Frequently Asked Questions (FAQ)
Getting Help
Q: If I need help on the software, who do I call?Q: How long can I use the DB Consultants software?
Taking Care of Your computer and Your Data
Q: What should I be backing up on a regular basis?Q: What type of backup media are recommended?
Q: How do I keep my computer running at peak performance? Are there regular things that I should be doing?
Q: My computer says that I am running out of hard drive space. What can I do to get more space?
Q: I have a drawer full of old upgrades. Do I have to keep them all?
Daily Activities
Q: I marked something for deletion and changed my mind. How do I get it back?Q: What does indexing files do and how do I know when it is time to do it?
Q: How do I index files?
Q: I have six patients with the last name. What is the easiest way of bringing up one particular patient?
Q: I entered a payment for the wrong patient. How do I delete it?
Q: I need some guidelines on how to create a query.
Q: We have many patients who receive the same series of services. Is there any way to enter this combination more quickly?
Reporting Activities
Q: How do I close the month?Q: How do I close a year?
Q: Why do my totals are different on different types of daysheets?
Q: I got a new printer an my claims/statements are not printing out properly. How can I fix this?
Q: How do I close a day and what reports should I be printing on a daily basis?
Q: How do I reset the visits counter at the beginning of the year?
Q: How do I reset the patient’s deductible balance at the beginning of the year?
Troubleshooting
Q: When I preview to the screen, all I get is jibberish. How can I fix this?Q: Why do I have to keep registering my software?
Q: It says that my terminal id is in use. What’s this about?
Q: I got an error #5. What should I do about it?
Q: I got an error #0. What should I do about it?
Q: I’m trying to add a new patient and I’m getting an error message about controls being in use.
Q: I know I entered something into the system, but now I can’t find it. Where did it go?
Q: I have a new employee and I want to limit what they can get in to. How do I set up a new shift ID and security level?
Claims Processing
Q: I want to send claims electronically. Who can I send them to?Q: Is there any special hardware I need to be about to send electronic claims?
Q: Where can I find information on how my claim form is completed?
Q: What types of claim forms can I print from the DB Consultants software?
Q: I had a cash patient, closed the month, and now they brought insurance info to me and want me to submit a claim. How can I do this after closing the month?
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Getting Help
Q: If I need help on the software, who do I call?
A: That depends on what you need help with. Here are some basic guidelines.
Computer hardware, backups, communications: contact whoever set these things up for you.
AS/PC Software:
- While still in training: contact your dealer or trainer
- When training is completed: contact your DB Consultants tech support group: DB Consultants at 610-847-5065 or Thompson Medical Systems at 814-835-8902
Q: How long can I use the DB Consultants software?
A: Your license to use the AS/PC software never expires.
back to topTaking Care of Your computer and Your Data
Q: What should I be backing up on a regular basis?
A: We recommend that backups be done on the following schedule:
Daily – all data files and text files (.dbt, .dbf, and .txt extensions). Use one set of media for each day of the week that you are open and rotate them.
Weekly – full backup of the \ASPC folder including the data files and text files. This should be stored off-site. Use 3 sets of media and rotate them.
Monthly – backup before AND after batching your claims. Use 3 sets of media and rotate them.
Special – Other occasions when you should run a backup:
Before using ASPCUTIL. (A data-only backup is probably fine.)
Before running a system upgrade. (This should be a full backup.)
Q: What type of backup media are recommended?
A: Depending on the devices available in your computer and the backup software you use, you can backup to:
- A removable disk such as JAZZ, Zip or CD
- An external drive such as a Maxtor or Buffalo drive
- An off-site internet backup service
- Another computer
Q: How do I keep my computer running at peak performance? Are there regular things that I should be doing in addition to Backups?
A: Weekly:
- Defragment
- Run Scandisk
- Clean out the TEMP directory
- Clean out your keyboard
- Virus Check your systems
Monthly: Vacuum computer and components
Q: My computer says that I am running out of hard drive space. What can I do to get more space?
A: You options include:
- Clean things off of your computer that you don't need.
- You can replace or supplement your existing hard drive.
- Invest in a new computer.
Q: I have a drawer full of old upgrades. Do I have to keep them all?
A: No. Typically, we recommend keeping your current CD's and your next most recent set. Other sets can be discarded.
back to topDaily Activities
Q: I marked something for deletion and changed my mind. How do I get it back?
A: As long as the record says "Deleted" in the upper right hand corner, you still have time to recover the item. Click on the Delete icon to reverse or recall the record.
Q: What does indexing files do and how do I know when it is time to do it?
A: On a regular basis, we recommend indexing files weekly. Also, can be done when you notice that data or balances are not what you know they should be.
Q: How do I index files?
