Copyright: © 2000, 2001 Cogniscaena, Inc.


Introduction

This software was developed by Cogniscaena, Inc. using Microsoft Access version 9.0.  Its primary features and benefits are listed below:

•	Manages Case Information

•	Assists in File Documentation

•	Interfaces with Third-Party Clinical data

•	Captures Time and Billing

•	Produces Management Reports


License Information

COPYRIGHT.  The SOFTWARE is owned by Cogniscaena, Inc. and is protected by United States copyright laws and international treaty provisions.  Therefore, you must treat the SOFTWARE like any other copyrighted material.

RESTRICTIONS.  You may not rent or lease the SOFTWARE, but you may transfer the SOFTWARE and accompanying materials on a permanent basis provided you retain no copies and the recipient agrees to the terms of this agreement.  The use of this software is subject to the terms and conditions of the Data Retriever-CM Software License Agreement.  Use of the software constitutes acceptance of the terms and conditions thereof by the user.  A copy of the Data Retriever - CM Software License Agreement is contained in the back of this manual.

Cogniscaena, Inc. agrees to the Terms and Conditions set forth by Microsoft Corporation in presenting this Practice Management Software along with the Microsoft Access redistributable runtime files.

Cogniscaena, Inc. retains the right to adapt and modify portions of this application.

Access is a registered trademark of Microsoft Corporation.

Windows is a registered trademark of Microsoft Corporation.

MDA/Medical Disability Advisor is a trademark of the Reed Group Ltd.

ODG/Official Disability Guidelines is a trademark of the Work Loss Data Institute.


Requirements

Microsoft Windows 95, 98, 2000, NT 3.5 or higher, or Me.

32 Megabytes of RAM (64 Megabytes or more recommended)

XGA Monitor resolution (1024 x 768 pixel display)

Pentium 120 or higher processor

200 Megabytes of hard disk space


Manual Conventions

In order to assist you in finding an object, this manual uses the following symbols to help you find the named object on the screen.

Where to find an object

•	This item is found on the main menu switchboard that appears when you first open Data Retriever.

•	This item is found on the menu bar at the top of the Data Retriever window.

•	This item indicates which window the object is found.

•	This item shows you which tab the object is found on.

Example:  You can view a list of activities for a case by clicking on "Case Management" in the Main Menu and then clicking on the "Activities" tab.

• Case Management ·  Activities

What type of item to look for

•	Look for a drop down or combo box.

•	Look for a checkbox.

•	Look for a radio button option.

•	Look for a command button.

Hints

•	Alert used to give you additional information on how the topic relates to other parts of the system.

Flow Diagrams

•	Illustrates the flow from one action/data item to another

•	Cross References Data


Basic Windows Skills

You should be familiar with the following basic Microsoft Window's Terminology and Operations.  For more detail, consult your Microsoft Windows' user manuals.

Terminology

Types of Windows objects on the screen:

•	Desktop - The background space on your main start-up screen.  You can quickly display your desktop by clicking on the 'Show Desktop' icon on your Taskbar.

•	Window - A framed area on the screen that holds related information.

•	Dialog box - A special type of window that "pops" up in front of all other windows and requests information.

•	Folder window - Displays all program files grouped into the specified folder.  When viewing a folder, you may choose several options for displaying the contents.  To display the contents alphabetically with file dates and sizes shown, you can choose View | Details from the menu bar at the top of the folder window.  To view file extensions (the part of a filename that comes after the '.' and indicates what type of file it is--e.g. '.exe', '.doc', '.mdb'):

1.  Select View | Folder Options from the folder window's menu bar.

2.  Click on the View tab.

3.  Uncheck the box titled 'Hide file type extensions for known file types'.

•	Icon - A picture representation of a program file or folder.

•	Shortcut - A special icon that is only a "link" to a program file.  Shortcuts are displayed with an arrow in the lower left corner of the icon.  Deleting a shortcut does not delete the program file from your computer.

•	Taskbar - The bar normally located at the bottom of your screen that shows all the windows that you have open on your screen.  You may automatically have the taskbar "hide" by right-clicking on the taskbar, then selecting 'Properties' and the 'Auto Hide' check box (this will give you more screen space).

•	Start button - the button entitled "Start", normally located at the bottom left corner of your screen.

Parts of a Window

Control box - The box or icon in the upper left corner.  When clicked on, it will display a menu of options.

Title bar - The top of the window that contains the name of the folder or program.

Minimize button - A box in the upper right corner containing a bar.  Clicking on this makes the window "shrink" down to your taskbar.

Maximize button - A box in the upper right corner containing a picture of a window.  Clicking on this makes the window fill your screen.

Close button - A box in the upper right corner containing an 'x'.  Clicking on this closes the window.

Normalize button - A box in the upper right corner containing a picture of two overlapping windows.  Clicking on this will restore the window to the size that it was prior to maximizing it.

Menu bar - A list of options at the top of the window running horizontally below the title bar.

Scroll/Slider bars - Horizontal and vertical regions at the edges of a window containing arrows at each end and a "thumb" in between.  You can drag the thumb or click on the arrows to scroll the contents of the screen.

Types of Standard Input items

Check box - Generally a square box that is "checked" or empty.  A check box's value is NOT dependent on other check boxes.

Radio button - Generally a circle that has a solid circle indicating that it is selected or is empty.  A radio button's value IS dependent on other radio buttons assigned to the same set (only one item may be selected at a time).

Push/Command button - An area that, when "Clicked", performs an action.  If a letter is underlined, you may hold the Alt-key on your keyboard while pressing the underlined letter to "click" this button any time the window is active.  When this button has the "focus", an outline will appear around the button and you may press the Enter key on your keyboard to "click" it.

Edit field - A rectangular area for typing text.

Combo boxes and Drop down lists - These are edit fields with down-arrows to the right that when "clicked" on, display a list of options.  Drop down lists require that you select from the available options.  If you have entered a value that is not contained in such a list, a dialog box will inform you that you must pick choose from the list.  You may then edit your entry, or press the ESC key on your keyboard to remove your entry completely.  Combo boxes will allow you to type entries not in the list.  You may press the F4 key to drop down a list when it has "focus".

List box - a region that displays multiple options that can be selected.

Operations

Click - The process of pressing down a mouse button.  Normally you will click using the left mouse button.  Clicking the right mouse button will generally display a pop up list of options associated with the current window.

Double-click - Two clicks in rapid selection that often will select your option and perform some other action immediately after.

Resizing windows - The process of moving your mouse cursor over the edge of a window until you are presented with a cursor with sizing arrows.  When the sizing arrows appear, clicking and dragging the mouse will make the window grow or shrink.

Moving windows - The process of moving your mouse over a window's title bar, then clicking and dragging the window to its new location.

Copy - This option will copy the selected text to your computer's memory clipboard.  This option is normally found as an option on the menu bar under 'Edit'.  You may also use the keyboard combination Ctrl-C to copy the selected text.

Paste - This option will copy the contents of your computer's memory clipboard to the cursor's position.  This option is normally found as an option on the menu bar under 'Edit'.  You may also use the keyboard combination Ctrl-V to paste the selected text.

Cut - This option will remove the selected text and copy it to your computer's memory clipboard.  This option is usually found as an option on the menu bar under 'Edit'.  You may also use the keyboard combination Ctrl-X to cut the selected text.


Basic Installation Instructions

To install Data Retriever, follow the steps outlined below:

1.	Close all other programs that are running.

2.	Insert the CD into your CD-ROM drive.

3.	Navigate to your CD-ROM drive by double-clicking on the "My Computer" icon located on your Windows Desktop.

4.	Double-click on the icon that represents your CD-ROM drive.

5.	You should see a folder titled 'DRCM'.  Double-click on this folder to open it.

6.	Double-click on the icon that reads 'Setup' and looks like a computer with a box of disks in front.

The installation process is completed in three stages.  First, it upgrades system files.  If the files are already up-to-date, you will not be required to restart your system.  Otherwise, if some of your system files have been upgraded, the setup program will notify you that you must restart your computer.  After restarting your computer, navigate to the 'Setup' program (as outlined above) and re-run it by double-clicking on the icon.

The second step is for the setup program to install the supporting Microsoft Access runtime files.  In the final step, the setup program will install Cogniscaena's Data Retriever for Case Management.  DO NOT CHANGE THE DEFAULT DIRECTORY from 'c:\Program Files\Cogniscaena\Data Retriever\CM'.

After the installation process is finished you will have the following:

Short-cuts in your Start | Programs for Data Retriever.

Name of shortcut	Purpose

Data Retriever - CM	Launches the program

Perform maintenance on Program	Repairs and compacts the DRCM2000.mde file.

Perform maintenance on Data	Repairs and compacts the Data.mdb file.

Perform maintenance on System	Repairs and compacts the System.mdb file.

Perform maintenance on Session	Repairs and compacts the Session.mdb file.

Files installed in your 'c:\Program Files\Cogniscaena\Data Retriever\CM' folder

Name of file	Purpose

DRCM2000.mde	The main program file.

Data.mdb	Your main data file.

System.mdb	A data file that contains data look-up information.

Session.mdb	A data file that contains data specific to this workstation.

If you do not already have Microsoft Access 2000 installed on your computer, a runtime folder will have been installed in the default folder 'c:\Program Files\Microsoft Office\ART\Office'.


Overview of Installing Data Retriever on a Network

Data Retriever is divided into program components and data components.  The program components should be installed on each of your workstations and the data files should be copied to the server.  This process is known as "file sharing".

In this section, you will learn to install Data Retriever on your workstations, copy the Data.mdb and System.mdb files to your server, re-connect your workstations to your server's data path, and modify the maintenance shortcuts.

You should make sure that your network has been set up properly in order to avoid data corruptions.  Because Data Retriever is data intensive, your workstations will be accessing the server constantly, unlike other programs that only open files on the server when reading or writing to the data file.  If the connection between your workstation and server is not stable, it's possible for your workstation to begin writing to the server, but not be able to finish.  This could lead to a corruption that may require you to run maintenance on your data files.


Preparing your server

Create a shared folder on the server

You must first identify the computer that you wish to use as your Server.  We recommend that you create a folder named 'DR-Data' on the Server.  Next, make sure that the drive on the server is shared.  To do so:

1.	Go to your Windows' Desktop.

2.	Double-click on your My Computer icon.

3.	Right mouse click on the drive that contains the DR-Data folder and select "Sharing".

4.	Click on the 'Shared As' radio button to select it, and make sure that the Access Type is set to "Full".

Copy data files to the shared folder

There are two files that contain data that must be copied from a workstation's local drive to the server's shared folder.  The two files are installed in the default folder 'c:\Program Files\Cogniscaena\Data Retriever\CM' and are named 'Data.mdb' and 'System.mdb'.  To copy the files perform the following steps:

1.	Navigate to the folder 'c:\Program Files\Cogniscaena\Data Retriever\CM'.

2.	Left mouse click on the Data file to select it.

3.	Press and hold down the Ctrl key on your keyboard and then left mouse click on the System file to select it in addition to the Data file.  Both files should be highlighted.

4.	Select · Copy from the Edit option on the menu bar.

5.	Navigate to the Server's folder where you would like to store the data.

6.	Select · Paste from the Edit option on the menu bar.


Preparing your workstations

Mapping a network drive to your Server

You must map a drive on each workstation to the server.  Mapping a network drive is like creating a shortcut to a hard disk on another computer.  Instead of having to reference the "D drive on John's computer" you may simply reference the "F" drive.

To map a network drive, goto the workstation and do the following:

1.	Go to your Windows' Desktop.

2.	Double click on the 'Network Neighborhood' (Windows 95/98/NT) or 'My Network Places' (Windows ME) icon.

3.	A list of computers connected to your network will appear.  Double-click the server.

4.	Click on the shared drive that contains the data folder created when preparing your server.

5.	Right mouse click the shared drive and select "Map Network Drive...".

6.	Select the letter that you would like to represent the network drive.  We recommend that you select a letter that can be used consistently on all workstations.  Therefore, when selecting the letter of the drive, you should consider the drive letters in use by all your workstations (some computers may have CD-ROMs, tape back-up drives, and/or DVD drives).  Many networks use the letter "F" to designate their fileserver.

7.	Make sure that the check for · 'Reconnect at login' is checked.

8.	Click on the · Ok button.

Install Data Retriever on each workstation

Each workstation will need to have the program components installed locally as described in the Basic Installation Instructions.

Re-Connect Data Retriever to use the data file on the Server

Launch Data Retriever by going to your Start button and selecting Programs | Data Retriever | Data Retriever-CM.  When the login screen appears, change the · Data Path to the path on your server (e.g. 'f:\DR-Data\'), then click on the · Re-connect button.  This process can take a few minutes.  DO NOT enter a username and password prior to reconnecting!


Edit the shortcuts for Performing Maintenance

When you installed Data Retriever, several shortcuts were created in your Start | Programs | Data Retriever folder.  These shortcuts are for starting Data Retriever and performing maintenance on the data files.  If you are accessing data on a network, the shortcuts for performing maintenance on the Data File and System File must be modified to compact and repair the data on the server instead of the files on your local workstation.  To modify these shortcuts, perform the following steps:

1) 	Right-click on the start button and select the 'Explore' option.

2)	Double-click on the folder for 'Programs'.

3)	Double-click on the folder for 'Data Retriever'.

4)	Select a shortcut to modify (Perform Maintenance on Data or System).

5)	Right click on the shortcut and select 'Properties'.

6)	Edit the 'Target' (located on the · Shortcut tab) so that it reads '"c:\Program Files\Microsoft Office\ART\Office\MSAccess.exe" "f:\DR-Data\Data.mdb" /compact' (include the quotes but do not include the apostrophes, and substitute your server's path for the 'f:\DR-Data').

7)	Click on the · Apply button to accept the changes and then close the dialog box.

8)	Double-click the shortcut to test it.

If the shortcut can not find the data file, make sure that you specified the correct folder on the server and that the server is available.  If the shortcut can not find MSAccess.exe, use Start | Find Files to locate MSAccess.exe on your computer and substitute the folder found for the path indicated in step 6 above.


Considerations when Installing Multiple Locations

If you are going to be setting up Data Retriever for use in multiple locations, including the use of remote users that work from their homes, you should first setup your main location and prepare your database with your company's default information.  See Setting up and Maintaining Your Database.

When preparing your database, you should include locations for each site.  Home users that work offline from your main location should also be Added as New Locations.  After completing the setup of your database, you may then copy the Data.mdb and System.mdb file for use in each of your other locations.  Copy these files to each site and make sure that the workstations at each site are re-connected to them (the default folder is 'c:\Program Files\Cogniscaena\Data Retriever\CM'.

By setting up one dataset first, you can ensure that all your users have the same settings, codes, billing rates, and templates.  Otherwise, you would need to set up each site separately, which would be more time consuming and potentially will lead to inconsistent data.


Getting Started

Cogniscaena's Data Retriever for Case Management is built upon a relational database format that "pulls in" information from different parts of the system to make you more efficient.  Because of this nature, it is important for you to understand some of the relationships and processes built into the data.  To help you become more familiar with Data Retriever, this section is intended to supply you with a step-by-step overview of the Data Retriever process.

1.	When you first log in to Data Retriever you will need to use the user name 'Supervisor' and password 'Firsttime'.

2.	Set up your database so that the options that you want will be available when you need them.  These settings may be found in the · Maintenance window or may be available from the menu bar option · Lists.  Although you may use the default data that shipped with Data Retriever, you should still review the settings to understand where data comes from.

3.	Enter your lists of Contacts using the menu bar options · Lists | Add A New Person and · Lists | Add A New Company.   Although you may enter clients, attorneys, physicians, and employers at the time that you enter your case files, we have found that it is more efficient for you to enter your contacts first, then choose them as you're setting up case files.

4.	Enter your case files using · Case Management · New.  This will open a blank Referral Form for you to enter your case file.  When you enter the referral you will need to choose the employer, claims examiner, attorneys, and physician by clicking on the [image] search buttons to locate the person or company that you entered in step 3 above.  You may not enter the people and company data for the contacts directly into the referral form.  Data Retriever uses the search window to screen entries so that you will re-use data already entered into the system.  By searching entries already in the system, you will be more efficient and not have duplicate entries.

5.	After you've entered a case, there are many things that could happen.  You may need to write a letter or status report, or make a phone call.  You can use the Case Management window to edit and add · Contacts, · Forms, · Letters, and more.

To record a billable activity, right click on the Case Management window and select the Add Activity option from the pop-up menu.  If you prefer, you may open the · Daily Entry Log from the main menu to edit and add activities to your daily billing sheet.

6.	Once you've billed an activity that "Triggers Invoice" (typically codes that are for reports), the case file may be billed using · Accounting · Invoicing · New.  Just select the case and all of your unbilled activities will appear on the invoice on screen.  Any edits to line items in invoicing will automatically update your activities on your daily billing sheet and in Case Management.  When you're satisfied with the invoice, you may print the invoice by clicking on the · Print button.

7.	To manage your operation, you may use several reports from the · Report menu.  You may wish to review the files you are working using the Case Load report, check your productivity using the Case Work report, summarize your income using the Income report, or manage your past due bills using the Aging report.

8.	As payments are received, you may record them to your receivables using · Accounting · Recievables.  Each payment you receive is recorded to a batch that can be reconciled with your bank deposits.


Logging in

• Login

To start Data Retriever, goto your Start button and select Programs | Data Retriever | Data Retriever - CM.  You will see the Login dialog shown below:

To access data in Data Retriever each user must have a User Name and Password that can be verified in the data file.  Therefore, if you wish to access a data file that is located anywhere but the data directory shown (the default is the 'c:\Program Files\Cogniscaena\Data Retriever\CM' folder), you must change the directory and Re-Connect first.  Refer to the following chapter on Re-Connecting to a Data File.

The default data file is shipped with an administrative user with the user name 'Supervisor' and password 'Firsttime'.  You may use this name and password to login until you change the settings in the Employee Maintenance screen.


