|
1.
|
Q:
|
What are the
recommended Computer Hardware Requirements?
|
|
|
A:
|
The Windows
Version of The Dental System will run on any PC that is capable of
running Windows 95,
Windows 98, Windows
NT, or Windows XP. However, we would recommend a minimum of:
Pentium 4 3.2 GHZ CPU,
with 512K PB
512 MB RAM (Memory)
Hard Disk Drive
- at least 120 GB
17
Inch Flat Screen LCD Colour Monitor, with suitable
Video Card
750 MB Zip Drive
or Tape Backup System, with a full set of Media
CD-ROM Writer / DVD
Reader
Modem.
(Please consult with Dialog to ensure that the modem installed
will work with your software)
Mouse
Laser Printer - with Windows
Driver. (Please consult with Dialog to ensure that the printer will work with
your software)
Windows
95 / Windows 98 / Windows NT / Windows XP Pro
Other Computer
Hardware Configurations, including
Local Area
Networks,
are available
|
|
|
|
|
|
2.
|
Q:
|
What is
required for me to Network The Dental System?
|
|
|
A:
|
The Dental System is resident on only one
Computer, the Server. Accessing
this Server from Workstations requires the configuration of a LAN, ie. a
Local Area Network. The
Workstations are Mapped to communicate with the Server. System Printer(s), and the Modem, should be Shared. The configuring of a reliable, stable
LAN requires the services of a capable, experienced, knowledgeable Network
Administrator / Computer Technician.
And, certainly, good quality Computers, Components, Cable, etc. Dialog recommends that if you change
your Hardware configuration, you first talk to us. We will be happy to provide some free input regarding the equipment
that we recommend, and we would like to have the opportunity to consult with
the technician, prior to work commencing.
|
|
|
|
|
|
3.
|
Q:
|
Please tell me about Backup.
|
|
|
A:
|
Protect your valuable Database
Perform Backup Daily!!
Have your Backups Tested!!
Consult with Dialog, or your Hardware Vendor
Can your Backup Media be Read and Restored?
Use a Complete Set of Properly Labelled Data Cartridges on a
Methodical, Rotating Basis.
(You should utilize at least 7 Backup Tapes, or Zip Disks)
Use a reliable Backup System that is
Compatible with Dialog, and supported by your Hardware Vendor
Dialog does not consider use of only a CD-Writer to be adequate!!
|
|
|
|
|
|
4.
|
Q:
|
Please
describe the Day End, Month End and Year End Procedures.
|
A: This writeup describes the following routines in
detail.
1.0 START OF THE DAY
2.0 DURING THE DAY
3.0 END OF THE DAY
4.0 END OF THE MONTH
5.0 END OF THE
FINANCIAL / TAX / FISCAL YEAR
Your individual requirements may dictate
some variation. But whatever
you do, Please systematize and document
your procedures.
1.0 START OF THE DAY
1.1 Power
up the computer, and confirm that the CPU Date and Time are
correct.
1.2 Turn the
Printer(s) and Modem on, and make sure that forms or paper are aligned.
1.3 With a
LAN (Local Area Network), follow the Start Up procedures recommended
by your Hardware Vendor. Failure to do so may result in Network problems,
and Workstations not being connected to the Server.
1.4 Before
accessing The Dental System, click on the following Icons
Run CDAnet
Load Laser Forms
Your
Hardware Vendor may have configured your system so that one or both of these
programs are loaded automatically when you boot the computer.
2.0 DURING THE DAY
2.1 If
you are working with more than one Doctor, ensure that you are signed on to the
correct one before proceeding with any work.
2.2 Do
routine maintenance to the Master Files by making any necessary additions,
changes or deletions.
2.3 Enter
Completed Treatments after patients have been treated.
2.4 If
any errors are detected, (such as processing entries for the wrong patient,
charging incorrect fees, etc.), make sure that reversing entries are processed.
Also make sure that the credit invoice that is produced as a result of a
reversing entry is then applied to the original incorrect charge. (Payments and
Adjustments - Recall Credit).
It is good accounting practice to reverse
the complete original entry which had an error. Then redo it correctly. Do not
attempt partial, net corrections.
2.5 Print
claim forms.
2.6 Enter
all payments (cheques, cash and credit cards) received today, and apply them to
the corresponding charges if you can.
2.7 Enter
all miscellaneous adjustments (Refunds, NSF Cheques, etc.).
2.8 If
you have the necessary information, recall any unapplied payments or credits,
and post them to specific charges.
2.9 Do
any necessary reallocating regarding charges owing from Patient to Insurance,
or vice-versa.
2.10 If
required, reprint any Claim Forms. If the Claim is current, ie. you have not
yet Stored the Daily Journal, you can reprint it from the Daily Journal Inquire
screen. If stored, go to the Ledger or Ledger History and print from there.
3.0 END-OF
THE-DAY
3.1 At
any time you can select Daily Journal. Your menu selections will be:
Inquire - Displays all the transactions processed that day, eg. Invoices,
Payments, Adjustments, etc.
Buttons are available which allow you to review:
Totals -
MTD and YTD:
-
Production by Producer
- Insurance
Production
- Patient
Production
- Patient
Payments
MTD/YTD - Transactions affecting the change in Accounts
Receivable.
Pay Sum. - A summary of the current day - Payments, by Producer.
A/R Summary
Daily
Summary
Producers - Summary
of Today・s Production, by Producer.
Print Claim - Prints a Claim Form for a displayed, highlighted
Invoice.
Print Today - Prints your
Daily Journal, selecting Print Order, the Producers to include, and which
Reports to include.
Bank Deposit - Prints a Bank Deposit Form including the specified
transactions.
Print History - Prints the
Daily Journal for a previous, Stored Date. The report is regenerated, and can
be created using a number of options. Note the choice of Process Date or Entry
Date.
