To add a new procedure simply, click the button "New Procedure" on the control panel. . . or click the "New Record" button when you have the "List Procedures" window open. You can also use a keyboard equivilent
Most buttons open a list that has other controls on it to modify or add records to your database.
- Delete : if you have sufficient access privleges this button will delete a procedure. The Practice Manager sets the privileges.
- Autolink : this will open the records that relate to the current procedure in the category chosen from the popup list.
- Revisions : shows a popup list of copies of the procedure that have been saved. These cannot be deleted so that it is possible to track changes or history of the versions of this procedure. See section on auditing and security
- Add note : creates a new Patient Note for the patient.
- Favourites : Opens the list of favourites stored in your version of MB3
- Quick Add : Opens the quick add screen for rapid entry of procedure details : see section below.
- Item List : Opens the list of items stored in your version of MB3.
- Invoices : List all invoices (just those procedures that are currently invoices).
- Print : Prints the procedure.
- Revert : Returns the procedure to the state before current changes were made.
- Save and Exit : Save the procedure and close the screen. If the Alt (Option) key down this will just save and not exit.
- Cancel : Close the screen without saving.
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Patient and Initial Data Tab
Fields on this form :
(This form contains several yellow fields : see information about yellow fields.)
Procedure Date : this will be the default date for the services provided in the procedure. It will be set to todays date when a new procedure is created. See entering dates.
Favourite : Selecting from the list will enter details from a stored favourite procedure that you use commonly. See seciton below on configuring your favourites. You can start to enter a new favourite by selecting the item from the Action Menu on this screen. You can see the details of a particular favourite once it is selected by clicking on the small blue arrow after the word favourite.
Description : of the service that will appear on the procedure.
Doctor : can be changed but only before the procedure is saved.
Referrer : enter from the list of referrers. To add a new referrer see the Action menu. You can see the details of a particular referrer once they are selected by clicking on the small blue arrow after the word favourite.
Location : enter from the list of referrers. To add a new referrer see the Action menu. You can see the details of a particular referrer once they are selected by clicking on the small blue arrow after the word favourite.
Insurer : enter the insurer for the procedure. See section on configuring insurers for more information about them.
Classification data
Information in this section is entered by choosing from a list of classifications for this procedure. See section on configuring classifications for more information about them. You can alter any defaults for the classificaiton as required. NB the times shown here are not the procedure times but the times for After Hours for the purposes of this classification.
Patient data
To enter a patient, type in one or two parts of their name. MB3 will then check to see if anyone alredy on the system may be the patient you want and if their is a possible match then it will generate a list of suggestions :
The list can be sorted by any column by clicking on the column title. If the patient is on the list click Choose. If the patient is not on this list then click on New Record, which displays Patient screen.
Enter the required demographic data for the patient.
When finished click the Save and Exit button, to return to the Procedure screen.
(Note you can come back here later to access patient notes and referrals if required via these tabs)
Payer details
If the payer details are left blank the payer will be the patient.
Other alternatives are to enter a standard payer by entering a few letters of the name and pressing tab. Again a Choose screen will come up for the Payer.
Or you can choose to use a different person at the same address as the patient (such as a parent or spouse) by clicking the button.
When this screen is completed, move to the next tab (the Procedure Items tab)
Procedure Items
The above form displays the items of the procedure. The amounts are calculated intelligently to conform to insurer rules. There are various ways to add new items to the procedure.
1. By creating a "Favourite" items group you can select the desired favourite and the all the associated items will be added to the procedure list.
2. You can enter the items manually by entering their appropriate code. When entering codes you can enter either the MBS, RVG, or specific insurer code. MBP will find the appropriate item. You can also choose your selection from the Items List.
3. You can also add new items through the "Quick Add" feature.
Quick Add Feature
The explanation is contained on the screen. For example you can enter data like :
The P is an anaesthesia Preop, s0804 means start at 8:04am, f0910 means finish at 936am and the rest are just items.
And MB3 will place it all in the appropriate fields for you when you click Update Procedure and it will look similar to :
Procedure Duration
The time information can also be entered manually.
These fields are used for anaesthesia billing. Enter times in format hh.mm, separated by a period eg 8:15 as8.15 or 13:20 as13.20. If there are no minutes, eg 8 o'oclock just enter 8
Once entered the appropriate time item will be added to the line items, and the duration in minutes is displayed.
Below is an example of a surgical account which does not require the use of times like an anaesthesia account :
Status : Invoice or Quote
Status of procedure will be assumed to be an Invoice.
If you want to print it as a Quote instead, change this field.
Once an Invoice is printed it will start to Age : see section on Managing Debtors.
Printing a Quote has no accounting effect. It can be converted to an Invoice later if desired. The Task Manager can be used to easily locate and manage your Quotes.
Classification Information
Some classification information is presented again on this screen for ease of editing during data entry if required.
Unit value : used in anaesthesia RVG billing. Scheme and insurer are also displayed.
Line items
Are listed after entry through Quick Add on this screen.
They can also be entered manually by clicking on the first blank line item.
Once entered the pricing information for each item can be edited as required by clicking on the price. To remove a line item, delete its code.
To fit more information on the screen to view more items, use the vertical slider control on the left to expand the line size.
Dates
The Procedure Date is the default date for all the line items.
However they can also be set on a line by line basis, so that if the items did not all occur on the same day the date can be edited for individual items.
If the procedure date is changed after items are entered, MB3 will display a dialog asking if you want to change the date for any existing items.
Special Item Codes
Sometimes you will want to send an invoice or quote with all the item details and a total but no fees against each item.
To do this you enter all the information then add another item with the code TOTAL. Set the fee for this line item as the total for the account.
Then remove the line item fees from each line and print.
Cosmetic Item
To enter one line item for a cosmetic procedure you can use the item code COSM.
Gap Item
To enter a line item that represents a patient out of pocket gap use the item code GAP.
Other special items
You can configure your own special items - as many as you like - see the section on Items.
Messages
The final tab on the procedure is the Messages
Many invoices require messages to be added.
Stored Messages are configured in the messages section, accessed via the control panel.