Re-Connecting to a Data File

• Login · Data Path · Re-Connect

To provide you with the flexibility of locating your data anywhere on your network, Data Retriever allows you to specify the name and location of the data file that you wish to use.  Some users may utilize multiple data files if they work remotely on their local hard disk when away from the office, and work on the network disk while at the office.  To specify the data file you wish to use:

1.	Launch Data Retriever by going to your Start button and selecting Programs | Data Retriever | Data Retriever-CM.

2.	When the login screen appears, change the · Data Dir to the path on your server (e.g. 'f:\DR-Data\') and specify the name of the data file (e.g. 'Data.mdb') that you wish to connect to.

3.	Finally, click on the · Re-connect button.  This process can take a few minutes.  DO NOT enter a username and password prior to clicking the · Re-connect button.

When a person works on their local hard disk, the data path is considered to be the "Local path" because the data is located on the same computer as the program.  When a person works on a network disk, the data path is considered to be the "Remote path".  Both of these paths may be designated using the session variables 'LocalPath' and 'RemotePath' respectively.

As Data Retriever loads, it searches your network connections to determine whether or not the remote path is available.  If Data Retriever can locate the remote path, and you are not connected to it, Data Retriever will ask you if you wish to re-connect to the remote path.  Otherwise, if you are connected to the remote path already, Data Retriever will continue to load the login screen.  If you are connected to the remote path, but it isn't currently available, Data Retriever will ask if you wish to re-connect to your local path.  These prompts are designed to help remind you to re-connect as you attach to and detach from your network.


Overview of Setting up your Database

• Maintenance / · Lists

Before entering any of your cases, you should set up information about your company, its employees, the services it provides, the rates that it charges and any templates and list data.  Even if you decide to work with the default data that shipped with Data Retriever, you should take a few moments to review this default data to get a better understanding of what data is in your system and where to find and edit it.

The default data file has an office location set up as the "main" company location with an employee named System Administrator.  You should begin by changing the data for these to reflect your actual headquarters location and computer systems administrator information.

The following overview may be used as a check list and reference guide for getting started:

Basic Settings

•	Locations are your offices and mailing addresses.  You must have your locations set up so that you may assign employees and cases them. ( · Maintenance · Locations)

•	Employees must have user names, passwords, and access rights assigned in order for them to be able to access the system. ( · Maintenance · Employees)

•	Basic system variables establish how your case and invoice numbers will be formatted, how the header on your invoices and management reports will appear, and other general settings. ( · Maintenance · System)

Time and Billing Services

•	There are 11 Services that are listed on the printed referral sheet that you may modify.  You should modify these settings to reflect the different services/programs that your company provides to its clients. ( · Maintenance · Services)

•	You have the option of charging different rates to different clients or types of clients by modifying Rate Tables and Categories.  Cases are assigned a Rate Table that is used to cross reference rates for different types of activity.  When activities are billed, the rate category is looked up in the rate table to default a rate to charge. ( · Maintenance · Rate Tables)

•	Service codes are used for recording and billing activities that you perform on behalf of clients.  These codes may be grouped by types for setting fee schedule limitations. ( · Lists | Service Codes)

•	Fee schedules are used to limit the maximum billing amounts on a case.  Each case is set up with a fee schedule at the time it is entered.  Fee schedules may impose limits based on one-time activities, cumulative charges for a particular activity code, cumulative charges for groups of activity codes, or cumulative case totals. ( · Lists | Fee Schedules)

Case Management Planning and Documentation

•	A list of Case Types is available for you to define the different kinds of cases that you handle.  ( · Lists | Case Types)

•	You may set up referral situations that will be available when you take the referral on a patient.  A situation allows you to define additional information that should be collected at the time of intake depending on the patient's condition/history. ( · Lists | Referral Situations)

•	"Clinical Path" plans can be set up to give you timelines and activities that should be performed on a case based on the ICD9 or DRG.  ( · Lists | Case Management Plans)

•	Status Report Templates may be used to expedite writing your case management status reports. ( · Case Management · Forms)

•	Standard Letters can be created that allow you to "mail merge" data from the case file into documents.  ( · Maintenance · Utilities · Standard Letters)

•	You may create your own list of "Savings Reasons" that will be used to classify savings to the payer.  ( · Lists | Savings Reasons)

•	Important Dates to Track are easily accessible by right-clicking anywhere on the · Case Management window.  These dates also keep a transaction log of when the dates are modified.  You may edit the default list of dates to track for each case. ( · Lists | Important Dates to Track)

•	Other Information Elements are available for you to capture case data not stored anywhere else within Data Retriever. ( · Lists | Info Elements)

•	Cases may have "Other Info Elements" automatically created based on the type of case they are assigned as. ( · Lists | Other Info Defaults for Case Types)

Other Items to Set up

•	There are other lists that you may modify.  These lists can be modified under the menu bar option · Lists.

•	Some clients find it easier to enter their list of payers, physicians, and attorneys first, instead of setting them up while entering cases.  You may do this using the · Lists | Add A New Person/Add A New Company options.

After you have completed setting up your database for the first time, you may wish to make a back-up copy of your Data.mdb and System.mdb files.  By doing so, you will have a "clean" set of data that doesn't contain any case work.  The "clean" set of data is useful if you wish to experiment with Data Retriever before going "on-line".  Ultimately, this allows you to enter sample cases and data to familiarize yourself with the entire Data Retriever process before entering "live" data.

You may use these same set-up procedures and screens to make modifications to your settings in the future.


Overview of Basic Settings

The basic settings allow you to set up your company's locations, employees, and formats used for case numbers, invoices, and document layouts.

•	Locations are your offices and mailing addresses.  You must have your locations set up so that you may assign employees and cases them ( · Maintenance · Locations).

•	Employees must have user names, passwords, and access rights assigned in order for users to be able to access the system ( · Maintenance · Employees).

•	Basic system variables establish how your case and invoice numbers will be formatted, how the header on your invoices and management reports will appear, and other general settings ( · Maintenance · System).


Setting up Office Locations (Overview)

• Maintenance · Locations

You should set up a location for each physical or mailing address affiliated with your company (Office locations, PO Boxes, Payment Receivables Centers...).  You should also set up locations for any home/office locations that will transfer data back and forth with your main office so that Data Retriever will be able to track the dates when data was last imported to or exported from a particular location.

Each location must have a Location ID that consists of up to four characters.  We suggest that you use an abbreviation that identifies a location such as "SF" for San Francisco, "MN" for Minnesota, or "JWS" for Jane W. Smith.  When you create new locations, you will be prompted for an ID.

The locations screen captures basic name, address, and phone number information about a location.  It also includes information about the location's Next Case # and Next Invoice # to assign.  These values are only used if the · Maintenance · System settings for assigning case numbers and invoice numbers are set to · Depends on Location.  Otherwise, case and invoice numbers are based on the system variables found in · Maintenance · System.  Refer to Primary System Variables.

A · Remit To option allows you to select which  location you wish to receive payments for invoices produced by the location on screen.  When invoices are generated for this location, the Remit To's address will be printed at the bottom for the payer's reference.  You may enter notes that will appear on your invoices next to the remit to information.  To do so, edit the 'Notes to appear on Remit To' box. Some clients use this to include a message or standard set of terms on their invoices.

The Billing Information located at the bottom of the window allows you to set up default rates for the different types of cases assigned to this location.  If you do not specify default rates, the rates will default to the "Standard" rate table.

•	New cases must be assigned a location.  Documents produced for cases may contain the locations' names and addresses (e.g. Status Reports have the location name and address printed across the top).

•	When you set up employees, you will be able to restrict their access to cases based on the locations that cases are assigned to.  An employee may Read, Read-Write, or have no access to a particular location's cases.

•	Company settings may also be used for generating groups and totals when running management reports.

•	If you plan to manually assign case numbers, the person that creates new cases must have read-write privileges for more than one location.  If you only have one location, you will need to "dummy up" a location and grant your entry person read-write privileges to it in addition to your "good" location .  The ability to manually assign case numbers is performed at the time that the user selects the location that the case is assigned to.  If you only have rights to one office location, Data Retriever assigns that location to the case--thus bypassing the screen that would permit manually assigning the case number.


Editing the Default location

• Maintenance · Locations · Location

To edit the default location, open the · Maintenance · Locations screen.  At the top, you will see a drop down list for the locations installed in your system.  Select "HQ" from the · Location drop down box and the default data should appear for you to change.  You may change any of the information for this location including the Location ID.


Adding New Locations

• Maintenance · Locations · New Location

To add a new location, open the · Maintenance · Locations screen.  Click on the · New button located at the top of the screen and a dialog box will appear, asking you for a 1-4 character ID for the new location.

•	A location ID may be used in the format of your case and/or invoice numbers, and therefore should be chosen carefully.  We suggest that you use an abbreviation that identifies a location such as "SF" for San Francisco, "MN" for Minnesota, or "JWS" for Jane W. Smith.


Setting up Employees (Overview)

• Maintenance · Employees

Employees should be created for each case manager and administrator in your organization.  Employee settings help secure the database by requiring anyone that logs into Data Retriever to have a valid user name and password.  Employee settings also restrict users' abilities to access data and perform functions.

Each employee is assigned an unique Employee ID number when created.  This number is based on the highest employee number already assigned plus one.  You can override an assigned number manually by editing the number in the · Employee ID drop down box prior to making any edits.

You may select the · Salutation and · Gender of the employee using their respective drop down lists.  Enter the name of the employee First Name, Middle Initial then Last Name.  The position of an employee may be selected from the · Title drop down box.  You may add entries to the list of titles by using the menu option · Lists | Types of People.

Phone numbers, Social Security Number, and Dates with Firm are for your reference only.  The phone number line provides you with an extra optional field for an extension up to five characters long.

In addition to tracking employee demographic information, you will notice fields for the employee's 'Signed Name' and 'Signed Title'.  These fields are used when the employee's name and/or title appear on documentation.

The Reimbursement Rates section lists several report categories that you can assign percentages for the purpose of calculating pay based on production.  These rates are used to calculate the Calculated Payment Report, which is generated by · Reports · Hours · Calc Payment.

When you create employees, make sure that each employee that will log into Data Retriever has a unique user name.  If you enter a user name that has already been used, you will be warned that it is already in use.


Privileges

• Maintenance · Employees

In the lower left corner of the Employee Maintenance window, you will see the privileges that an employee has to view and edit case data.  Privileges are assigned based on office location.  You may designate whether or not an employee can view and edit cases based on who the case, or which location the case, is assigned to.

To enter a new privilege, go to the blank line with the asterisk to the left and select the office location that you wish to assign privileges for.  You may remove an employee's office location's privileges by clicking the gray box to the left of the line that you wish to remove, then pressing the delete key on your keyboard.

There are three fields in this section:

Location	- indicates which location these privileges are for.

Own	- indicates the level of privileges the user has for cases assigned to his/her self.

Office	- indicates the level of privileges the user has for cases assigned the location specified.

You may set the privileges to one of the three settings below:

Read-Write	- access to cases allows the user to see and edit case data.

Read Only 	- allows the user to see the data but does not permit the user to make changes.

None	- does not permit the user to even see the data.

• If a user can not see particular cases in their case management or daily entry screens, check to make sure that they have privileges to Read or Read-Write to the cases that are not displayed on the lists.

• When a user that has Read-Write access to only one location attempts to create a new case, the case number will automatically be assigned to that location and assigned the next Case ID number.  If you wish to manually assign case numbers, such as when you are setting up cases that have been assigned numbers already, you should create and grant access to more than one location.


Access Rights

• Maintenance · Employees

In the lower right corner of the Employee Maintenance window you will see check boxes that allow the user to perform various  tasks.  These include:

Access	Effect

Set-up New Cases	Allows user to create new cases

Edit Case Info	Allows user to edit information on cases for which they have Read-Write privileges.

Complete Form Rpts	Allows user to generate forms in · Case Management · Forms.

Enter Daily Billing	Allows user to enter and edit daily billing information.

Enter Invoice Info	Allows user to generate and edit invoices.

Process A/R	Allows user access to accounts receivables functions.

Process A/P	Allows user access to accounts payables functions.

General Maintenance	Allows user to modify general information such as Companies/People/Zip codes...

User Maintenance	Is the most powerful setting.  Allows user to modify employees, locations, system variables...

Send File Transfer	Allows user to export files to other locations.

Process File Transfer	Allows user to import files received from other locations.


Reporting Capabilities

• Maintenance · Employees

In the lower right corner of the Employee Maintenance window you will see an edit box for Report Security.  An employee may be assigned a security rating of 0-9.  Currently, the settings have the following effects:

Rating	Effect

0	Does not allow the user to access any management reports.

1	Allows the user to generate reports for herself only.

2-9	User may generate any of the management reports.

•	A user must have report security of 2 or greater in order to access the form "Case Review" in · Case Management · Forms.  This form is used to evaluate the case manager's performance on a case and therefore should only be accessible by supervisors.

•	Management reports may be accessed through the main menu option · Reports.


Editing the System Administrator

• Maintenance · Employees · Empl ID

To edit the default System Administrator, open the · Maintenance · Employees screen.  At the top, you will see a drop down list for all employees entered into your system.  Select "System Administrator" from the · Empl ID drop down box and the default data will be displayed for you to change.


Adding New Employees

• Maintenance · Employees · New Employee

Each employee is assigned an unique Employee ID number when you click on the · New Employee button.  This number is based on the highest employee number already assigned plus one.  You may override the default number by editing the number in the · Employee ID drop down box prior to making any edits.

If you have multiple locations installed in your system, you will need to select the location that you wish the employee to be assigned to.  For employees that work out of multiple offices choose any one of the offices.


Searching for an Employee

• Maintenance · Employees

You may search for an employee by clicking on the [image] button with a magnifying glass on it (located in the upper left corner of the Employee Maintenance screen ).  When you click on the search button, a dialog box will appear that allows you to search for an employee by last name, first name, or title.

Enter the criteria that you wish to search for, then select the matching employee from the list at the bottom.  You may enter partial entries for the criteria fields if you wish.  As you tab from criteria to criteria the list of matches will automatically refresh.


Primary System Variables

• Maintenance · System

Primary system variables are located on the · Maintenance · System page.  It is critical that you review the settings on this page so that your system will operate to your satisfaction.


Login Retries

• Maintenance · System

This setting determines the maximum number of login retries that Data Retriever will accept before automatically exiting the user from the login screen.  A default setting of two retries allows a user to try a total of three login names/passwords before being returned to the Windows desktop.


Daily Billing Sheet Edits

• Maintenance · System

Number of days to allow for edits

You may limit the number of days that users may enter data into their daily billing sheets.  By doing so, you will be encouraging your staff to enter their data in a more timely fashion.  You may edit the number of days in the field "Number of days to allow for edits."  If a user has a security status that allows them to maintain user information (See Employee Access Rights), the user will be able to enter and modify data regardless of this restriction.

• Skip Cursor over Actual Time

Check this box if you would like the cursor to skip over the Actual Time field when entering data on the Daily Billing Sheet.  Skipping over the actual time will default the actual time field value to the amount that you enter in the billed time field.


Case Numbering

• Maintenance · System

Next #

The next number to assign for a case number may be incremented and assigned three different ways.

1.	· Is this Number will assign the next case number based on the number listed next to this option.

2.	· Depends on Location will assign the next case number based on the Next Case # listed for the location that the case is assigned to. ( · Maintenance · Location)

3.	· Depends on Client will assign the next case number based on the formatted number.  The Client ID number should be part of the formatting (see Format below).

Format

You may customize your case numbers to include Location Codes, the Month/Day/Year, and/or Client IDs (e.g. "00-LOC1-00001").  Enter the format that you wish, using "Y" for year, "M" for month, "D" for Day, "L" for Location ID, "C" for Client ID, and "#" for the digits in the case number.  Any character other than those listed will appear in the case number as entered.  Examples are listed below:

Format	Resulting Case Number	Comments

YY-LLLL-####	00-LOC1-00001  	Year: 2000, Location: LOC1

YYMM-LLLL-####	0003-LOC1-00001	Year: 2000, Month: 03, Location: LOC1

CCC-#####	159-00001	Client ID: 159

YYCCC-#####	00159-00001	Year: 2000, Client ID: 159

Pad with Zeroes

You may pad a case number with zeroes if the case number has fewer digits than specified.  For example, the format containing YY-#####, would be "00-1" without padding and "00-000001" with padding.


Invoice Number

• Maintenance · System

Next #

The next number to assign for an invoice number may be incremented and assigned two different ways.

1.	· Is this Number will assign the next invoice number based on the number listed next to this option.

2.	· Depends on Location will assign the next invoice number based on the Next Invoice # listed for the location that the invoice is assigned to. ( · Maintenance · Location)

Format

You may customize your invoice numbers to include Location Codes, and/or the Month/Day/Year (e.g. "00-LOC1-00001").  Enter the format that you wish, using "Y" for year, "M" for month, "D" for Day, "L" for Location ID, and "#" for the digits in the invoice number.  Any character other than those listed will appear in the invoice number as entered.  Examples are listed below:

Format	Resulting Number	Comments

YY-####	00-00001  	Year: 2000

YYMM-LLLL-####	0003-LOC1-0000	Year: 2000, Month: 03, Location: LOC1

CCC-#####	159-00001	Client ID: 159

YYCCC-#####	00159-00001	Year: 2000, Client ID: 159

Pad with Zeroes

You may pad an invoice number with zeroes if the invoice number has fewer digits than specified.  For example, the format containing YY-#####, would be "00-1" without padding and "00-000001" with padding.


Other Invoicing Options

• Maintenance · System

Default Number of Copies to Print

This option sets the · Print Invoice option · 'Print xxx Copies'.  This is useful if you would like to produce multiple copies of the invoice.

The · Print Invoice window is accessed through · Accounting · Invoicing · Print


Days Until Reports are Due

• Maintenance · System

Days Until 1st Report is Due

This variable will set the 'Next Report Date' on the Referral Form to the 'Date Received' (on the Referral Form) + the number of days you've specified for this setting.

• This variable will have no effect if you have set up 'First Rpt Days' for the type of case you're entering ( · Lists | Case Types).

• The 'Next Report Date' on the Referral Form is only recalculated if the 'Date Received' field is updated.

Days Until Next Report is Due

This variable will set the 'Next Report Date' to the date of the report date being entered + the number of days you've specified for this setting.  Report dates are entered on Case Management Status Reports and when entering billing.