A:
- Main program: Utilities | Index Files. Chose all or selected files.
- AS/PC Utilties: Utilities menu. Then either:
- Emergency Recovery | Index Rebuild, or
- File Reset | Index | Pack.
Q: I have six patients with the last name. What is the easiest way of bringing up one particular patient?
A: Enter the last name, then a comma, followed by some letters of the first name. Do not enter spaces either before or after the comma.
Q: I entered a payment for the wrong patient. How do I delete it?
A: You can not delete a payment for a patient. This is a security feature in the system. You can, however, edit the incorrect payment amount to $0.00 and then repost the payment to the correct patient.
Q: I need some guidelines on how to create a query.
A: Queries are one of the most challenging part of the program since each one is unique. If you have questions on how to build a query, we suggest that you contact your technical support organization. (either DB Consultants at 610-847-5065 or Thompson Medical Systems at 814-835-8902)
Q: We have many patients who receive the same series of services. Is there any way to enter this combination more quickly?
A: Use catalogs that combine two or more procedures under one name.
Create catalogs from the File | Open | Catalogs menu item. Each procedure code that is included in the catalog must first be included in the procedure code file.
Use Catalogs during charges entry just like individual Procedures. Be sure to mark the checkbox Use Catalogs to indicate that you will be entering a Catalog ID.
back to topReporting Activities
Q: How do I close the month?
A: Monthend closing steps:
- Print your reports to confirm data and make any adjustments that are necessary.
- Backup.
- Batch print your claims.
- Backup.
- Close the month (Monthly | Monthend | Monthend Close.
- Print your after-monthend reports including patient statements.
Q: How do I close a year?
A: To close the year, select Monthly | Yearend, and choose to close the year. To print reports only , Select Monthly | Yearend, and choose to reports only.
Q: Why do my totals are different on different types of daysheets?
A: Typically, the issue is backdated charges and/or payments. Some reports, such as Daily | Daily/MTD Daysheets will show all charges and payments entered since the most recently closed month.
However other reports such as , the Daily | Provider Spreadsheet , takes more of a true “calendar” approach and would only include those charges and payments with dates of service or deposit in October.
Other reasons your daysheets may have different totals include:
- missing provider numbers
- items marked for deletion but not packed (removed) from the file
- missing dates of service or deposit.
Q: I got a new printer and my claims/statements are not printing out properly. How can I fix this?
A: Claim form alignment can be a challenge with some of the less forgiving operating systems since you are now limited on being able to change the margins or unprintable areas. Try using different printer drivers. For instance. If you have an HP2300 printer, you should consider installing the HPIIIP driver to use for this printer.
Please remember that DB Consultants only recommends the business class of printers manufactured by Hewlett Packard. Printers with a parallel port (as opposed to a USB port) typically have greater success with claim form alignment. For further information about claim form alignment or printer selection, contact your technical support organization. (either DB Consultant at 610-847-5065 or Thompson Medical Systems at 814-835-8902)
Q: How do I close a day and what reports should I be printing on a daily basis?
A: There is no particular “dayend close” function in the AS/PC system. We do, however, recommend that you review your work at the end of each day. The following reports are suggested:
- Compare the number of visits recorded for the day to your appointment book.
- Compare the Daily Receipts & Deposits Report to your bank deposit, and again to the bank receipt.
- Print the Daily Audit Report to determine if there were any charges or payments entered or edited for a different date. If so, then the Daysheets you printed for those other days are no longer valid and should be rerun.
Q: How do I reset the visits counter at the beginning of the year?
A: Resetting the visits counter is done at the very beginning of the year from within AS/PC Utilities. Before performing this function, please be sure that all other users are out of the AS/PC Practice Management System and that you have a complete backup of your data.
- Go to the “File” menu
- Select “Field Replace”
- Select “Canned Replace”
- Select “Visits” – you will get a warning about proceeding. To continue click “Yes”
- You will be asked if you have done a backup. Answer appropriately.
- Your next form will allow you to limit selection to a particular FC or a particular Carrier. If you want to reset only a particular FC or Carrier, enter that FC or Carrier in the appropriate block. Then click “OKAY”.
- You will be given one final confirmation window which asks if you want to reset the visit counter. Click “YES” or “NO”.
Q: How do I reset the patient’s deductible balance at the beginning of the year?
A: Resetting the deductible balance is typically done at the very beginning of the year from within AS/PC Utilities. Before performing this function, please be sure that all other users are out of the AS/PC Practice Management System and that you have a complete backup of your data.
- Go to the “File” menu
- Select “Field Replace”
- Select “Canned Replace”
- Select “Reset Deduct. Balance” – you will get a warning about proceeding. To continue click “Yes”
- You will be asked if you have done a backup. Answer appropriately.
