Medisoft Manual – easy step by step guide

With this manual, I will show you how to use Medisoft with basic simple step by step instructions. You will feel comfortable using this program and have confidence in knowing you are entering the information correctly. I will first give you an introduction to Medisoft.

Medisoft is a practice management program that uses information about patients, providers, insurance carriers, procedures, and diagnoses to bill insurance carriers and patients for healthcare services. Medisoft also contains a built in scheduling application called Office Hours, which allows you to schedule appointments or change appointments with ease. With Medisoft you can do the following tasks commonly used in a medical office:
 Enter information on new patients and change information on established patients as needed.
 Enter transactions, such as charges, to patients’ accounts.
 Submit insurance claims to payers.
 Record payments and adjustments from patients and insurance companies.
 Print walkout statements and remainder statements for patients.
 Monitor collections activities.
 Print standard reports or create custom reports.
 Schedule appointments.

How to change the program date

1. Click Set Program Date on the File menu or click the date displayed in the lower right corner of the Medisoft window.
2. To change the month, click the word displayed for the current month, and the abbreviations for the months appear in the calendar window. Click the month desired.
3. To change the year, click the current year and select the desired year from the years that appear in the window.
4. Select the desired day of the month by clicking that date in the calendar.

How to enter an appointment

1. Start Office Hours.
2. Select the correct provider in the Provider box.
3. Change the date on the calendar to the desired date.
4. Locate the desired time slot in the schedule.
5. Double click the time slot.
6. Select the patient in the Chart box.
7. Complete the other fields as required, make sure you enter the appointment length in the Length box.
8. When you are finished inputting the information, click the Save button.

How to search for an available slot

1. Verify that the correct provider is selected in the Provider Box.
2. Click the Search For Open Time Slot button.
3. Make the appropriate entries in the length, start time, end time, and day of the week boxes.
4. Click the Search button.
5. The calendar will display the first available time slot that matches your search criteria.
6. Double click the time slot.
7. Select the patient in the Chart box.
8. Complete the other fields as required.
9. After entering all needed information, click the Save button.

How to add a new patient

1. Click Patients/Guarantors and Cases from the Lists menu.
2. Click the New Patient button.
3. Complete the name, address, and other information tabs.
4. Click the Save button.

How to add a case

1. On the Lists menu, click Patients/Guarantors and Cases. The Patient List dialog box is displayed.
2. Search for the patient you need to add a case.
3. Click the Case radio button to activate the case portion of the Patient List dialog box.
4. Click the New Case button. You will notice some of the patients’ information is already there.
5. Enter the reason the patient is seeing the Doctor in the Description box.
6. Enter all necessary information is added in the appropriate tabs.

How to enter charge transactions

1. Select the patient and case in the Transaction Entry dialog box.
2. In the Charges section of the dialog box, click the new button.
3. Click the Procedure drop down list and find the correct code. Click the code to enter it. You may also key in the code manually. Press the tab key to get to the end of the line.
4. Review the information you entered.
5. Click the Save Transaction button.

How to enter payments made at time of office visit

1. Select the patient and the case in the Transaction Entry dialog box.
2. In the Payments, Adjustments, And Comments section of the dialog box, click the New button.
3. Accept the change the date listed.
4. Click the Pay/Adj code drop down list and find the correct code. Click the code to enter it. Press the tab key.
5. Entering the information in the description field is optional.
6. To record a check number, press tab to get to the Check Number field.
7. Review the information enters.
8. Click the Apply button. The Apply Payment to Charges window appears. – If the payment is a co-payment, click the Apply to Co-Pay button. Click OK in response to the message that the payment has been fully applied. Then click the Close button. – If the payment is not a Co-payment, click in the box in the This Payment and press Enter. Then click the Close button.
9. Click the Save Transactions button.

How to print a walkout receipt

1. Select the patient and case in the Transaction Entry dialog box.
2. Click the Print Receipt or Quick Receipt button in the Transaction Entry dialog box.
3. In the Open Report window, confirm that the Walkout Receipt (All Transaction) option is selected, then click OK.
4. In the Print Report Where? Dialog box, select an option to preview the report, print the report, or save the report as a file, and then click Start.
5. In the Walkout Receipt (All Transactions) box, confirm that the correct dates are selected in both Date from Range boxes and click OK.
6. The receipt is created and appears on the screen if in preview, is sent to printer or saved as a file.

How to process a refund for a patient

1. Select the patient and the appropriate case in the Transaction Entry.
2. In the Payments, Adjustments, and Comments section of the dialog box, click the New button.
3. Accept or change the date listed.
4. Click the Pay/Adj. Code drop down list and select PTREFUND code. Press the Tab key.
5. Click in the Who Paid column and select the patient. Press the Tab key.
6. Enter Overpaid-refund in the Description field. Press Tab twice.
7. Enter the amount of the refund and press Tab.
8. Review the information entered.
9. Click the Apply button. The Apply Adjustment to Charges dialog box appears.
10. Click in the white box in the This Adjust. Column next to the overpaid charge. Enter the amount of the refund and press Enter. Then click the close button.
11. Click the Save Transaction button.

How to create claims

1. On the Activities menu, click Claim Management.
2. In the Claim Management dialog box, click Create Claims button,
3. Enter dates in the Transaction Dates boxes, or leave the boxes blank to create claims for any date.
4. Enter the appropriate values in the other fields as needed.
5. When you have made your selections, click the Create button. The Create Claims box closes and the new claims are listed in the Claim Management dialog box.