• This variable will have no effect if you have set up 'Next Rpt Days' for the type of case you're entering ( · Lists | Case Types).

• Billing codes that "Trigger Invoice" are treated as report dates.  To edit whether or not a code "Triggers an Invoice", goto · Lists | Service Codes.


Service Code Format

• Maintenance · System

The service code format allows you to designate a format for your service codes.  You may use the following characters to create a format:

0 	Digit (0 through 9, entry required; plus [+] and minus [-] signs not allowed).

9 	Digit or space (entry not required; plus and minus signs not allowed).

# 	Digit or space (entry not required; blank positions converted to spaces, plus and minus signs allowed).

L 	Letter (A through Z, entry required).

? 	Letter (A through Z, entry optional).

A 	Letter or digit (entry required).

a 	Letter or digit (entry optional).

& 	Any character or a space (entry required).

C 	Any character or a space (entry optional).

. , : ; - / Decimal placeholder and thousands, date, and time separators. (The actual character used depends on the regional settings specified by double-clicking Regional Settings in the Windows Control Panel.)

< 	Causes all characters that follow to be converted to lowercase.

> 	Causes all characters that follow to be converted to uppercase.

! 	Causes the input mask to display from right to left, rather than from left to right. Characters typed into the mask always fill it from left to right. You can include the exclamation point anywhere in the input mask.

\ 	Causes the character that follows to be displayed as a literal character. Used to display any of the characters listed in this table as literal characters (for example, \A is displayed as just A).

Example:	AA\-CCCCC will require you to assign two letters or numbers for the first two characters.  It will automatically enforce a hyphen as the third character, and optionally allow you up to 5 additional characters or spaces.


Header Layout

• Maintenance · System

There are several header sections that you may modify to identify your company on your documents.  The Header is printed on some documents at the top, in a single line.  The Logo is optional and allows you to include a 1" x 1" bitmap next to your "Letterhead" information.  Finally, your Letterhead information is printed on management reports, invoices, and mail-merged documents.

Header

The header appears at the top of some printed documents.  You should include one line of text that you would like to use to identify your organization.

Logo

The logo may include a 1" x 1" bitmap image of your company emblem.  To include your logo, right-click in the area to the right of the text "Logo".  A window that allows you to insert an object will appear.  Select 'Create from File', then navigate and choose your logo file.

Letterhead

The letterhead information boxes allow you to customize how your management reports, invoices, and mail-merged letters appear.  These lines will be printed in the top left corner of your documents.


Overview of Time and Billing Settings

You should set up several time and billing settings to ensure that Data Retriever will track your time and billing the way you want.  Rates are determined by the following process:

Service Code · Rate Category · Rate Table · Rate · Total Amount Calculated · Fee Schedule

When you create a case, a rate table and fee schedule is assigned on the Referral Form to determine the pricing and limitations for activities billed for the case.  Then, whenever you enter a service code on a case file, Data Retriever examines what rate category the service code belongs to.  Data Retriever then cross references this category in the rate table designated for the case to determine what rate to charge.  A total amount to charge can then be calculated based on the rate and the billed time that you've entered.  After the item has been charged, Data Retriever will then summarize billings for the case to see if the "Fee Schedule" assigned to the case has been exceeded.

The settings include:

Services Listed on Referral Form

There are 11 Services that are listed on the printed referral sheet as check boxes to indicate what services you are to perform for the client.  You should modify these settings to reflect the different services/programs that your company provides to its clients. ( · Maintenance · Services)

Rate Tables

You have the option of charging different rates to different clients or types of clients by modifying Rate Tables and Categories.  Cases are assigned a Rate Table that is used to cross reference rates for different types of activity.  When activities are billed, the rate category is looked up in the rate table to default a rate to charge. ( · Maintenance · Rate Tables)

Service Codes

Service codes are used for recording and billing activities that you perform on behalf of clients.  Each code is assigned a rate category to determine pricing.  By doing so, you can set up rates for categories such as "Professional Time" and "Mileage" instead of having to price each service code individually.  These codes may also be grouped by types for setting fee schedule limitations. It is very important to pay attention to which codes "Trigger Invoice" because only cases that have one of these codes billed will be able to be invoiced. ( · Lists | Service Codes/Service Code Types)

Fee Schedules

Fee schedules are used to limit the maximum billing amounts on a case.  Each case is set up with a fee schedule at the time it is entered.  Fee schedules may impose limits based on one-time activities, cumulative charges for a particular activity code, cumulative charges for groups of activity codes, or cumulative case totals. ( · Lists | Schedules)


Services Listed on Referral Form

• Maintenance · Services

The services that you enter on these 11 lines appear on the Referral Form.  You should customize these descriptions to include services that you provide for your clients.  The printed Referral Form displays these options with check boxes so that your client may simply "check" which services they wish.

The Other Services allows you to enter a list of codes that will automatically copy the "Special Instructions" to the case file when you enter the code into the "Other" service field on the Referral form.  This is especially useful if you have clients that have special requirements for documentation or case handling.


Rate Tables

• Maintenance · Rate Tables

Service Code · Rate Category · Rate Table · Rate · Total Amount Calculated · Fee Schedule

Rate Tables allow you to charge different rates to different clients or different rates for different types of services.  Cases are assigned a Rate Table that is used to cross reference rates for different types of activity.  When activities are billed, the rate category is looked up in the rate table to set the default rate to charge for that category.

Rate Categories

Rate Categories are used to group service codes into price groups.  For example, all services that are "Professional Time" should be billed the same amount, and therefore, they should all be assigned to the Rate Category "PROF".  By using rate categories, you only need to set the price once for all services that are similar.  If you ever need to adjust a price, you can change the rate for the category and all services belonging to that category will be affected.

To edit Rate Categories, you must first click on the · Edit Categories button (This is so that you will not inadvertently change category codes). You may add new categories to the end of the list on the line that has an * preceding it.  Once you add a category, it may be added to any of your Rate Tables with an associated rate.

•	You must set up a category before it can be entered on a Rate Table.

•	If a service code is assigned to a category that does not appear on the rate table for a client, the service code will not appear in the drop down list of codes for the client (otherwise there would be no rate to charge).

Rate Tables

Rate Tables are used to determine pricing for a case.  To create a new rate table, click on the · New Rate Table button.  You may then add any categories to the rate table by selecting them from the drop down box on the left of the page.  Next, enter the default rate that you wish to charge.

To edit an existing rate table, select it from the · Rate Table drop down box at the top of the page.  The categories and rates will be displayed on the left of the page.

To delete a rate table, click the · Delete Rate Table button.

You may print a rate table by clicking on the · Print Rate Table button.

•	Cases are assigned a rate table on the referral form when they are first entered.  The default rate table is assigned based on the Billing Information for the hierarchy: Employer, Insurance Carrier, Location, Main Location.  If there is no default Billing Information for the Employer, the rate table will be based on the Carrier's default information.  If the Carrier has no default information, the rate table will be based on your Location that the case is assigned to.  Otherwise, the default rate table will be based on your "Main" location's default Billing Information.  In the event that there is no default information whatsoever, the rate table will default to the "Standard" rate table.

•	Make sure to include all categories that you wish to bill for on a given rate table, including $0.00 rated/no charge categories.


Service Codes

• Lists | Service Codes/Service Code Types

Service Code · Rate Category · Rate Table · Rate · Total Amount Calculated · Fee Schedule

Service Codes

Service codes are used to document and bill activities that you have performed on case files.  You may edit the list of service codes by selecting · Lists | Service Codes from the menu bar.  The following fields are available for you to customize:

SvcCode	This is the code that you will enter on daily entry logs/activities.  The format of the service code is dependent on your system variable "SvcCodeFormat" which may be modified in · Maintenance · System or · Maintenance · Utilities · System Variables.

SvcDesc	This description will be printed on invoices and may be used to "auto-fill" status reports.

Units	This determines the type of unit that the service code represents.  The unit of measure designated may affect how the activity is classified on invoices ("Hours", "Miles", "Units").

Report Category	The report category is used for classifying the service into specific categories on the Calculated Payment Report ( · Reports · Hours · Calc Payment).

Rate Category	The rate category is used to cross-reference what rate to charge for the service.

Def Units	Defaults the number of units to the value you specify.

Type	Allows you to group services together.  These groupings may be used to alert you when fee schedules are exceeded.

Triggers Inv	Only cases that have billed a service code that "Triggers Invoice" may be invoiced.  Generally these codes represent reports that have been submitted to the payer.  Therefore, when you use a code that "Triggers Inv", the last report date and next report dates for the case will be revised.  The next report date is dependent on the "Next Rpt Days" setting for the given type of case (modified using · Lists | Case Types).

To add a new service code you may either scroll the window to the bottom and enter the new service code on the blank line that has a * to the left, or click on the · New button.

You may delete a service code by clicking on the gray box to the left of the service code, then pressing the 'Delete' key on your keyboard.

The service code "CR" must remain as a Credit code.  When invoices are generated for cases that have a credit balance, Data Retriever will ask you if you wish to apply any of the credit to the invoice.  If you answer yes, and specify a dollar amount to apply, a line will automatically be entered with the service code "CR" and a negative dollar amount to reflect the credit being applied.

Service codes beginning with "HS" are reserved for history items.  These items will not be "pulled" onto invoices.

Service Code Types

Service code types may be used to group services together so that total amounts billed by type may be evaluated against fee schedule type limitations.

You may edit the list of service code types by using · Lists | Service Code Types.


Overview of Fee Schedules

• Lists | Schedules

Service Code · Rate Category · Rate Table · Rate · Total Amount Calculated · Fee Schedule

Fee Schedules are used to warn you about limits to the amount of billing on a case file.  You may set limits based on dollars (default) or hours billed.

Fee schedules are assigned to cases on the Referral form at the time of entry.  As you bill activities, Data Retriever will check the fee schedule to see if you have exceeded the limitations based on the particular code you used, the type of code you used, the stage for the code, or the total billed for the case.

To create or edit a new schedule, goto · Lists | Schedules.  To edit a schedule, select the schedule from the · Go to drop down box and the schedule information will appear.  To add a new schedule, click on the · Add button.

The Fee Schedule field identifies the code that will be used when setting up cases.  The code may be up to three characters long.  The Description, Begin Date, and End Date are for your reference only.  The date range may be useful if you have state mandated schedules that have been revised over the years.  The Max amount is the total number of dollars or hours that the case may have before displaying warnings about the case exceeding the fee schedule limits.  To set your fee schedule limits based on hours instead of dollars, click on the · Limit by Hours checkbox.

The note area provided allows you to record any comments about the fee schedule, such as when it is appropriate to use the schedule.  This note may also be printed on invoices in lieu of invoice notes.  To do so, refer to Invoice Styles.


Fee Schedule Stages

• Lists | Schedules · Stages

Stages allow you to track billings in phases as patients progress.  Each schedule may consist of an unlimited number of stages that in turn consist of limits by specific codes and code types.

Each stage code may be up to five characters long.  For each stage, you may set a Warning Amount that will display the following box if the total for the case stage exceeds the limit you specify.

For each stage, you may set limits by types of codes and specific codes.  To do so, select the stage on the · Stages page, then click on the · Type Limits or · Service Codes tabs.


Fee Schedule Type Limits

• Lists | Schedules · Type Limits

Fee schedule type limits allow you to set limits for groups of service codes.  You may set a limit for any type of code that you've entered using · Lists | Service Code Types.  If you need to add a new type, you may click on the · Show All Types button.  For each Type you may set limits for:

Max Rate	The maximum hourly/unit rate that may be charged for any service code of this type.

Max per Act	The maximum total extended amount that may be billed for any single instance of a service code of this type.

Max per Case	The maximum total extended amounts for all codes of this type.

The · ...button allows you to enter notes about a type limit.

You may automatically add all types to this schedule's stage by clicking on the · Add All Types button.

The selected stage is shown at the bottom of the page.  You may change the currently selected stage by clicking on the · Stages page and choosing the stage you wish to make active.


Fee Schedule Service Code Limits

• Lists | Schedules · Service Codes Limits

Fee schedule service code limits allow you to set limits for specific service codes.  You may set a limit for any code that you've entered using · Lists | Service Codes.  If you need to add a new code, you may click on the · Show All Codes button.  For each Code you may set limits for:

Max Rate	The maximum hourly/unit rate that may be charged for any service code of this type.

Max per Act	The maximum total extended amount that may be billed for any single instance of a service code of this type.

Max per Case	The maximum total extended amounts for all codes of this type.

The · Next Case Status drop down list allows you to specify an automatic change to a case's status whenever the code is billed.  If the service code is billed on a case, the case's status will be changed to the status that you specify.

You may automatically add all service codes to this schedule's stage by clicking on the · Add All Codes button.

The selected stage is shown at the bottom of the page.  You may change the currently selected stage by clicking on the · Stages page and choosing the stage you wish to make active.


Fee Schedule Statuses

• Lists | Schedules · Statuses

The Fee Schedule's · Statuses page shows all case statuses that will automatically default to the selected stage when entering billing activities on Daily Entry Logs or Activity forms.  Therefore, when you select a case to create an activity for, Data Retriever will cross reference that case's status to determine a default stage.

You may add all statuses that are not already assigned to other stages by clicking the · Add All Statuses button.

The selected stage is shown at the bottom of the page.  You may change the currently selected stage by clicking on the · Stages page and choosing the stage you wish to make active.

• You may create case statuses using · Lists | Case Status Codes.


Overview of Case Management Tools Settings

There are many tools in Data Retriever that assist you with performing case management functions professionally and efficiently.  These functions include:

Referral Situations

Allow you to set up common scenarios when you receive referrals from clients.  This feature captures information at the time of the referral that you feel is important for patients experiencing the situation.  ( · Lists | Referral Situations)

Case Management Plans

Case management plans, or clinical paths, allow you to set up check lists of activity that should take place for the patient based on the primary ICD-9 or DRG. ( · Lists | Case Management Plans)

Status Report Templates

Data Retriever contains Initial, Status, and Final Reports for reporting to insurance adjusters.  You may set up templates for these reports if you tend to use standard verbiage on your reports.  To do so, you will need to create template forms under the pre-installed Case ID: Templates.  ( · Case Management · Forms · Display)

Standard Letters

Standard letters are used to produce documents that automatically merge data from the case file into your text (also known as mail-merging).  ( · Maintenance | · Utilities | · Standard Letters)

Savings Reasons

Savings reports allow you to show your client how much money has been saved on the case due to your interventions.  You may set up a standard list of savings reasons using · Lists | Savings Reasons.

Important Dates to Track

If you wish to track milestone dates for a case, or wish to track particular dates that may change over time, you may set up important dates to track.  These dates are readily available with a right-mouse click while working in the case management screen. ( · Lists | Important Dates to Track)

Other Information Elements

Data Retriever allows you to track any information you wish by using other information elements.  You may automatically have some or all elements added to a case at the time it is entered based on the type of case it is. ( · Lists | Other Info Defaults for Case Types)


Referral Situations

• Lists | Referral Situations

Referral situations allow you to set up screening item data that should be captured on new cases having the situation described.  The purpose is to help remind and prompt you for information that will help you work this type of file more effectively.  For each situation, you may enter as many screening items as you wish.

To edit or create a situation, go to the menu bar item · Lists | Referral Situations.  If you wish to edit an existing situation, select it from the · Situation drop down list at the top of the form.

To create a new situation, click on the · New button.  A blank form will allow you to enter the description for this situation and a reason for the referral.  You may select an existing reason for the referral, or you may add a new one, using the · Reason for Referral drop down box.

Next, add screening items that you wish to capture for this type of referral in the section provided.

• When you enter a new referral you may specify the situation on the Referral form using the · Situation drop down box. Click on the screening items button [image] to activate the screening items notes, so that you can enter information pertaining to the patient.


Case Management Plans

• Lists | Case Management Plans

Case management plans assist you in tracking the activity, responsibility, and outcomes of a patient having a particular DRG.  These care maps remind you of what needs to be done, by whom, and what the expected outcome should be.  You may break down these clinical paths into days and hours of care.

To edit or create a new case management plan, goto the menu bar option · Lists | Case Management Plans.  To edit a plan, select the appropriate · DRG, · Day and · Time from the drop down lists at the top.

To create a new plan, click on the · Add button and a new blank sheet will appear below.  You may enter the corresponding DRG, Expected Length of Stay, Day and Time information into the form.

For each DRG/Day/Time, you may enter a list of Care Elements that should be conducted.  Additionally, you may assign who typically should perform the elements and what should be expected.  These care maps may be printed by clicking on the · Print button located in the upper right corner of the window.

The template for a plan may be copied to a case by going to · Case Management · Forms · Display · Case Mgmt Plan · Add.  The case will automatically pull in the case management plan for the DRG assigned to the file.


Status Report Templates

• Case Management · Forms · Display

Status reports are used to inform adjusters/claim examiners of the progress of the clients they insure.  There are three status report layouts built into Data Retriever:  Initial, Status, and Final Reports.  These reports have pre-defined sections that you may create templates for.  To create a template for a status report you should do the following:

1.	Open the · Case Management window from the main menu.

2.	Select the case numbered "Templates" from the · Case # drop down box.

3.	Choose the · Forms tab.

4.	From the · Display drop down box, choose which report (Initial, Status, Final) you wish to create a template for.

5. 	Click on the · Add button in the upper right corner.

6.	Enter template text into any of the sections.  You may wish to use "_____" to signify areas that the user will need to fill in the blanks.

Users may select a template for their report while editing or creating it. To do so, a user must click on the · Get Data button while the form is displayed.  A window will appear that allows them to choose from any template created for that report.

•	The "Templates" case is pre-shipped with Data Retriever.  By default, it is set to the "main" office location.  If you do not see the case "Templates" in the Case # drop down box, make sure that you have Read-Write access to files assigned to the main location.   To check your access, go to · Maintenance · Employees and review your privileges.


Standard Letters

• Maintenance | · Utilities | · Standard Letters

Standard letters (mail merged letters) allow you to create documents that combine standard text with case file information.  When creating standard letters, data is merged into a document that can be edited and saved with your case file for future reference.