- Your next form will allow you to limit selection to a particular FC or a particular Carrier. If you want to reset deductible balances for only a particular FC or Carrier, enter that FC or Carrier in the appropriate block. Then click “OKAY”.
- You will be given one final confirmation window which asks if you want to update the deductible balances. Click “YES” or “NO”.
Troubleshooting
Q: When I preview to the screen, all I get is jibberish. How can I fix this?
A: Install the Generic/Text Only printer driver from your Windows Printers Folder as a local printer attached to LPT1, change the name to “ZGENERIC” and reboot your computer. Do not set it up as the default printer.
Q: Why do I have to keep registering my software?
A: Major reasons include:
- Incorrectly exiting the software
- Logging into the system from two workstations with the same terminal ID
- Dropped connection with the server
- Server or workstation lockup.
Q: It says that my terminal id is in use. What’s this about?
A: First, check that no one else is using the same Terminal ID (ex: 001) If the problem persists:
1. Have all workstations exit the software
2. Load ASPCUTIL.
3. Select Help| SoftWare Registration.
4. Select Reset Terminal.
In some instances, you may need to reboot the entire network prior to performing the above steps.
Q: I got an error #5. What should I do about it?
A: This may be a serious error with your data. You should leave the systems as they are an contact your technical support team. Either DB Consultants at 610-847-5065 or Thompson Medical Systems at 814-835-8902.
Q: I got an error #0. What should I do about it?
A: This may be a serious error with your data. You should leave the systems as they are an contact your technical support team. Either DB Consultants at 610-847-5065 or Thompson Medical Systems at 814-835-8902.
Q: I’m trying to add a new patient and I’m getting an error message about controls being in use.
A: Check other workstations to see if someone is batching claims, adding another patient, editing default options or is sitting on a log-in screen. Typically, having other users just move off of that form is enough to release the controls.dbf file. If this is unsuccessful, then contact your technical support team. Either DB Consultants at 610-847-5065 or Thompson Medical Systems at 814-835-8902.
Q: I know I entered something into the system, but now I can’t find it. Where did it go?
A: This could simply be an indexing problem. This can be usually be fixed by Indexing your files from within the main AS/PC Practice Management System’s Utility menu. Simply select Index Files and then choose All Files. If you do not get the results you were expecting, please contact your technical support team. Either DB Consultants at 610-847-5065 or Thompson Medical Systems at 814-835-8902.
Q: I have a new employee and I want to limit what they can get in to. How do I set up a new shift ID and security level?
A: Shift ID’s are assigned from within the main AS/PC Practice Management System’s Utility menu. Simply select Utility | Options | Password/Shift ID, then select Shift ID. Check the box by the question about whether or not you wish to require the use of shift id’s. Then add your shift ID with corresponding security level on the next screen.
back to topClaims Processing
Q: I want to send claims electronically. Who can I send them to?
A: Electronic claims can be sent as follows:
- Medicare claims can be sent to your Part A or Part B carrier directly.
- Commercial claims may be sent to a clearinghouse such as Emdeon.
- Although you are free to send your electronic claims to anyone, we can only assure compatibility with the Medicare carriers and Emdeon.
Q: Is there any special hardware I need to be about to send electronic claims?
A: Yes, yhou need a dial-up modem. DSL and Cablemodem connections are not currently appropriately for claims transmission.
Q: Where can I find information on how my claim form is completed?
A: Go to AS/PC’s on-line context sensitive help system which includes a sample claim form. Access this via Help | Contents |Index | HCFA 1500 Box-By-Box
Q: What types of claim forms can I print from the DB Consultants software?
A: You can print the standard CMS-1500 form from within the main AS/PC program. Other forms can be
printed as follows:
ASPCCLMS Program
- Michigan BC/BS
- Pa Medicaid
- Mass Medicaid Form #5
- Mass Medicaid Form #9
- UB-92 Medicare Claim Form
- Ohio Medicaid Claim Form
- NY Medicaid Claim Form
Workers Compensation Attending Provider Programs
- • Hawaii Attending Provider Report
- • New York Attending Provider Report - C4 form
- • New York Attending PT, OT, ST Report - PT4 form
Q: I had a cash patient, closed the month, and now they brought insurance info to me and want me to submit a claim. How can I do this after closing the month?
A: If the charge was entered as a cash charge and the month is already closed, then there is no way to print this original charge to a claim form. You must first enter the correct insurance information in the patient file, then re-enter the charge backdating it to the original Date of Service. Then you will be able to print the claim. To avoid double billing, don’t forget to post a credit to the cash balance for the charges which have now been re-billed to an insurance carrier.
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