EDI
Submissions
Store
Journal - Storing the Daily Journal clears
your Daily Transaction File. This should only be done after you have completed
entering all daily transactions, checked them, printed the Daily Journal and
Bank Deposit, and tried to submit all your outstanding EDI Claims.
IMPORTANT NOTE - The System
should allow you to Store the Daily Journal if you are only logged into The
Dental System once. Log off from The Dental System on all other Workstations as
well.
3.2 Day
End Review - Dialog recommends that your office:
- Follow
Generally Accepted Accounting Principles (GAAP). Review your office
procedures with your Accountants, and see that your systems include basic
principles like:
- Depositing
Patient Payments intact, with the amount of the actual Bank Deposit
balancing to the final Daily Journal Payments. Your office may perform Day End at a time other than when
the office closes, eg. at 3.30P.M. This will allow you to balance properly, and
prepare the Bank Deposit. Transactions after the daily cutoff would become part
of the next day・s business.
- Internal
Control, with a brief review of the Daily Journal Transactions and
Summary by someone other than the person responsible for the data input.
This could be a periodic (Daily or Weekly) review by the Dentist. Call Dialog
for guidance as to what to look at.
- Accounts
Receivable Reconciliation - See the following equation:
ACCOUNTS RECEIVABLE RECONCILIATION
Beginning Accounts Receivable $
(From the final Daily Journal Yesterday)
Add: Debit
Transactions
(Which Increase Accounts Receivable)
Gross
Production
Interest
Debit
Memos
N.S.F.
Refunds
---------------------
Sub Total
---------------------
Less: Credit
Transactions
(Which Decrease Accounts Receivable)
(Payments)
(Credit Invoices)
(Credit Memos)
(Write-offs)
---------------------
Ending Accounts Receivable
============
The Ending
Accounts Receivable should balance to the amount on the final Daily Journal
from today.
The
Accounts Receivable on the Daily Journal should also balance to your Accounts
Receivable (Periodic) Reports. Check this by printing a (One-Page) Numeric,
Grand Totals Only, Accounts Receivable Report.
3.3 At
this point the Day End is complete. Exit the Dental System and all other
programs - all Logins on all Workstations, and Perform the Daily or
Monthly Backup.
3.4 This
writeup does not cover Backup Procedures. Consult with Dialog and/or your
Hardware Vendor to confirm that your Backup routine provides you with the
assurance and security required in case your Computer fails, or is stolen.
3.5 Shut
down the Computer(s), Printer(s) and other peripheral equipment. Follow the
procedures recommended by your Hardware Vendor. Do not simply power off the
CPU・s. Perform the Start - Shut Down routine. Your Hardware Vendor may
recommend that the system be left running. Consult with them.
4.0 END OF THE MONTH
4.1
Before proceeding with the Month End
Routine, complete the Day End Routine in 3.0 above.
4.2 Do a
Monthly Backup. It is preferable to do this prior to completing the rest of
the Month End steps so that if problems occur, you can restore the system back
to the way it was before you processed the Month End.
4.3 Select
Periodic - and Print Account Receivable.
- Generate
Interest, if applicable
- Generate
Contracts, if applicable
- Select
Store History - This routine stores paid (reconciled)
transactions. Running this before Printing Accounts Receivable will generate a
more meaningful report, ie. only list details of items that still need to be
dealt with.
-
Print a Detailed Accounts
Receivable Report - This should be
reviewed and kept on file for your Accountant.
4.4 Select
Periodic - and Production Analysis
4.5 Print
the Production Analysis Report - This should be reviewed and kept on file for your Accountant.
Zero the
Month end. This resets the counters so that
the new Month・s Daily Journal Statistics will be cleared.
At the Doctors Financial Year End - Zero the Year End. This resets the
counters so that the new year・s Daily Journal Statistics will be cleared.
Performing the Zero Month End also clears Account
and/or Patient Limits where the applicable Insurance Company has been set with
the Plan Year that coincides with the Month Number being Zeroed. (See File
- Insurance Master - Inquire - Employer).
4.6 Dialog
recommends that you maintain a neat, complete File for the Month. This
should include all the (final) Daily Journals, the Production Analysis, and the
Detailed Accounts Receivable Report. If someone needs to use, review or borrow
one of the reports, provide them with a photocopy!
4.7 Select
Periodic - and Print Statements. Remember to Print
appropriate Messages, and Set the correct Last Statement Date. This date
controls from which date Details are shown. Transactions prior to the Last
Statement Date are lumped together
as a Balance Forward. After printing statements, update the Last Statement Date
so that next month・s statements provide the appropriate details.
5.0 END OF THE YEAR (The Doctor・s Fiscal Year End)
5.1 Before
proceeding with the Year End Routine, complete the Day End routine
described in 3.0 above, and the Month End routine described in 4.0 above.
5.2 Year
End is exactly the same as Month End, but See 4.5 above - Zero the Year
End.
5.3 You may
wish to perform an additional Monthly Backup on a separate Data Cartridge,
label it properly, and archive it, ie. remove the Tape from future use. Perhaps
the Dentist could keep it safely in a Safety Deposit Box.
5.4.1
Caution - If you forget to Zero the Year End, the YTD (Year to Date) Statistics
will simply keep accumulating - ie. Month 12, Month 13, Month 14.... etc. The
Zero Year End cannot be back dated, so you will have a statistical problem if
you forget, or do not know, the Year End Procedures.
KNOW YOUR SYSTEM
Call
Dialog for Training.
Review
your Manual (Users can Access this via the Hot Keys, ie. Shift / F1).
Ask
for other Dialog Writeups on Topics such as CDAnet and Backup.
QUESTIONS AND ANSWERS