To edit or create a standard letter template, open the · Maintenance window from the main menu and choose the · Utilities tab.  Next, click on the · Standard Letters button to open the Standard Letter window.

To edit a standard letter, select it from the · Goto Document drop down box at the top of the window.

To create a new standard letter, click on the · New button and the fields will clear to allow you to create a new standard letter template.  You may enter a name, description and category for the document.

There are several names that have special functions:

Any document name beginning with "ack" is considered an acknowledgment letter.  Acknowledgment letters are used to thank someone for a referral, or to introduce yourself to other parties working on a case file.  You may print Acknowledgment letters from the Referral Form without saving them to the file, or you may merge case data, edit, and save them to the file from · Case Management · Letters.

Any document name beginning with "AgingNotice" is used for printing collections letters through the · Reports · Aging Notices function.  To specify a notice to be sent to a group of invoices based on the number of days old, add a number to the end of "AgingNotice" to indicate how many days out (in groups of 30 days) you would like the notice to be triggered.  For example:

AgingNotice1	Prints notices for invoices that are 31-60 days old

AgingNotice2	Prints notices for invoices that are 61-90 days old

AgingNotice3	Prints notices for invoices that are 91-120 days old

AgingNotice10	Prints notices for invoices that are 301-330 days old

The document contents may contain any text that you wish to print in your letter.  Any text enclosed by brackets[], however, will be treated as a data field.  To add data fields to your document, click on the · Append Field button to display the following dialog box.

To append a field to the end of your template, choose a category, then select the field.  You may double-click on the field to append it to your template or click on the · Append Field button.  If you check the · Required/Warn if No Data Present, and if there is no corresponding data to merge into the document, the result would be a message enclosed by brackets that reads [No Data For: name of data to merge].  This message is intended to make you aware of data that should be stored on the file.  Data fields that are required will appear in the template with an asterisk following the field name.

All fields are merged at the end of the template.  You may, however, cut (Ctrl-X) and paste (Ctrl-V) the bracketed fields to any position in the template.  You may also cut and paste fields and text from other templates.

To use the standard letter templates, open · Case Management and click on the · Letters tab.  · Display or · Add a new standard letter, then click on the · Choose Template button to select the template to use.

•	Document categories may be edited using · Lists | Document Categories.


Savings Reasons

• Lists | Savings Reasons

You must have General Maintenance security access to edit data in this form.

Savings reports allow you to show your client how much money has been saved on the case due to your interventions.  To set up a list of reasons that may be selected for savings reports, select the menu bar option · Lists | Savings Reasons.

For each Savings Reason, you may enter a Full Description and Code.  The code field is reserved for future reporting.

Savings Reports are created in · Case Management · Savings.


Important Dates to Track

• Lists | Important Dates to Track

You must have General Maintenance security access to edit data in this form.

This feature allows you to track milestone dates on case files.  In addition to being easily accessible from anywhere in the Case Management window by right-mouse clicking, changes to these dates are logged into a history table.

To access this list of default dates to track, goto the menu bar option · Lists | Important Dates to Track.

You may specify the order of dates tracked, descriptions, and corresponding Case Management fields.  The Default Case Mgmt Field will automatically set the value of this date to the entry made to the field that you've selected, and vice versa.


Other Information Elements

• Lists | Info Elements

You must have General Maintenance security access to edit data in this form.

Data Retriever allows you to track any information you wish by using other information elements.  These elements appear on the drop down list located on the · Case Management · Other information tab.

•	Some or all of these elements may be designated as defaults for particular case types.  To do so, refer to the next section on Other Information Defaults ( · Lists | Other Information Defaults).


Other Information Defaults

• Lists | Other Info Defaults for Case Types

You must have General Maintenance security access to edit data in this form.

Data Retriever allows you to track any information you wish by using other information elements.  These elements appear on the · Case Management · Other Info tab.

You may automatically have some or all elements added to a case at the time it is entered based on the type of case it is.  To set up these defaults, select the menu bar option · Lists | Other Info Defaults for Case Types.

•	You may only specify types of cases that have been set up using · Lists | Case Types.


Types of Cases

• Lists | Case Types

You must have General Maintenance security access to edit data in this form.

Assigning Case Types to files allows you to define additional data to be captured, set billing rates, establish business logic, and segment your cases for management reports.  To edit your list of case types, select · Lists | Case Types from the menu bar.

Each case type must have a unique numeric identifier and description.  Optionally, you may set the number of days until the first report is due and the number of days between reports.  The First Rpt Days determines when the first report will be due after having received the case referral.  The date of the first report due will be the date of referral plus the number of days specified.  The Next Rpt Days sets the date that the next report is due after completing a report.  If you do not set these values, the first report and next report days will be determined by the system variables "FirstReportDays" and "NextReportDays" respectively.

To delete an entry, click in the gray area to the left of the line and press the Delete key on your keyboard.  Be careful to not delete a type of case that has been assigned to cases.

• You may have the type of case appear on your invoices by editing the · Business Code check box for Invoice Styles.


Case Status Codes

• Lists | Case Status Codes

You must have General Maintenance security access to edit data in this form.

Case status codes allow you to identify the status of a case.  Each status must have a unique corresponding value, where 90 or greater signifies that the case is closed.  Cases that are closed do not appear in many of the drop down lists and may not have new activities posted to them.

To delete an entry, click in the gray area to the left of the line and press the Delete key on your keyboard.  Be careful to not delete a status code that is assigned to case files.

To create or edit status codes, choose · Lists | Case Status Codes from the menu bar.

• A case's status may be set on the · Case Management · Information page or on the Referral Form.

• Case Status codes may be used to default the stage of billing that a case is in.  Refer to Fee Schedule Statuses.


Types of People

• Lists | Types of People

You must have General Maintenance security access to edit data in this form.

Types of people are used to classify the contacts in your database.  By assigning types to people, Data Retriever can display appropriate names to choose from for the field you are on.  For example, when selecting a claims examiner, only people who are claims examiners will show in the list.

To add or edit your list of types of people, go to the menu bar option · Lists | Types of People.

Types of people may be further broken down by specifying Specialty Types.  Refer to the following section titled "Specialty Types" for more information.

To delete an entry, click in the gray area to the left of the line and press the Delete key on your keyboard.  Be careful to not delete a type of person that has been assigned to people.

•	People are assigned types when you add them to the database.  You may edit a person's type using · Accessories | Contact Reference · Edit.

•	People types may be used to sort and print directories of contacts and mailing labels using the · Reports · Directory option.


Specialty Types

• Lists | Specialty Types

You must have General Maintenance security access to edit data in this form.

Specialty types may be assigned to people to further identify the roles they play.  A person may have more than one specialty.

To add or edit your list of specialty types, go to the menu bar option · Lists | Specialty Types.  Select the · Type of Person from the drop down box and enter a description for the specialty type that you wish to make available for this type of person.

To delete an entry, click in the gray area to the left of the line and press the Delete key on your keyboard.

•	Specialty types are assigned when you add people to the database.  You may edit a person's specialties using · Accessories | Contact Reference · Edit.

•	Specialty types may be used to sort and print directories of contacts and mailing labels using the · Reports · Directory option.


Occupations

• Lists | Occupations

You must have General Maintenance security access to edit data in this form.

The occupations list allows you to create a list of occupations that can be used to describe a patient's job duties.  This list supplies data to the · Occupation drop down box on the Referral Form.

To add or edit your list of occupations, go to the menu bar option · Lists | Occupations.

To delete an entry, click in the gray area to the left of the line and press the Delete key on your keyboard.


Types of Companies

• Lists | Types of Companies

You must have General Maintenance security access to edit data in this form.

Types of companies are used to classify the firms stored in your database.  By assigning types to companies, Data Retriever can display appropriate firms to choose from for the field you are on.  For example, when selecting an insurance carrier, only firms that are insurance carriers will show in the list.

To add or edit your list of types of companies, go to the menu bar option · Lists | Types of Companies.

To delete an entry, click in the gray area to the left of the line and press the Delete key on your keyboard.  Be careful to not delete a type of company that has been assigned to companies.

•	Firms are assigned company types when you add them to the database.  You may edit a firm's company type using · Accessories | Contact Reference · Edit.

•	Company types may be used to sort and print directories of firms and mailing labels using the · Reports · Directory option.


Zip Codes

• Lists | Zip Codes

You must have General Maintenance security access to edit data in this form.

The zip codes list allows you to create a list of zip codes with their corresponding city and state information.  When you enter a zip code into a form, Data Retriever automatically fills in the related city and state fields from this list.  To add or edit your list of zip codes, go to the menu bar option · Lists | Zip Codes.

To delete an entry, click in the gray area to the left of the line and press the Delete key on your keyboard.


States

• Lists | States

You must have General Maintenance security access to edit data in this form.

The states list allows you to create a list of states.  To add or edit your list of states, go to the menu bar option · Lists | States.

To delete an entry, click in the gray area to the left of the line and press the Delete key on your keyboard.


Adding Companies to your Database

• Lists | Add New Company

You must have General Maintenance security access to edit data in this form.

You may add companies to your database without assigning them to a particular case file or person by using the menu bar option · Lists | Add New Company.  A company may also be added while entering a new person by clicking on the · New Company button on the · Add New Person form.

General Information

The Company name and address fields may be up to 50 characters long.  The company name field is required.  After entering the address, the cursor will skip to the zip code field.  After entering a zip code, the city and state fields will be automatically filled in if the zip code exists in your zip code data ( · Lists | Zip Codes).

The Phone number and Fax fields for a company will be displayed for a person that does not have phone or fax numbers entered for them specifically.  You must fill-in the · Type of Company drop down box before saving.

If the type of company is "Insurance Carrier" or "TPA", additional boxes will become visible allowing you to enter a Client ID and · Invoice Style.

The SIC Code (Standard Industrial Classification) is for your reference only.

Check the · Inactive box to prevent this company from showing in any search dialog boxes and drop down lists for companies.

Billing Information

You must have User Maintenance security access to edit Billing Information in this form.

The Billing Information section allows you to set default rates for this company if it is a payer or employer.  You may set default rate tables based on the type of case by choosing the appropriate selections in the · Case Type and · Rate Table drop down boxes.  The default rate table for a case is based on the following hierarchy:  Employer, Insurance Carrier, Location, Main Location.  If there is no default Billing Information for the Employer, the rate table will be based on the Carrier's default information.  If the Carrier has no default information, the rate table will be based on your Location that the case is assigned to.  Otherwise, the default rate table will be based on your "Main" location's default Billing Information.  In the event that there is no default information whatsoever, the rate table will default to the "Standard" rate table.

Provider Networks

Below the Billing Information is a list that allows you to specify whether or not this company belongs to any provider networks.  This is for your reference only.  To set up a provider network that will show in the · Provider Network drop down box, you will need to create a company that has the type "Provider Network".

The yellow area at the bottom of this form is for you to take any notes you wish about this company.  These notes are for your own reference only.  Printing these notes on the Directory Listing Report is an option.

• You may edit a company that has already been added by choosing the menu bar option · Accessories | Contact References.


Adding People to your Database

• Lists | Add New Person

You must have General Maintenance security access to edit data in this form.

Every person in you data file must have one and only one associated company.  This link supplies information about the person's address and main phone numbers.  Therefore, if a person has two locations to track, you will need to set the person up twice.  Set them up once with a link to one company address and once with a link to the other.

You may add people to your database without assigning them to a particular case file by using the menu bar option · Lists | Add New Person.

General Information

You may choose the salutation for the person using the · Salutation drop down box.  This salutation along with the person's name may be mail-merged into standard letters.  The person's name should be entered First name, Middile Initial, then Last name.  The last name is required.

When adding a new person, you must fill-in the · Type of Person drop down box so that Data Retriever may display this person in appropriate search windows and lists.  The phone number, extension, other phone, Email Address, and Social Security Number fields are optional.  If you do not enter a phone number for this person, the phone number for the company that they are assigned to will be displayed as their phone number.

Check the · Inactive box to prevent this person from showing in the person search dialog so they aren't chosen for new roles on cases.

You may select specialties that are appropriate for the type of person you entered by selecting them from the · Specialty drop down boxes.  To add additional specialties, select the specialty on the blank line at the end of the list.  To remove a specialty, click to the gray square to the left of the line you wish to delete and press the Delete key on your keyboard.

Company Information

You must enter a company related to this person's in the · Company drop down box.  If you need to search for a company, you may do so by clicking on the [image] button to the left of the · Company drop down box.  If the person's company doesn't exist in the · Company drop down box, you may add it by clicking on the · New Company button.

Be sure to remove any entry in the combo box by backspacing or deleting before clicking the · New Company button, otherwise you may get a message saying that "The text you entered isn't an item in the list".

The yellow area at the bottom of this form is for you to take any notes you wish about this person.  These notes are for your own reference only.  Printing these notes on the Directory Listing Report is an option.

•	You may edit a person that has already been added by choosing the menu bar option · Accessories | Contact References.

•	You may edit the list for · Type of Person by using Lists | Types of People.


Overview

• Case Management · New

You must have security access to Set-up New Cases to create new cases.

You may set up a new case by going to the · Case Management window and clicking on the · New button.  When you do so, Data Retriever will create a case number based on your system settings and open the Referral Form.

If you have read-write permissions to more than one office location you will be prompted for a location to assign the new case to (shown below).  Data Retriever will skip this window and automatically assign the case if you only have access to data for one location.

If you wish to manually assign a case number, you may do so by typing the complete case number into the text box at the bottom of the screen.  After selecting the location in the list and clicking on the · Continue button, a number will be assigned and the Referral Form will be displayed.  Therefore, if you need to retain file numbers that you've already assigned to case files, you should set up two locations and grant yourself access to them so that this dialog appears when entering new cases.

When you are done completing the referral, you may wish to send an Acknowledgment letter.  To do so, click on the · Acknowledge button located at the bottom of the referral form and select the appropriate letter(s) to send.

• The · Client ID drop down box is only visible if your system setting for the Next Case # is set to · Depends on Client.

• The · New button is only visible on the · Case Management · Info page if the system variable "NewCaseInfoPageOnly" is set to -1.  Otherwise, the · New button is visible no matter which tab is selected in the · Case Management window.


Completing the Referral Form

• Case Management · Forms · Display · Referral

Overview

The Referral Form is the initial entry of a case file.  There are many "grayed out" fields on the Referral Form that must be edited through their corresponding [image] search buttons.  The search method is used so that you may choose from data already entered into your database before adding duplicate entries.  This also ensures consistency, makes maintenance easier, and provides you with better reporting capabilities.  For more information on using the Person or Company Search Forms, refer to the sections "Using the Person Search Form" and "Using the Company Search Form".

Several fields will be defaulted when you enter a new referral.  The · Type of Case drop down box in the upper left corner of the form (it is red) is defaulted to your default case type, the date of the referral at the bottom of the form is defaulted to your computer's current date, and the case is assigned to whoever is entering the referral.

You must enter an Employer, an Insurer, an Invoice To person, a rate table and a schedule in order to have enough information to complete the billing cycle for this case.

Service Recipient

When the form first opens, the cursor will be positioned in the · Salutation drop down box located in the Service Recipient section of the form.  Next you will enter the patient's First Name, Middle Initial, then Last Name.  Next is the patient's home address.  After entering the address, the cursor will skip to the zip code field.  After entering a zip code, the city and state fields will be automatically filled in if the zip code exists in your zip code data. ( · Lists | Zip Codes)

The other fields located in the Service Recipient section are as follows:

Home Phone	The patient's phone number.

DOB	The patient's date of birth.

SSN	The patient's Social Security Number.

Primary Language	The primary language that the patient speaks in.

Occupation	The type of work the patient performs. ( · Lists | Occupations)

DOI	The date of injury.

LDW	The last day the patient worked.

Elig Date	The medical eligibility date (for use in some states workers' compensation systems).

Feas Date	The feasibility date (for use in some states workers' compensation systems).

Wage	The average weekly wage the patient earns.

TD Rate	The weekly temporary disability rate paid to the patient while on disability.

VRMA	The vocational rehabilitation maintenance allowance (for use in some states workers' compensation systems) that the patient receives per week.

Date	The date that VRMA began.

Employer

After completing the Service Recipient section, the cursor will move to the [image] search button in the Employer section.  You must enter an employer even if it is "Unknown" or "None".  Pressing the enter key or clicking on this button will open the · Company Search Form with all employers listed.

If you wish to document an employer's contact name, you must click the [image] search button next to "Contact".  When you do so, the · Person Search Form will open with all people who are "Supervisors", with the employer chosen, listed in the selection list.

Insurance Information

The next section for you to complete is the Insurance Information.  In this section you will be able to choose who the claim adjuster is and what claim number and contract numbers have been assigned by the carrier.  To select the adjuster, click on the [image] search button to display the · Person Search Form.

The Claim # field is used to store the insurance carrier's claim number.  The contract identifies the carrier's contract number.

•	You may change the header of this section to read something other than "Insurance Information" if you wish.  To do so, goto Maintenance | System | Utilities · System Variables and change the value for the variable "AltInsInfoHeaderText".

Physician Information

The physician information section allows you to select the primary physician by clicking on the [image] search button to display the · Person Search Form.  Additionally, you may enter the primary ICD-9 for the patient which will automatically bring up the corresponding diagnosis.  You may also enter a DRG code.

If you check the · Permanent & Stationary check box, a date field will appear to the right to indicate when the patient's condition was considered permanent & stationary.  The work restrictions box allows you to enter any work restrictions that the provider has imposed.

Attorneys

The attorney section allows you to specify an Applicant Attorney (representing the patient) and Defense Attorney (representing the insurance carrier).  To choose an attorney, click on the [image] search button in the appropriate section.

A check box to indicate whether or not Authorization has been Obtained from the Applicant's Attorney is provided for your reference.  If authorization has been given, click on the box to place a "x" in it.

Other Parties

After completing the attorney section, you may enter up to two additional parties that are related to the case.  Each "Other" section allows you to enter the relationship that the person has to the case file.  You must choose the people by clicking on the [image] search button in the appropriate section.

