000, line# 2.
Date Code Description MD Charges M1 M2 Qty Date_to
12/02/97 10080 OFF VISIT 50.00 1
22 ledgers processed.
Ledger file clean up - Successful.
========================PROCESS COMPLETE========================
What to do with the log? For each entry that appears in the the log you should follow the following steps.
Bring up the patient listed in the first entry on the log.
Locate the line number
Determine if the entry on this line is a transaction that still needs to appear on a claim (either primary or secondary claim).
If so, move your cursor to the D# field on that line and press <ALT+L> to create a transaction record. Press <F2> twice – once to save the transaction file and once to save the ledger.
Check the transaction record to make sure all the pertinent information is on there such as the correct diagnosis codes, etc.
If not, that is, this line already appears on a claim that has been sent, go on to the next entry on the list.
If you need any help interpreting these instructions, please call Technical Support at 800-999-6081.
Email your support questions to tech@versaform.com
This information is provided as a courtesy. VersaForm Systems Corporation has provided this information "AS IS" without warranty of any kind – express or implied. In no event shall VersaForm Systems Corporation be liable for any damages whatsoever including direct, indirect, incidental, consequential, loss of business profits or special damages.