Services Requested

The next section is the Services Requested.  You may toggle check marks in each service by clicking on the check box or by pressing the space bar when the check box has the focus.  To select all check boxes, click on the · Select All button.

The Other field allows you to enter any service requested that doesn't appear as a check box option.  If you enter an Other "code" that matches an entry that you made in Other Services ( · Maintenance · Services), your special instructions will automatically fill-in the notes section below.

You may use the · Situation combo box to enter a description of the patient's situation and reason for case management intervention.  The [image] button to the right of the · Situation will enable you to review screening items that you have set up for this type of situation ( · Lists | Referral Situations).  You may enter any additional notes or special instructions into the Notes field.

Select a status for the case from the · Status drop down box and enter the date you wish your first report to be due in the Next Report Date field.

•	The check box option titles may be modified using · Maintenance · Services.

•	The Situation combo box list may be modified using · Lists | Referral Situations.

•	The Status drop down list may be modified using · Lists | Case Status Codes.

Marketing and Billing Information

The final section of the Referral Form contains information used for marketing and billing.

The · Referred By company may be selected using the adjacent [image] search button.  Information on who referred files may be used to identify where business is coming from.  You may run a Referrals Report to summarize this data.

The · Invoices To may be selected using the adjacent [image] search button.  This identifies who invoices will be addressed to.  The default for this drop down box is set to the person you selected for Insurance Information.

Other fields in this section include:

Date Received	When the referral was received.

Schedule	The fee schedule that should be used to display warnings about over billing the case.  ( · Lists | Schedules)

Rates	The rate table to use to determine what rates to charge. ( · Maintenance · Rate Tables)  You may display the associated rate table by clicking on the [image] button.

Assigned To	This is the case manager that will be handling the file.

Referred To	This is the case manager that brought in the referral.

Finally, there is an · Acknowledge button that allows you to print acknowledgment letters to thank your client or introduce yourself to a related party.


Sending an Acknowledgement Letter

• Case Management · Forms · Display · Referral · Acknowledge

Acknowledgment letters allow you to thank your clients for referrals or send letters of introduction to people related to a case.  Because these documents are repetitive in nature and generally template driven, you may print an acknowledgment from the Referral Form without actually keeping a copy of the document.  To do so, open the · Referral Form and click on the · Acknowledge button.

A dialog box will appear for you to select the acknowledgment letter that you wish to send.  The list of letters shown is based on all Standard Letters with names beginning with "ack".  After you choose a template, the dialog box shown below will appear.

This dialog box allows you to:

•	Select whether or not to display your company header information (you may wish to turn off the header if you use pre-printed letterhead.

•	Specify the number of copies you'd like to print.

•	Change the font.

•	If you wish to create an acknowledgment letter that you will customize or wish to keep, you should go to · Case Management · Letters · Add to create a new letter.  This allows you to edit the document after the case data has been merged, and the document is saved with the case file for later reference.

•	If you wish to create a new acknowledgment letter template, you should go to · Maintenance · Utilities · Standard Letters and create one with a name that begins with "ack".


Using the Company Search Form

The company search form is used to fill in company information based on data that already exists in your system.  This reduces duplicate entries, makes maintenance easier, and provides you with better reporting capabilities.

To search for a company you may enter the beginning characters of the company's Name or City, and/or select the company's state or zip code.  You may also narrow your selection by specifying the · Type of Company in the drop down box provided.  Many links to this form automatically populate the · Type of Company drop down box based on the type of company Data Retriever is requesting.

Each time you move from criteria to criteria the list of matching companies will be updated.  If you see the company you wish to select in the list you may double-click to select it and close the window, or click once to select it, then click · Close to close the window.  If you click once to select an entry, an · Edit button will appear that will allow you to edit the company selected.

If you do not see the company you wish to select in the list, click on the · New button to open the · Add New Company dialog box.

When searching for criteria you may enter just the first few characters that you wish to match.  This is especially useful if you aren't sure how an entry is spelled.  For example, if you enter "AD" for the company search field the list of matching companies would include company names such as "Ad Graphics", "Ad Honey Farms", "Adams Nut & Bolt" and "ADC Telecommunications".

You may use an asterisk to proceed your criteria if you wish to locate entries that contain the text you have entered anywhere in the field being searched.  For example, if you enter "*Ad" for the company search field the list of matching companies would include names such as "Ad Graphics","Mad Hatter", and "Green Toad".


Using the Person Search Form

The person search form is used to fill in a person's information based on data that already exists in your system.  This reduces duplicate entries, makes maintenance easier, and provides you with better reporting capabilities.

To search for a person you may enter the beginning characters of the person's First, Last or Company Name, and/or select the · Type of Company they work for or the · Type of Person they are listed as.  Many links to this form automatically populate the · Type of Person drop down box based on the type of person Data Retriever is requesting.

Each time you move from criteria to criteria the list will be updated.  If you see the person you wish to select in the list you may double-click to select it and close the window, or click once to select it, then click · Close to close the window.  If you click once to select an entry, an · Edit button will appear that will allow you to edit the person selected.

If you do not see the person you wish to select in the list, click on the · New button to open the · Add New Person dialog box.

When searching for criteria you may enter just the first few characters that you wish to match.  This is especially useful if you aren't sure how an entry is spelled.  For example, if you enter "ST" for the person's Last Name search field the list of matching people would include names such as "Stanfeld", "Sterns", and "Stepaniak".

You may use an asterisk to proceed your criteria if you wish to locate entries that contain the text you have entered anywhere in the field being searched.  For example, if you enter "*Ad" for the company search field the list of matching people would include people working at companies such as "Ad Graphics","Mad Hatter", and "Green Toad".


Retrieving a Case in the Case Management Window

• Case Management · Name/ · #

When you open the case management window you will only see the objects shown above.  To retrieve a case, you may select the patient from the · Name drop down box, or enter your Case ID number into the · # drop down box.  Only open cases will be displayed in these boxes.  If you wish to retrieve a closed case, you will need to use the [image] search button.

The cases that are displayed in these boxes are also limited to cases that the user has privileges to read or read-write to.  Refer to Employee Privileges in the chapter titled Setting up and Maintaining Your Database for more information ( · Maintenance · Employees).  If you need to search for a case you may open the Case Search form by clicking on the [image] search button in the upper left corner of the window.  The search form is shown below.

To search for a case you may enter the beginning characters of the person's First, Last, Employer, or Insurance Company's name.  You may also search based on the Carrier's Claim Number or the Diagnosis Related Group (DRG).

At the bottom of the window you have the option of showing matches of · Open Cases Only (default) or · All Cases.  Select · All Cases if the case you wish to retrieve has a "closed case" status.

Each time you move from criteria to criteria the list will be updated.  If you see the case you wish to select in the list you may double-click to select it and close the window, or click once to select it, then click · Close to close the window.

When searching for criteria you may enter just the first few characters that you wish to match.  This is especially useful if you aren't sure how an entry is spelled.  For example, if you enter "ST" for the person's Last Name search field the list of matching people would include names such as "Stanfeld", "Sterns", and "Stepaniak".

You may use an asterisk to proceed your criteria if you wish to locate entries that contain the text you have entered anywhere in the field being searched.  For example, if you enter "*Ad" for the Employer's Name search field the list of matching cases would include people working at companies such as "Ad Graphics","Mad Hatter", and "Green Toad".


Reviewing Case Information

• Case Management · Info

The information page presents a synopsis of the case file for your review.  You may access this screen by clicking on · Case Management from the Main Menu then selecting a case from either the · Name or · # drop down boxes.  If the Case Management window is already open, just click on the · Info tab to display this screen.

Some of the items (they have gray backgrounds) may not be changed on this screen. Many items may have been initially entered on the referral form.  Any changes to the referral form ( · Case Management · Forms · Display · Referral) will automatically affect the data displayed here.  The following data is shown on the information tab:

Classification and Status

• Type	The type of case, or business code  ( · Lists | Case Types).   The type of case is initially set on the referral form.

Schedule	The fee schedule assigned to the file is listed to the right of the type of case ( · Lists | Schedules).  This field may be edited on the referral form ( · Case Management · Forms · Display · Referral).

• Status	Shown with a red background in the upper right corner of this page, displays the status of the case.  The initial status is set on the referral form.  You may change the status by selecting a new status from the list ( · Lists | Case Status Codes).  When you change a status, a window will appear for you to enter the date the status was changed.

Status Date	The date the status was last changed is indicated with a red background to the right of the · Status drop down box.

Referral Form/Case Information

• Case Mgr	The case manager assigned to this file.  This list is based on your employee settings ( · Maintenance  · Employees).  The case manager should have been initially assigned when completing the referral form.

Recipient	The patient receiving care.  You may edit the recipient on the referral form or in the contact reference screen ( · Accessories | Contact Reference [image] Edit).

Phone	The patient's phone number.  You may edit the phone number on the referral form or in the contact reference screen ( · Accessories | Contact Reference [image] Edit).

SSN	The patient's social security number.  You may edit the social security number on the referral form or in the contact reference screen ( · Accessories | Contact Reference [image] Edit).

DOB	The patient's date of birth.  You may edit the date of birth on the referral form.

Employer	The patient's employer.  You may edit the patient's employer on the referral form or in the contact reference screen ( · Accessories | Contact Reference [image] Edit).

Occupation	The patient's job title.  You must edit the patient's occupation on the referral form.

• Job Cls	The OSHA job classification for the duties that the patient performs on the job.  These classifications are defined by OSHA as Sedentary, Light, Medium, Heavy, Very Heavy.  This classification is used for establishing return to work guidelines.

Examiner	The insurance adjuster/examiner overseeing the case file.  This information is initially entered when completing the referral form.  You must edit this information on the referral form.

Ins Carrier	The name of the insurance company or administrator.  This information is initially entered when completing the referral form.  You must edit this information on the referral form.

Claim #	The insurance carrier's or administrator's claim number.  This information is generally entered when completing the referral form.

DRG	The diagnosis related group.  This information may have been entered when completing the referral form.

ICD-9	The primary diagnosis code (ICD9) provided by the physician.  This information may have been entered when completing the referral form.

Diagnosis	A description of the diagnosis.  When you enter an ICD9, the standard description will fill in this field.  You may change the diagnosis verbiage if you wish.

Wages	The average weekly wage that this patient was earning at the time of injury.

Disability Rate	The weekly disability amount collected by the patient.

DOI	The date of injury.  This information is generally entered when completing the referral form.

MElig Date	The medical eligibility date used for some states workers' compensation systems.

P/S?	Identifies whether or not the patient's condition is considered permanent and stationary by the primary physician.

P/S Date	The date that the patient's condition was considered permanent and stationary.

Notes	This large yellow area at the bottom of the case management information screen allows you to enter any notes that you wish to enter about the case or its handling.  Some notes or special instructions may have been entered at the time of referral based on the services requested.

Efficiency Monitors/Guidelines

Date of Referral	The date when the referral was given to your company.  This information is entered initially when completing the referral form.

Days Since	This box, to the right of the Date of Referral field, calculates how many days its been since the referral was given.

Last Day Worked	The last day that the patient worked.  This information is entered initially when completing the referral form.

Days Since	This box, to the right of the Last Day Worked field, calculates how many days its been since the employee last worked.  This date is used to compare against any guidelines that you may have licensed (See below).  If the background of this box is red, the case has exceeded the guideline recommendations for returning to work.  If the background of this box is green you have not yet exceeded the guideline recommendations for returning to work.

Medical Disability Advisor Guidelines - Reed Group Ltd

The following items are only visible if you have licensed the MDA Guidelines data from the Reed Group Ltd.

MDA Utility	This button will open the MDA Guidelines reference tool for you to review data licensed from the Reed Group Ltd.

MDA Best Practice	These boxes will show you the minimum, optimum, and maximum guidelines (from left to right) for returning the patient back to work based on the patient's ICD9 diagnosis (See ICD-9 above), their OSHA Job Classification (See Job Class above), and the MDA factors shown below.

MDA Factors	This shows the MDA factors selected for this patient based on the available factors supplied through the Reed Group Ltd's licensed MDA data.

Official Disability Guidelines - Work Loss Data Institute

The following items are only visible if you have licensed the ODG data from the Work Loss Data Institute.

ODG Utility	This button will open the ODG Guidelines reference tool for you to review data licensed from the Work Loss Data Institute.

ODG Best Practice	This box shows you the best practice guidelines for returning the patient back to work based on the patient's ICD9 diagnosis (See ICD-9 above), their OSHA Job Classification (See Job Class above), and the ODG return to work path shown below.

ODG Path	This shows the ODG return to work path selected for this patient based on the available paths supplied through the Work Loss Data Institute's licensed ODG data.

Report Dates (refer to Report Dates topic later in this chapter for more information)

Last Report Date	The last report date shows you the date of the report completed.

Next Report Date	The next report date shows you when your next scheduled report is due.

Stage Totals

Stage totals displays you how much you have billed on the case file, broken down by stage.  Each stage indicates how much has been invoiced and how much remains to be invoiced.  A total at the bottom of this section shows you total billings for the file.

Attorney Involvement

These four check boxes show when attorneys became involved on the case.

• App Atty Before Ref	indicates that an attorney represented the patient prior to receiving the referral.

• App Atty After Ref	indicates that an attorney represented the patient after receiving the referral.

• Def Atty Before Ref	indicates that an attorney represented the insurer prior to receiving the referral.

• Def Atty After Ref	indicates that an attorney represented the insurer after receiving the referral.


Medical Disability Advisor Guidelines (requires seperate data license through The Reed Group, LTD)

• Accessories | Medical Disability Advisor

• Case Management · Info [image] MDA

You may only access this utility if you license the Reed Group Ltd.'s Medical Disability Advisor (MDA) guideline data.

The data contained within this utility is supplied by the Reed Group Ltd.  In order for you to utilize this information you must agree to the terms and conditions of their licensing agreement.  Any questions regarding the data's use or source should be directed to the Reed Group Ltd.

There are two ways of viewing the MDA data.  The default (above left) shows you information broken up into tabs for easy access to sections of data.  The other view (above right) shows all of the data as one text document that you may scroll through.  You may toggle between the views by clicking on the [image] button in the upper right corner.

Guideline information is based on the patient's ICD-9.  If you access this utility through your Case Management form, the ICD-9 will be defaulted to the ICD-9 listed on the case's Info page.  If you need to search for an ICD-9, you may do so by clicking on the [image] search button.

After selecting an ICD-9, you must choose from the · MDA Disability Factors box to specify what factors are present.  These factors, combined with the OSHA Job Classes, will help define the best practice durations listed on the · Durations tab.

If you opened this utility through the Case Management window, when you close the window you will be asked if you wish to save the information to the case.  If you choose to save the data, internal MDA codes will be stored in the case's other information under the elements "MDA Disability Factor" and "MDA DurationID".  The next time you open the MDA utility, the factor and job class durations for the case will automatically be selected.


Official Disability Guidelines (requires seperate data license through Work Loss Data Institute)

• Accessories | Official Disability Guidelines

• Case Management · Info [image] ODG

You may only access this utility if you license the Work-Loss Data Institute's Official Disability Guidelines (ODG) data.

The data contained within this utility is supplied by the Work Loss Data Institute.  In order for you to utilize this information you must agree to the terms and conditions of their licensing agreement.  Any questions regarding the data's use or source should be directed to the Work Loss Data Institute.

Guideline information is based on the patient's ICD-9.  If you access this utility through your Case Management form, the ICD-9 will be defaulted to the ICD-9 listed on the case's Info page.  If you need to search for an ICD-9, you may do so by clicking on the [image] search button.

After selecting an ICD-9, you may choose from the · Show box to specify what ODG data you wish to see.

If you wish to view 'Best Practice' guidelines, choose 'Best Practice' Disability Duration from the · Show drop down box and select the · OSHA Job Class.  Select · N/A to ignore the job class.  You may choose to save a Primary Return to Work Path for a case by clicking on the [image] to the left of the path that you wish.  If you save the data, internal ODG codes will be stored in the case's other information under the elements "ODG Primary RTW Path" and "ODG Best Duration".


Report Dates

• Case Management · Info

Data Retriever tracks the last report date and the next report date for each case.  These dates are displayed on the · Case Management · Info tab.

How Report Dates are Set

The Last Report and Next Report dates may be set in several ways:

•	The Next Report Date is initially set when completing the Referral Form ( · Case Management · Forms · Display · Referral).  This date is based on the Date of Referral and the First Rpt Days setting for this type of case ( · Lists | Cases Types).  If there is no First Rpt Days setting for this type of case, the Next Report Date will be defaulted based on the Date of Referral and the system variable "FirstReportDays".

•	You may manually change the Last Report Date and Next Report Date on the · Case Management · Info tab.

•	The Last Report Date may be set when completing a status report.  When you print a status report you will have the option of updating the case data with information contained on the form.  If you respond "Yes", the date of the report you just printed will update the case's Last Report Date.  Be careful and choose "No" when reprinting old Status Reports.

•	The Last Report Date will automatically be updated with the Date of Service of any item billed that "Triggers Inv" ( · Lists | Service Codes) if the Date of Service is greater than the current Last Report Date.  The Next Report Date will be set to the Date of Service + the Next Rpt Days setting for the type of case ( · Lists | Cases Types).  If there isn't a Next Rpt Days setting for this type of case, the Next Report Date will be set to the Date of Service + the system variable "NextReportDays".

How Report Dates are Used

The Next Report Date is used to warn you that a report for the case is due in x number of days when you access it.  The warning will only appear if the Next Report Date is within the number of days you set for the system variable "ReportWarningDays".

The Last Report Date is used when invoicing a case that only has one service code that "Triggers Inv" to be invoiced.  In this situation, generating a new invoice will include all activities up through the Last Report Date.  If you get an error message reading "no current record", then check the Last Report Date to ensure that it is consistent with the last "Triggers Inv" code billed.

The Last Report and Next Report dates are used to generate the Reports Due Report.  You may generate this report based on either date.

The Next Report Date is used to sort the list of Reports Due on the Calendar so that you will always see the reports that need to be done soonest at the top of the list.


Contacts

• Case Management · Contacts

The contacts page allows you to view and add parties that are involved with the case.  The list of contacts is initially populated from the parties you entered when completing the Referral Form.  You may access this screen by clicking on · Case Management from the Main Menu, selecting a case from either the · Name or · # drop down boxes, then clicking on the · Contacts tab.

To add a contact, click on the Add Contact button in the upper right corner of the page.  After doing so, the Person Search form will open so that you may select the person that should be added (refer to Using the Person Search Form).  After choosing or entering a new person you will be asked what the role of the person has on the case file (e.g. "Physician", "Home Health Nurse", "Spouse").  You must enter a role (up to 20 characters) before continuing on.

From the case contacts screen you may:

•	Open an EMail message addressed to a party by double-clicking on the party's EMail address.

•	Add an activity relating to a party by clicking on the party's phone number.  This will open the Add Activity form with a default note "Phone Call to: the party's name".

You may have a service codes default when adding an activity by modifying the system variables:  CallAttorneyApp, CallAttorneyDef, CallExaminer, CallPatient, and CallPhysician.  When you open the Add Activity form, if the role that the party plays is "Attorney-Appl", "Attorney-Def", "Claim Examiner", "Patient", or "Physician", Data Retriever will default the service code to the value of the respective system variable's value.  If you have formatting for your service codes, such as "AA-CC" where the dash is automatically inserted, do not enter the dash into the system variable values.

•	Print a #10 envelope addressed to the party by clicking on the corresponding [image] envelope button.

•	The list of contacts for a case determines which cases will appear when printing the Cases Worked On Report that is generated from the Referrals Report Generator when an external firm, location, or individual is specified.


Office Visits

• Case Management · Office Visits

The office visits page allows you to view, edit and add office visits for the case.  You may access this screen by clicking on · Case Management from the Main Menu, selecting a case from either the · Name or · # drop down boxes, then clicking on the · Office Visits tab.

To display an existing visit, click on the · Display drop down box in the top right portion of the window and select the visit you wish to view.  To create a new visit click on the · Add button.

The following data is shown on the office visits tab:

Status

• Status	Shown with a red background in the upper right corner of this page, displays the status of the office visit.  The status options include: Scheduled, Completed, In Progress, Cancelled and Re-Scheduled.  When you change a status, a window will appear for you to enter the date the status was changed.

Status Date	The date the status was last changed is indicated with a red background to the right of the · Status drop down box.

Provider Information

• Provider	Allows you to select who the provider is for this office visit.

Provider	Allows you to search for a provider instead of using the drop down list.

Address	Shows you the provider's address.  This must be edited by editing the provider's company information ( · Accessories | Contact Reference [image] Edit).

C/S/Z	Shows you the city, state, and zip code for the provider.  This information must be edited by editing the provider's company information ( · Accessories | Contact Reference [image] Edit).

Phone	Displays the provider's phone number.  This information must be edited by through the Contact Reference form ( · Accessories | Contact Reference [image] Edit).

Fax	Displays the provider's fax number.  This information must be edited by through the Contact Reference form ( · Accessories | Contact Reference [image] Edit).

Visit Information

Reason	The reason for this office visit.

Symptoms	The symptoms that the patient is experiencing.

Appointment Date	The date and time of the visit.

Add to Calendar	Clicking on this button will add an appointment to your To Do list so that you will be reminded of the appointment on your calendar.

Discharge Date	The date and time that this visit was completed.

Notes	Any notes you wish to record about this visit.

Diagnoses

Line 	The line number will automatically be assigned once you enter an ICD-9 code.  If you override the line numbers you must ensure that the line numbers are unique.

ICD-9	The diagnosis code given by the provider.

Description	The description will automatically be assigned once you enter an ICD-9 code.

• Show All	Clicking this button will display a window that shows all diagnoses for all office visits.  This is so that you may track the history of the patient's diagnoses.

Procedures

Line 	The line number will automatically be assigned once you enter a procedure code.  If you override the line numbers you must ensure that the line numbers are unique.

Procedure	The procedure code given by the provider.

Mod	The modifier code given by the provider.

Description	The description will automatically be assigned once you enter a procedure code and modifier.

• Show All	Clicking this button will display a window that shows all procedures for all office visits.  This is so that you may track the history of the procedures performed on a patient.

Prescriptions

• In Use	Shows whether or not the prescription is currently in use by the patient.

Prescription #	The prescription number.

Qty Prescribed	Quantity of medication prescribed.

Duration	How long the prescription should last.

Refills	Number of refills prescribed.

NDC	The National Drug Code for the prescribed medication.

Description	The description of the medication.  This will automatically fill in after you enter an NDC code that can be referenced in the NDC lookup table.

Dosage	The dosage prescribed.

Side Effects	Any side effects that may occur while using the medication.

Notes	Any special notes about the prescription.


Case Forms Overview

• Case Management · Forms

The forms page allows you to view, edit, and add predesigned forms to a case.  You may access this screen by clicking on · Case Management from the Main Menu, selecting a case from either the · Name or · # drop down boxes, then clicking on the · Forms tab.

The · Display drop down box in the upper right corner allows you to choose which form you wish to view.  When you select a type of form from this drop down box, the most recent copy of the form (the copy with the highest report number) will be displayed.

To view other copies of the form, you may select the report number from the drop down box to the right of the · Display drop down box.  Some forms do not allow multiple copies, such as the Referral Form.  If a form does not allow multiple copies, the report number drop down box will not be visible.

To add a new copy of the form displayed, click on the · Add button in the upper right corner of this window.

The pre-layed out forms that you may work with include:

Case Mgmt Plan	Allows you to set up a case management plan or care map for the patient.  To set up templates, refer to the section titled Case Management Plans in the chapter Setting up and Maintaining your Database.

Case Review	Allows a supervisor to review the case manager's performance on this case file.  The user must have report security of 2 or greater to access this form.

Client Interview	Allows you to complete multiple client interviews with the patient.

Employer Interview	Allows you to complete multiple interviews with the patient's employer.

Patient Care	Allows you to complete multiple analyses of items required to care for the patient.

Provider Interview	Allows you to complete multiple interviews with the patient's physicians.

Referral Form	The initial setup of the file begins with the referral form.  This intake form allows you to record the reason for referral, the primary contacts, and the basic setup information for the case.

Report (Final)	Allows you to complete a final report for the case.

Report (Initial)	Allows you to complete an initial report for the case.

Report (Status)	Allows you to complete multiple status reports for the case.

Additional forms may be available if you have purchased add-on forms packages.  Please consult the instructions that came with the add-on packages.

Many forms have a · Get Data button, located in the upper left corner of the form, that will copy data into fields on the form from information already saved for the case.  Depending on the form you've chosen, a window may appear that allows you to select pre-written template text for your form.  To set up templates, refer to the section titled Status Report Templates.

Each of the forms has a · Print button located in the upper right corner of the form.  Click this button to print your form.

Initial, Status, and Final Reports

The Initial, Status, and Final Reports have Auto Fill-In buttons that automatically merge case notes into the Case Management Interventions section.  The notes that are merged are taken from the Invoice/Report notes that were entered on activities that occurred within the reporting period specified on the report.  The notes are merged in chronological order.  Alternatively, you may click the [image] Append Notes button and choose the case's notes that you wish to merge.

You may change the default captions for these forms' text sections by using · Maintenance · Utilities · Form Captions.  Refer to the section titled Form Captions in Maintenance.


Authorization

• Case Management · Authorization

The authorizations page allows you to view, edit and add letters of authorization for this case.  An authorization allows you to record an approved amount of billing.  Authorizations allow you to set warnings that let you know when your billings approach the authorized amount.  You may access this screen by clicking on · Case Management from the Main Menu, selecting a case from either the · Name or · # drop down boxes, then clicking on the · Authorization tab.

To display an existing authorization letter, click on the · Display drop down box in the top right portion of the window and select the authorization you wish to view.  To create a new letter click on the · Add button to display a new blank authorization screen.  To print the authorization, click on the · Print button.

The following data is shown on the authorization tab:

Status

• Proposal Status	Shown with a red background in the upper right corner of this page, displays the status of the proposal.  The status options include: Proposed, Processing, Declined, Accepted.  When you change a status, a window will appear for you to enter the date the status was changed.

Status Date	The date the status was last changed is indicated with a red background to the right of the · Status drop down box.

Proposal Information

Proposal Date	The date of the proposal.

Message	The text you wish to include in your letter.

• To	The name of the person you wish to send the authorization letter to.

To	Allows you to search for the person to send the letter to.

Company	The company that the recipient works for.

Address	The address to send the authorization letter to.

City/State/Zip	The city, state, and zip to send the authorization letter to.

Notes	Any notes that you wish to include about this proposal.

Stage	The stage you wish to quote a proposed amount for.

Proposed Amount	The proposed dollar amount for work to be performed during the stage specified.

Notes	Any notes regarding the work to be performed during the stage specified.

Warn at %	A percentage of the proposed amount that will be used to determine whether or not the case stage is approaching the total proposed amount.  If you enter an activity that will make the total billed amount for the stage exceed the Warn at Percentage * the Proposed Amount a warning dialog will appear.  The warning will only appear if the authorization's status is set to "Accepted".


Bills

• Case Management · Bills

The bills page allows you to review invoices and payments for the case selected.  You may access this screen by clicking on · Case Management from the Main Menu, selecting a case from either the · Name or · # drop down boxes, then clicking on the · Bills tab.

At the top of this page you will see the total balance due on this case file.  To print a Claim Billing Summary statement for this case, click on the · Print button.

You may select a bill by clicking once on it from the Bills list at the top of this page.  Once selected, any payments credited to the invoice will appear in the Payments section.  If you double-click on a bill, Data Retriever will open the invoice in accounting and display the bill's details.

At the bottom of this page you will see a list of Credit transactions.  These transactions are created when you receive overpayments and disburse credits on a case.


Activities

• Case Management · Activities

The activities page allows you to review work performed on a case in chronologically descending order so that you can understand the history of interventions.  You may access this screen by clicking on · Case Management from the Main Menu, selecting a case from either the · Name or · # drop down boxes, then clicking on the · Activities Tab.

You may show · All, · Completed Only, or · To Do activities by selecting the appropriate radio button at the top.  To print the activities, click on the · Print Activity Report button and the Billed Case Work Report will print for this case.  A dialog box will appear that allows you to choose to print invoiced and/or uninvoiced activities.

You may select an activity by clicking once on any of the line items displayed.  Once selected, any notes for the current activity will be displayed at the bottom.  To edit an activity you must double-click on it to open the Daily Entry Log.  You may edit the activity so long as it is within the period specified by your system variable "DaysOfEdits" (this variable may be set using · Maintenance · System or · Maintenance · Utilities · System Variables).

To create new activities refer to the topic "Overview on Time and Billing" in the chapter titled "Time and Billing".

•	A system variable "PrintCaseActivity" allows you to set the default options for printing the Activity Report.  Use the following values for the default you desire:

Value	Default

1	Invoiced activities will be checked.

2	Uninvoiced activities will be checked.

3	Both Invoiced and Uninvoiced activities will be checked.


Notes

• Case Management · Notes

The notes page allows you to review case notes in chronologically descending order so that you can understand the history of interventions.  You may access this screen by clicking on · Case Management from the Main Menu, selecting a case from either the · Name or · # drop down boxes, then clicking on the · Notes Tab.

To edit a note you must double-click on it to open the activity in the Daily Entry Log.  To find a particular note, you may click on the · Find button and specify the text that you wish to search for.

To print notes, click on the · Print Notes button and a dialog box will appear for you to choose a range of dates to print.  You may choose to print · Internal and/or · External notes by clicking the appropriate check boxes.

To create notes refer to the topic "Overview on Time and Billing" in the chapter titled "Time and Billing".


Letters

• Case Management · Letters

The letters page allows you to view, edit and create documents pertaining to the case.  You may access this screen by clicking on · Case Management from the Main Menu, selecting a case from either the · Name or · # drop down boxes, then clicking on the · Letters Tab.

To display an existing letter, click on the · Display drop down box in the top right portion of the window and select the letter you wish to view.

To create a new letter click on the · Add button.  You will be asked for a name for the document you wish to create.  Next, you may either type directly into your document, · Choose a Template to use, or [image] Append Case Notes.

If you wish to use a template, click on the · Choose a Template button to display the dialog box shown below.  You may select a · Category to help narrow down the list of templates to select from.  To merge a template into your document, double-click on your choice, or click once to select, then click on the · Use Template button.  You may customize the document after the data from the case has been merged into the document.  If any data required for the merge is missing, you will see text enclosed by brackets that read "[No Data For: name of data to merge]".

•	Templates are created using · Maintenance · Utilities · Standard Letters.

If you wish to append case notes to your document, you may do so by clicking on the [image] Append Case Notes button.  The window shown below will display all notes recorded for this file.  You may limit the notes displayed by entering a date range into the From and To edit fields.  You may sort your notes either date descending or ascending by clicking on the [image] button next to the Date header.

To append a note, double-click on it and it will be appended to the end of your document.  You may later use Windows' cut (Ctrl-X) and paste (Ctrl-V) features to move the text around in your document.  If you wish for the date of the note to precede the note text, be sure to check the · Include the Date... checkbox before selecting your notes.

After you have completed editing your document, you may print it by clicking on the · Print Document button.


Savings

• Case Management · Savings

The savings page allows you to view, edit and create entries to track cost savings for the case.  You may access this screen by clicking on · Case Management from the Main Menu, selecting a case from either the · Name or · # drop down boxes, then clicking on the · Savings Tab.

You may enter a new cost savings item by scrolling to the bottom of the listed entries (to the blank line with an asterisk to the left) and selecting a reason from the · Savings Reason drop down box (the full description will print on the Savings report).  You may enter a detailed description of the services you performed to achieve the savings to the right.

For each entry there are two lines of detail.  The first line contains original costs that would have been incurred if no intervention took place.  The second line contains actual costs as a result of intervention.  You may specify the number of Hours per Day, Number of Days, and Hourly Rate to automatically calculate the cost (Hrs/Day x Number of Days x Rate = Cost).  If you do not specify the Hrs/Day the Cost will be calculated by Number of Days x Daily Rate.  You may override the calculated cost or simply enter the cost with no breakdown if you wish.

The Gross Savings is calculated based on the Original Cost minus the Actual Cost.  You may enter any additional notes in the yellow notes section.

To delete an entry, click in the gray area to the left of the line and press the Delete key on your keyboard.

You may print a Savings Report for this case by clicking on the · Print button.

•	To edit the list of Savings Reasons refer to Maintenance | Savings Reasons.


OLE

• Case Management · OLE

The OLE page allows you to view, edit and create embedded objects to a case.  OLE is a Microsoft technology that stands for Object Linking and Embedding.  This page enables you to link your work done in other programs such as Microsoft Word and Excel to your Data Retriever case file.

You may access this screen by clicking on · Case Management from the Main Menu, selecting a case from either the · Name or · # drop down boxes, then clicking on the · OLE Tab.

To display an existing OLE document, click on the · Display drop down box in the top right portion of the window and select the letter you wish to view.

To create a new OLE document click on the · Add button.  You will be asked to for a name for the document you wish to create.  The name you entered will be added to the · Display drop down box for you to choose.  Select the document from the · Display drop down box.  Next, right click in the document area to display the Insert Object dialog box shown below.

Select 'Create from File', then navigate and choose the file you wish to link.


Other

• Case Management · Other

The other information page allows you to view, edit and create various elements that you define (user definable fields).  You may access this screen by clicking on · Case Management from the Main Menu, selecting a case from either the · Name or · # drop down boxes, then clicking on the · Other Tab.

You may enter a new item by scrolling to the bottom of the listed entries (to the blank line with an asterisk to the left) and selecting an element from the · Element combo box.  Next, you may enter a value for the element in the Value field.

To add default information elements, click on the · Add Defaults button.  The defaults that will be added depend on the case type assigned to this file.  To modify your list of default elements refer to · Lists | Other Info Defaults for Case Types.

To delete an entry, click in the gray area to the left of the line and press the Delete key on your keyboard.

•	The · Element drop down list may be edited by using · Lists | Info Elements.

•	You may run an Other Info Report from the Reports Menu to find all cases that have a particular value for an element.


Overview of Time and Billing

The time and billing process for Data Retriever is as follows:

Enter Activities · Trigger an Invoice · Trial Invoice · Finalize Invoice

There are two time and billing entry screens available in Data Retriever.  One screen is an activity screen that allows you to focus on one activity at a time.  The other screen is the Daily Entry Log, or Daily Billing Sheet, that allows you to enter several activities onto one screen.  Any entry made using the activity screen will automatically appear on your daily entry log.

There are four ways to view the add activity screen:

•	From the menu bar choose · ToDo | Add Item.

•	From the · Daily Entry Log click on the Add Activity button.

•	From Case Management you may right-mouse click anywhere on the Case Management window.

•	From the Contacts page in · Case Management you may by double-click on a contact's phone number.

You may access the · Daily Entry Log by selecting it from the Main Menu.

Time and billing may be reviewed by case using the · Case Management · Activities screen (Case-centric).  If you wish to review time and billing by employee by day (Employee/Day-centric), you should use the Daily Entry Log.  Otherwise, you may print a Case Work report that shows you all activities performed by date, by employee, by case.


Entering Activities on the Add Activity Form

• ToDo | Add Item

• Daily Entry Log · Add Activity

• Case Management - Right Click | Add Activity

• Case Management · Contacts - Double-Click Phone Number

Enter Activities · Trigger an Invoice · Generate the Invoice

If you open this window through the Case Management window the Case Name and #  fields will default to the case displayed on the Case Management window.  Additionally, if you open this screen through the · Case Management · Contacts tab, the Invoice/Report Notes will default to "Phone Call to: the party's name" and the code billed may be defaulted based on the contact's role.  The Case Manager field is assigned to the user who is logged into the system.

•	You may set service code defaults for activities added through · Case Management · Contacts by modifying the system variables:  CallAttorneyApp, CallAttorneyDef, CallExaminer, CallPatient, and CallPhysician.  When you open the Add Activity form, if the role for the contact is "Attorney-Appl", "Attorney-Def", "Claim Examiner", "Patient", or "Physician", Data Retriever will default the service code to the value of the respective system variable's value.  If you have formatting for your service codes, such as "AA-CC" where the dash is automatically inserted, do not enter the dash into the system variable values.

You may modify data displayed in the Add Activity form that isn't grayed out.  The data available on this form includes:

Header Information

• Case Manager	This defaults to the person logged into Data Retriever and may not be changed.

• Case Name	The name of the patient who's case you wish to bill.  The Name and # fields are synchronized to refer to the same case file.

• Case #	The case number you wish to bill.  The Name and # fields are synchronized to refer to the same case file.

Activity Dates	The dates that this activity covers.  You must enter a begin date.  The end date is optional.

Billing Information

• Stage	The stage that you want this billing to be classified as.

• Code	The service code that you wish to bill ( · Lists | Service Codes).  When you use a code that "Triggers Inv" the last report date and next report dates for the case will be revised.  The next report date is dependent on the "Next Rpt Days" setting for the given type of case ( · Lists | Case Types).

Bill	The amount of time to bill.  You may make entries in tenths of a hour without entering the decimal if you set the System Variable "EnterInTenths" to -1.

Act	The actual amount of time spent performing this activity.  You may make entries in tenths of a hour without entering the decimal if you set the System Variable "EnterInTenths" to -1.

Rate	The hourly or unit rate to charge for this code.  The default rate depends on the rate table assigned to the patient ( · Maintenance · Rate Tables).

Ext Amt	The extended amount is calculated based on the Billed quantity multiplied by the Rate.

Emp Expense	Employee expense is the amount to reimburse the employee for this activity.  This field is used to calculate the Expense Report.

Notes

• Type of Activity	This field is for your reference only.

• Who to Contact	This field is for your reference only.

Place	This field is for your reference only.

Internal Notes	These notes are for your internal use only.

Invoice Notes	These notes are for letters, reports, and invoices.

Other

Started Time	The time (according to your computer's time setting) that this form was opened.

Time Elapsed	The number of minutes that have elapsed since this form was opened.

Button	This will transfer the number of minutes elapsed to the Billed and Actual time fields.  It will round to the nearest tenth, with a minimum amount of one-tenth.

• Next	Allows you to bill another activity for this same case.

• Close	Closes this window.

• Cancel	Cancels this entry.


Entering Activities on the Daily Entry Log

• Daily Entry Log

Enter Activities · Trigger an Invoice · Generate the Invoice

You must have security access to Enter Daily Billing in order to create or edit data in this form.

The Daily Entry Log allows you to enter multiple activities for a case manager for a given date.  This "day card" entry allows you to have administrative personnel enter day cards submitted by case managers.  You may open the · Daily Entry Log from the Main Menu switchboard.

When you first open the Daily Entry Log the · Case Mgr drop down box will default to whoever is logged into Data Retriever, and the Date of Service will default to your computer's system date.  You may change entries to indicate the appropriate person's day card that you wish to create or edit.  The Entered By drop down box is not editable and will display the person's name who edited the day card last.

The Daily Entry Form is divided into two sections.  The top section shows you several line items for the day card.  The bottom section shows you the details for the line entry selected in the top section (indicated by an arrow to the left of the line).  The data available on this form includes:

Line Item Entry Fields (top)

• Case	The Case ID that you wish to enter a billing charge for.  You may enter charges either by using your internal Case ID numbers or by entering patient last names.  If you wish to enter billings by patient last names, you may click on the "Case" title above this column to toggle the drop down list between Case ID numbers and Patient Last Names.  You may set the system variable "DBEByClientName" to -1 if you wish to default entering your entries by patient name.

Search	You may click this button to search for a client to bill.

Service Date	The date that the service was performed.  This date defaults to the date selected at the top of the day card.  The intent of a day card is to record a case manager's daily activities according to the daily sheet that the case manager submits.  Sometimes, a case manager may add an activity that happened in the past.  The new activity, though it may have a different date than the day card, should be entered on the day card matching that of the case manager's submission instead of editing the original day card.  This enables you to keep an audit trail of entries.

• Stage	The stage that you want this billing to be classified as.

• Code	The service code that you wish to bill ( · Lists | Service Codes).  When you use a code that "Triggers Inv" the last report date and next report dates for the case will be revised.  The next report date is dependent on the "Next Rpt Days" setting for the given type of case ( · Lists | Case Types).

Billed Hours	The amount of time to bill.  You may make entries in tenths of a hour without entering the decimal if you set the System Variable "EnterInTenths" to -1.

Actual Hours	The actual amount of time spent performing this activity.  You may make entries in tenths of a hour without entering the decimal if you set the System Variable "EnterInTenths" to -1.

Rate	The hourly or unit rate to charge for this code.  The default rate depends on the rate table assigned to the patient ( · Maintenance · Rate Tables).

Ext Amt	The extended amount is calculated based on the Billed quantity multiplied by the Rate.

Reimbursement	Employee expense is the amount to reimburse the employee for this activity.  This field is used to calculate the Expense Report.

• Add Activity	This button will allow you to enter an activity using the Add Activity Form instead of the Daily Entry Log.

• Import TK	This button is only visible if you have installed Cogniscaena's Timekeeper program.  Clicking this button allows you to import a Timekeeper data file into this daily entry sheet.  Refer to your Timekeeper user's manual for more information.

Detail Fields (bottom)

Patient Name	The patient's name.

Schedule	The Fee Schedule assigned to this case file.

Totals	The Total Billed and Expensed on this day card.

Service Desc	The full description of the service code billed.

Units	The type of unit for this service code.

Invoice Status	The invoice status for this line item.

Internal Notes	Any notes that you would like to keep for your own use.  You may double-click on this field to have it "Zoom" to a larger pop-up edit window.

Invoice Notes	Any notes that you would like to use on invoices or status reports.  You may double-click on this field to have it "Zoom" to a larger pop-up edit window.

Adding Entries

You may add entries to this day card by scrolling to the bottom of the entries and entering your data.  The new record line has an asterisk to the left of it.

Deleting Entries

You may delete an item by right-clicking on the line you wish to delete, then selecting Delete from the pop-up menu.  You may also delete an item by clicking on the gray box to the left of the line you wish to delete, then pressing the Delete key on your keyboard.

After you have completed a Daily Entry Log sheet, you may print it by clicking the · Print button in the upper right corner of the window.

•	A Daily Entry Log may be "locked" based on the Number of days to allow for edits set on the · Maintenance · System tab.

•	An individual line entry may be "locked" based on it's Invoice Status.  If an item has already been invoiced, you may not edit it unless you set the invoice status back to "To be Invoiced" using · Maintenance · Utilities · Change Inv Status.

•	A Case ID may appear blank if you return to a daily billing entry sheet after the case has been closed.


Triggering Cases to be Invoiced

Enter Activities · Trigger an Invoice · Generate the Invoice · Print

In order to invoice a case file, you must be sure that at least one uninvoiced activity "Triggers an Invoice".  This feature ensures that you do not invoice files that have not had a report billed.  To review codes that have been billed on a file, goto · Case Management · Activities and you will see the chronology of activities billed.  All uninvoiced items will appear at the top of the list.

•	You may review your billing code settings to determine which codes "Trigger Inv" by going to · Lists | Service Codes.

In order for a case to be ready to be invoiced you must enter an Employer, an Insurer, an Invoice To person, a rate table and a schedule on the Referral Form.  If a case does not appear in your list of cases to be invoiced you should review the information entered on the Referral Form.


Creating a New Invoice

• Accounting · Invoicing · New

Enter Activities · Trigger an Invoice · Generate the Invoice · Print

You must have security access to Enter Invoice Information in order to create or edit data in this form.

To create a new invoice you should do the following:

1.	Open the · Accounting Menu from the Main Menu.

2.	Select the · Invoicing option to open the Invoicing form.

3.	Click on the · New button at the top of the Invoicing form to display a list of cases that are ready to be invoiced.

4.	Select the case that you wish to invoice, then click the · Continue button.  You may optionally double-click a case in the list to select and continue.

If a case does not appear in your list of cases to be invoiced you should review:

•	Uninvoiced activities should include an item that "Triggers an Invoice".  Refer to the topic "Triggering Cases to be Invoiced" in the chapter titled "Time and Billing".

•	The information entered on the Referral Form.  The Referral Form must have an Employer, an Insurer, an Invoice To person, a rate table and a schedule.

5.	After selecting the case to be invoiced you will be returned to the Invoicing window with a new invoice number, the case's information filled into the header fields, and the items to be invoiced displayed in the detail.

The new invoice number is depends on the number and format settings in · Maintenance · System.

If no detail lines appear you should verify the case file's Last Report Date in · Case Management · Info.  When invoicing a case, all activities up through the Last Report Date will be brought onto the invoice.  The last report date is automatically set when entering a code that triggers an invoice, but may also be set while performing other activities within Data Retriever.

6.	If a credit balance exists on the case being invoiced, you will be presented with a dialog box asking if you wish to apply any of the credit amount to the invoice.  If you choose to apply some of the credit, a line item will be added to the invoice with the service code "CR".  Additionally, an entry will be made to the table tbl_Credits to offset some or all of the credit balance.  You may review credit transactions for a case  by opening the · Case Management window to the · Bills tab.

You may print a listing of cases that are ready to be invoiced by clicking on the · Print button.


Editing an Invoice

• Accounting · Invoicing

You must have security access to Enter Invoice Information in order to create or edit data in this form.

To edit an invoice you must open the Invoicing form by clicking on · Accounting from the main menu, then selecting the · Invoicing button.  Enter the invoice number that you wish to edit into the Invoice # field at the top, or click on the [image] Search button next to it to search for the invoice that you wish to edit.

Only fields that are not grayed out may be edited.  If the detail lines are grayed out, the invoice has been finalized.  To edit it, you must first set the invoice's status to "To Be Invoiced" using · Maintenance · Utilities · Change Inv Status.

The following fields are available on this form:

Header

Inv Date	The date of the Invoice.

Schedule	The fee schedule in effect for this case (located to the right of the Invoice Date).

Case ID	Your internal file number.  If you double-click on this field, the case management window will automatically open with the case displayed.

Worker Name	First and Last Names of the Patient.

Claim#	The insurance carrier's claim number.

DOI	The date the patient was injured.

QIW	The date the patient's status was changed to Qualified Injured Worker.

• Case Manager	The primary case manager assigned to this file.

• Type of Report	This field is reserved for future use.

• Report #	The number of the report, indicated by the Type of Report, that is related to this invoice.

Bill To	The person that the invoice will be addressed to.  Refer to the party specified on the Referral form.   To edit who and where the invoice will go to you must use the [image] Search button.

Button	Allows you to search for the "Bill To" person using the Person Search form.

Notes	Any notes that you wish to keep for this invoice.  The notes may print on the invoice depending on your Invoice Styles settings.  You may double-click on this field to have it "Zoom" to a larger pop-up edit window.

• Reviewed By	The name of the bill review/cost containment company that reviewed this bill.

• AR	This button will display the Payments Received for Invoice screen shown below.

• Refresh Items	The Refresh Items button will remove all items from this invoice, then requery all activities for the case and rebuild the invoice with line items.  This is useful if you add new activities to day cards and wish to have them added to the invoice.

• Totals	The Totals button will display a window that shows you the Stage totals, Aging totals, and Category totals that will be printed on the invoice.

• Print	The Print button will display the Print Invoice dialog box that allows you to print Trial or Final Invoices.  Refer to the following section on Printing Invoices for more details.

Details

Line	The invoice line number.

Emp ID	The employee's ID who performed the service.

Dates of Service	The date(s) of service from start to end.

Stage	The stage that you want this billing to be classified as.

Service	The service code that you wish to bill ( · Lists | Service Codes).  When you use a code that "Triggers Inv" the last report date and next report dates for the case will be revised.  The next report date is dependent on the "Next Rpt Days" setting for the given type of case ( · Lists | Case Types).

Bill	The amount of time to bill.  You may make entries in tenths of a hour without entering the decimal if you set the System Variable "EnterInTenths" to -1.

Act	The actual amount of time spent performing this activity.  You may make entries in tenths of a hour without entering the decimal if you set the System Variable "EnterInTenths" to -1.

Rate	The hourly or unit rate to charge for this code.  The default rate depends on the rate table assigned to the patient ( · Maintenance · Rate Tables).

Amount	The extended amount is calculated based on the Billed quantity multiplied by the Rate.

Rev Amount	The adjusted, or reviewed amount after receiving payment.  The default for reviewed amounts is payment in full (the same amount as the Amount field).  If a line item will not be paid by the payer, you may make an adjustment to this amount to reflect the amount that will be accepted as payment in full.  After entering the new Reviewed Amount, an adjustment window will be displayed so that you may record any notes pertaining to the adjustment.  Refer to Adjustments.

Notes	Notes that you may wish to have printed on the invoice.

Button	This button allows you to open a notes window to display and edit the notes field for this line entry.

•	You may double-click on any of the line item entries to automatically open the Daily Entry Log to the item appearing on the invoice.

Adding an Item to the Invoice

You may add entries to this invoice by scrolling to the bottom of the entries and entering your data.  The new record line has an asterisk to the left of it.  We recommend that you add items to Daily Entry Logs and "Refresh" the invoice in order to provide an audit trail for the activities you add.

Deleting an Item from the Invoice

You may delete an item by right-clicking on the line you wish to delete, then selecting Delete from the pop-up menu.  You may also delete an item by clicking on the gray box to the left of the line you wish to delete, then pressing the Delete key on your keyboard.

Removing an Item from the Invoice

You may remove an item from an invoice so that it may be included on another invoice by right-clicking on the line you wish to remove, then selecting Remove from the pop-up menu.  You may also remove an item by double-clicking on the line number that you wish to remove.  Removing an item will not delete the activity, it will merely remove it from the current invoice.


Printing Invoices

• Accounting · Invoicing · Print

Enter Activities · Trigger an Invoice · Generate the Invoice · Print

To print an invoice, open the Invoice Window and select a invoice (refer to the previous section on Editing an Invoice).  Next, click the · Print button.  When you do so, the Print Invoice window will appear.

Select · Print Trial Invoice Only to print a copy of the invoice without finalizing it.  The invoice will have the words "Trial Invoice Only" printed on it.  To finalize an invoice, select the · Print Invoice option.  Once you have finalized an invoice, the line items will be grayed out to prevent further changes.  If you wish to make edits to a finalized invoice you must first change its status back to "To be invoiced" using the · Maintenance · Utilities · Change Invoice Status.

The · Invoice style will default to the invoice style assigned to the payer.  Default invoice styles are assigned when you add new Insurance Carriers and TPAs.  You may edit invoice style defaults by editing existing companies in Contact Reference.

When you print a final invoice, the style you use will be saved for that invoice.  Future Re-prints through Invoicing, Aging, or Notices will retain the same layout.

You may enter the number of copies you would like to print in the Copies box.

Click the · Print button to print your invoice(s).


Invoice Styles

• Maintenance · Utilities · Setup Invoice Styles

Invoice styles allow you to define layouts for your printed invoices.  When you print an invoice, the Print Invoice window will default the invoice style depending on the payer's default invoice style setting.  Once you print an invoice the style selected will be saved with the invoice so that reprinted copies of the invoice will be formatted the same.

To access the Invoice Style definition window, click on the · Maintenance button on the Main Menu.  After the maintenance window is displayed, select the · Utilities tab, then click on the · Setup Invoice Styles button.

To edit an existing style, select the name of the style from the · Invoice Style drop down box.  To create a new style, click the · New button and specify a name for your new style.  You may copy the invoice style on screen by pressing the Copy button and specifying a new name for the style.

There are several sections of an invoice that you may define.  These sections include:

Header and Client Information Sections

Checking any of the following boxes will make the corresponding data visible on the printed invoice.

• Print Logo	Logo and Header lines that appear at the top.  If you use pre-printed letterhead you will wish to uncheck this box ( · Maintenance · System).

• Carriers Claim	The Carrier's Claim number ( · Case Management · Info).

• Claimant	The patient's name ( · Case Management · Forms · Display · Referral).

• Insured	The patient's employer ( · Case Management · Forms · Display · Referral).

• Contract	The insurer's contract number ( · Case Management · Forms · Display · Referral).

• Soc Sec Num	The patient's social security number ( · Case Management · Forms · Display · Referral).

• Date of Injury	The date of injury ( · Case Management · Info).

• Business Code	The type of case ( · Case Management · Info).

• File Number	Your Case ID number assigned.

• Consultant	The primary case manager assigned to the case ( · Case Management · Info).

• Notes to Print	You may choose to print one of the following three notes in the "Notes" box:  The notes that appear on the invoice, the notes for the schedule being used for the case, or the remit-to notes defined for the remit-to location.

Line Item Detail Section

• Print Line Notes	Checking this box will print the invoice notes embedded within your line items.

Column	The column number determines the order of columns in the detail section.  The column numbered 1 will be the left-most column in the details.  You may have as many columns as you wish, but the total width will be limited to the width of the page.

• Field	The data field that you wish to use for this column.  You must choose from the available options.

Width	The width allocated for this column in inches.  The optimal total width will depend on the number of columns that you specify due to spacing between the columns.  To check an invoice style you may open the invoicing window, select an invoice, and print/preview it with the style you have defined.

• Show Details	This option determines whether or not to show the column's detail information.  For example, you may wish to show a total amount due, but not show each line item's charge amount.  To do so, you would uncheck this option for the Extended Amount column.

Summaries Section

• Stage Totals	Shows totals for the case summed up by stage at the bottom of the printed invoice.

• Category Totals	Shows totals for the case summed up by the various service code categories at the bottom of the printed invoice.

• Aging	Shows aging for the case, as of the invoice date, at the bottom of the printed invoice.

• Line Notes Addendum	Allows you to print all line item notes on a separate notes addendum page.

You may delete a style by selecting it for editing using the · Invoice Style drop down box, then clicking the · Delete button.


System Variables affecting Invoicing

• Maintenance · Utilities · System Variables

The following system variables may affect invoicing.  To edit system variables open the Maintenance window by clicking · Maintenance on the main menu.  Select the · Utilities tab and click the System Variables button.  To find the system variable, scroll through the list (it is sorted alphabetically).  You may only edit the value column for system variables.

CMOnInvoice	When set to -1, if the cursor enters the notes field on the Invoicing screen, Data Retriever will add the Case Manager's name to the notes.

Include0BillOnInv	When set to -1, activities that have 0 billed hours will appear on invoices.

InvDateOnFinalPrint	When set to -1, the Invoice Date will be set to your computer's system date when you print the final version of your invoice.

InvNumFormat	This is the format you set in · Maintenance · System.

InvNumNext	This is the next number to assign if InvNumXLoc is 0.  You may also modify this variable in · Maintenance · System.

InvNumXLoc	Set to -1 if you wish invoice numbers to increment based on location.  You may also modify this variable in · Maintenance · System.

InvNumZeroes	Set to -1 if you wish the invoice number to be padded with zeroes.  You may also modify this variable in · Maintenance · System.

InvPrint	Sets the default number of copies to print on the Print Invoice screen.

InvoiceMessage	You may enter text that you wish to default for your invoice notes.  The text will automatically be added to the invoice notes field if the cursor enters the notes field in the Invoicing screen.

InvoiceRepeatDates	When set to 0, the date will not repeat printing if it is the same date as the previous line.

InvThisLocOnly	When set to -1, the list of cases to invoice will be limited to cases assigned to the Location ID specified by the system variable "LocationID"

NewInvoiceByCaseID	When set to -1, you will not be presented with a list of cases ready to be invoiced.  Instead, you must enter the case number manually.

PrintShadingOnInv	When set to -1, section headers will be shaded in the background to make the invoice section breaks more prominent.


Overview

The receivables process for Data Retriever is as follows:

Finalize Invoices · Post Payments · Record Adjustments · Review Aging · Send Notices

Finalize Invoices

The first step in the receivables process is generating and finalizing invoices.  Invoices that are in a "trial" status only do not contribute to receivables.  To finalize invoices refer to the section Printing Invoices.  After an invoice is printed and sent, you will anticipate payment.

Post Payments

If a payment is received, you should enter the payment information and credit the invoice using · Accounting · Receivables.  All payments are recorded in deposit batches that can later be reconciled with bank statements.

Record Adjustments

Sometimes the payer will pay an invoice short, thereby leaving a balance on the invoice.  If you accept the payment as payment in full and wish to make an adjustment to the invoice's balance, you may open the invoice and edit the Review Amount.  Any change to the Review Amount will open an adjustment screen to record notes about the reduction to the invoice.

Review Aging

To review which invoices have outstanding amounts you may generate an Aging report using · Reports · Aging.  The aging report will show you monies due by Payer, Case, or Invoice.

Send Notices

If you would like to send collections letters to payers, you may do so by using · Reports · Notices.  Notices are automatically generated from standard letter templates that you create using · Maintenance · Utilities · Standard Letters.

Searching for a Payment

You may search for payments using · Accounting · AR Search.


Posting Payments

• Accounting · Receivables

You must have security access to Process AR in order to create or edit data on these forms.

To post payments you need to open the AR Batch window by doing the following:

1.  	Click on · Accounting from the main menu.

2.	Select the · Receivables button.

3.	Click on the · New button if you wish to create a new deposit and enter a deposit date.  Then double-click on the batch you wish to open or click on the · Open Batch button.

When the AR Batch screen opens, the Batch ID and Date of Deposit will default to the information from the batch (you may not edit these fields).  You may enter the following information for each payment:

 	This search button opens the Payer Search window that allows you to search for an invoice to apply a payment to.  You may search by the payer's name, the carrier's claim number, the patient's last name, the invoice number, and/or the invoice amount.

Date Rec'd	This is the date that the payment was received.  If you leave the date received field blank, it will default to the date of the batch.

• From	This field indicates who the payer for the invoice is.  If you select an entry for the · From field, the · Reference drop down box will be refreshed to only show open invoices for that payer.  Otherwise, if you skip the From field and enter an invoice number into the · Reference drop down box, the · From field will automatically be filled in with the selected invoice's payer.

•	You should be careful when entering the · From field.  If you have a payer that has multiple locations, but the same name, you will need to make sure to select the correct entry that matches the invoice's payer's specific location.  If you aren't sure which payer is the correct entry and don't know the invoice number, you should search for the invoice using the [image] button instead.

• Ref	The · Reference drop down list is usually for specifying what invoice is to be credited for the payment received.  Once you enter an invoice number, the · From field will automatically be filled in with the invoice's payer, and the Check Amount and Apply Amount fields will default to the balance due on the invoice.

Inv/Case Button	The text on this button toggles between Inv and Case.  If it reads "Inv #", the · Ref drop down box will be filled with all outstanding invoice numbers.  If it reads "Case", the · Ref drop down box will be filled with all open case numbers.

•	If the payment received is an overpayment or credit you will not be able to apply it to an invoice.  Instead, you must apply overpayments to case files.  To do so, click this button so that it reads "Case" and enter the case number into the · Ref drop down box.  Also note that the · Code will be changed to "2" to indicate that the payment is a credit.  Credit payments are posted to tbl_Credits as a credit transaction.  You may review credit transactions for a case by opening the · Case Management window to the · Bills tab.

Check Number	This is the check number printed on the payment.

Check Amount	This is the total amount of the check.

Apply Amount	The amount of this payment that you wish to apply to the invoice or case selected in the · Ref drop down box.  If the total amount of the check is not applied when you leave this line, a Check Details screen will open to allow you to distribute the remaining amount of the payment.

• Code	This field indicates the type of payment received.  It will default to 0 if crediting an invoice and a 2 if crediting a case.

Notes	Any notes pertaining to the payment received.

Button	Opens the Check Details screen to review the full distribution of the payment.


Recording Adjustments

• Accounting · Invoicing · Change Rev Amount

You must have security access to Enter Invoice Information in order to create or edit data in this form.

If you need to write-off a portion of an invoice's amount due, open the invoice in the Invoicing screen (refer to the section Editing an Invoice) and make edits to the Review Amounts.  Each change you make to the Review Amount will open an Adjustment screen to record notes about the reduction to the invoice.

The Adjustment screen allows you to record the following information:

Adjustment ID	An automatic, serialized number, that uniquely identifies this adjustment.

Date	The date the adjustment was entered.  This date defaults to your computer's system date.

• Adjustment For	The case manager who performed the activity being adjusted.

Amount	The amount of the adjustment.  This amount will automatically default based on the change that you made to the Rev Amount field on the invoice.  You should not change this amount.

Inv Num	The number of the invoice that the adjusted entry appears on.

Line	The line number of the invoice that the adjusted entry appears on.

Reason	The reason for the adjustment.  This field defaults to the text "Service: code".

• Entered By	This field will default to the person who is logged into Data Retriever.

Click the · Close button to save and close this window.


Reviewing your Aging

• Reports · Aging

You must have Report Security equal to or greater than 2 in order to generate these reports.

To review the amount owed to you, you may run an Aging Report by selecting · Reports from the main menu, then clicking on the · Aging button.

You may run an Aging report as of the date you specify in the Report As/of field.  Only invoices on or prior to the date specified will be included in your report.  Payments received must have a deposit date on or prior to the date specified to be included on the report.

You may choose which invoices to include by selecting an option for the Show group of radio buttons.  You may also select which invoices to show based on their age.  Check the categories that you wish to include from the · 0-30, · 31-60, · 61-90, · 91-120, and · 120+ days check boxes.  Only invoices that fall within the specified number of days outstanding will appear on your report.

The Group by option allows you to specify how you wish to summarize your data.  If you group by · Case, you will see outstanding amounts summed up by case without any invoice details.  If you group by · Invoice, you will see detailed information by invoice.

The Sort By list allows you to specify how you wish the information to be sorted.  The most common option for printing the aging report is to Group By Invoice and Sort By Case or Worker.

To print your report, click the · Print button.  After the Aging Report finishes spooling to your printer, a message box will asked if you wish to print the corresponding invoices.

•	You may print a Claim Billing Summary statement for an individual case using · Case Management · Bills · Print.


Aging Notices

• Reports · Notices

To print collections notices for invoices outstanding select · Reports from the main menu, then click on the · Notices button.  After notices are printed, entries are made into the table tbl_SysDocsSent to log each of the notices sent.  Each time you print notices, Data Retriever inspects the log of notices sent to prevent printing the same notice twice.

Copies of the outstanding invoices will be printed after the notices finish.

To print notices, you must first set up Standard Letters that have specific names.  Notices must be named beginning with "AgingNotice".  To specify a notice to be sent to a group of invoices based on the number of days old, add a number to the end of "AgingNotice" to indicate how many days out (in groups of 30 days) you would like the notice to be triggered.  For example:

AgingNotice1	Prints notices for invoices that are 31-60 days old

AgingNotice2	Prints notices for invoices that are 61-90 days old

AgingNotice3	Prints notices for invoices that are 91-120 days old

AgingNotice10	Prints notices for invoices that are 301-330 days old

The contents of your templates should only include the body of the letter.  The inside address and invoice details will automatically print on your letters.


Searching for a Payment

• Accounting · AR Search

To search for a payment that you've received, select · Accounting from the main menu, then click on the · AR Search button.

The payment search form allows you to search for a payment by Payer, Check Number, Date, Amount, Carrier's Claim Number, Invoice Number, Patient's Last Name, and/or your Case ID.


Payables

• Accounting · Payables

You must have security access to Process AP in order to create or edit data on these forms.

The payables process in Data Retriever is only for recording overpayments (credits) returned to payers without applying the credits to invoices.  When a refund is posted, an entry is logged into tbl_Credits as a credit refund transaction.  You may review credit transactions for a case  by opening the · Case Management window to the · Bills tab.

To post payables information you need to open the AP Check window by doing the following:

1.  	Click on · Accounting from the main menu.

2.	Select the · Payables button.

3.	Click on the · New button on the Choose AP Check window to create a new payment.

The AP Check window allows you to record the following information:

Header Information

Check #	The check number of the credit refund.  You may wish to enter the actual check number of your refund for reference.

Check Date	The date you refunded the credit.

Cleared	Whether or not the check refund has cleared.  This field is for your reference only.

• Pay To	The company that is the recipient of the credit refund.

$ Amount	The total amount of the refund.

Notes	Any notes you wish regarding the refund.

Detail Information

Line	The details line number.

• Category	This field is for your reference only.

• Pay Code	This field should default to 99 to reflect that this is a credit refund.

• CaseID	The case that is receiving the refund.

Amount	The amount to refund for the case specified.

Reference	This field is for your reference only.

To close the window, click the · Close button.


Adjustments

• Accounting · Adjustments

To search for an adjustment, select · Accounting from the main menu, then click on the · Adjustments button.  The Adjustments Search form will be displayed so that you may find adjustment entries by Case Manager (Adjustment For), Invoice #, Amount, and/or Date Range.

Click on a list item that you wish to edit, then click the · Open button to display the adjustments screen shown below (you may also double-click the list entry to accomplish the same task).

After making any edits to an adjustment, click the · Close button to save the adjustment and close the dialog box.

•	You may print an Adjustments Report by selecting · Reports · Adjustments.


Case Load Reports

• Reports · Case Load

You must have a Report Security value of 1 or higher to generate this report.  If your security is 1, you will only be able to generate a report for your own cases.

The Case Load report generates a listing of all open cases broken down by case manager.  To open the Case Load report, click the · Reports option on the main menu, then the · Case Load button in the reports menu.

The criteria you may specify for your report includes:

Show options	Allows you to choose what case data to include in your report.  You may choose to include · All Offices, · 1 Office, an · Individual, or a · Client's open cases by selecting the appropriate radio button from the Show options.  If you have report security equal to 1, you will only be able to generate a report that includes your own cases.

Group By 	Allows you to define how you would like the data to be grouped together and summarized.  Each group will begin on a new page.  You may group the report by Office/Counselor, by Counselor, or not group it at all.

Sort By	Selects the field that you wish to sort your report by.


Case Work Reports

• Reports · Case Work

You must have a Report Security value of 1 or higher to generate this report.  If your security is 1, you will only be able to generate a report for your own cases.

The Case Work report generates a listing of all activities performed by case managers during a specified time period.  To open the Case Work report, click the · Reports option on the main menu, then the · Case Work button in the reports menu.

The criteria you may specify for your report includes:

Date Range	Allows you to specify a period for the activities you wish to include in your report.

Show options	Allows you to choose what case data to include in your report.  You may choose to include · All Offices, · 1 Office, or an · Individual's cases by selecting the appropriate radio button from the Show options.  If you have report security equal to 1, you will only be able to generate a report that includes your own cases.

• Type 	Allows you to select Billed or Invoiced activities for the report.  Billed activities are activities that have a date of service within the date range specified.  Invoiced activities are activities that are assigned to finalized invoices dated within the date range specified.

This report will automatically be grouped by Case Manager and sorted by Case ID.


Referral Reports

• Reports · Referrals

You must have a Report Security value of 1 or higher to generate this report.

The Referrals Report Generator creates a listing of all cases that were referred during a specified time period (as per the Date of Referral on the Referral Form).  The format of the report depends on the options that you choose for the report.  To open the Referrals report, click the · Reports option on the main menu, then the · Referrals button in the reports menu.

The criteria you may specify for your report includes:

Date Range	Allows you to specify a period for the referrals you wish to include in your report.

Show options	Allows you to choose what case data to include in your report.  You may choose to include:

• All Offices	Includes cases assigned to any office location.

• 1 Office 	Includes cases assigned to any one office location.

• Assigned To 	Includes cases assigned to a particular Case Manager.

• Referred To 	Includes cases referred to a particular Case Manager.

• Firm Name	Includes cases that have been worked on by any firm whose name begins with the letters that you specify.

• Ext Loc	Includes cases that have been worked on by a specific firm's location.

• Individual 	Includes cases that have been worked on by a specific individual.

• All Referrals	Will include open and closed cases.

• Open Cases	Will only include open cases.

• Case Type	Allows you to specify a particular type of case to include in your report.

Report Type	Allows you to choose to print a · Listing of referral sources or a · Report that shows the details of each case referred.

•	The Referrals Report format lists the services requested from the Referral form in the column titled "Services".  The numbers shown in this column correspond with the setup of Services in Maintenance Services.  If a case has an "other" service, the text from this field on the case's referral form will be printed also.

If you are running a report for a firm, an external location, or an individual, the Cases Worked on report format will be produced.

Sort By	Selects the field that you wish to sort your report by.

The following report sample was produced by selecting · Listing from the Report Type options in the Referral Reports generator.

The following report sample may be produced by selecting · Report from the Report Type options in the Referral Reports generator.

The following report sample was produced by selecting · Firm, · Ext Loc, or · Individual from the Show options in the Referral Reports generator.


Other Information Reports

• Reports · Other Info

You must have a Report Security value of 1 or higher to generate this report.    If your security is 1, you will only be able to generate a report for your own cases.

The Other Information report generates a listing of all cases that have the other information elements specified in your criteria.  To open the Other Information report, click the · Reports option on the main menu, then the · Other Info button in the reports menu.

The criteria you may specify for your report includes:

Show options	Allows you to choose what case data to include in your report.  You may choose to include · All Offices, · 1 Office, or an · Individual by selecting the appropriate radio button from the Show options.  If you have report security equal to 1, you will only be able to generate a report that includes your own cases.

• Case Type	Allows you to specify a particular type of case to include in your report.

• Elements	The Elements drop down boxes allow you to specify which elements you wish to generate a report for.

• Operators	Each element may be evaluated based on the comparison operators =,<,<=,>,>=,<>(not equal to).

Values	Specify the value you wish to compare the element value to.

• Conjunctions	Allows you to search for cases with multiple elemental values.  You may use the conjunctions "and" or "or".

Sort By	Selects the field that you wish to sort your report by.

Example:	To find all cases where the patient relies on public transportation, you may set the criteria for Element 1 to "Public Trans", "=", "Yes", if you have recorded cases requiring public transportation with an element "Public Trans" and set their values to "Yes".

If you additionally wish to search for cases that have the element "Bus", you may set the criteria for Element 2 to "Bus", "=", "Yes" and the conjunction between Element 1 and 2 to "or".


Status Reports that are Due Report

• Reports · Reports Due

You must have a Report Security value of 1 or higher to generate this report.  If your security is 1, you will only be able to generate a report for your own cases.

The Reports Due report generates a listing of all reports that are due by the specified date.  To open the Reports Due report, click the · Reports option on the main menu, then the · Reports Due button in the reports menu.

The criteria you may specify for your report includes:

• Date Criteria	You may choose the Next Report Date or Last Report Date to base this report on.

Prior to	Enter the date that you wish cases whose Date Criteria is prior to, to show on the report.

Show	Allows you to choose what case data to include in your report.  You may choose to include · All Offices, · 1 Office, or an · Individual's cases by selecting the appropriate radio button from the Show options.  If you have report security equal to 1, you will only be able to generate a report that includes your own cases.

Sort By	Selects the field that you wish to sort your report by.

• Show Uninvoiced Amount	Prints the amount of billings that have not yet been invoiced when checked.


Uninvoiced Activities Report

• Reports · Uninvoiced

You must have a Report Security value of 1 or higher to generate this report.  If your security is 1, you will only be able to generate a report for your own cases.

The Uninvoiced report generates a listing of all billings that have not been invoiced as of the specified date.  To open the Uninvoiced report, click the · Reports option on the main menu, then the · Uninvoiced button in the reports menu.

The criteria you may specify for your report includes:

Report As/of	The date you wish to evaluate billings for.  Only billings not yet invoiced through this date will appear on the report.

Show	Allows you to choose what case data to include in your report.  You may choose to include · All Offices, · 1 Office, or an · Individual's cases by selecting the appropriate radio button from the Show options.  If you have report security equal to 1, you will only be able to generate a report that includes your own cases.

• Case Type	Allows you to specify a particular type of case to include in your report.

Type	Allows you to specify the level of detail that you wish for this report.

• Summary	Summarizes uninvoiced amounts by case manager.

• Summary by Case	Summarizes uninvoiced amounts by case manager and case.

• Detailed...	Shows each item not yet invoiced by case manager and case.

The following report sample was produced by selecting · Detailed Line Items by Case from the Report Type options in the Uninvoiced Reports Generator.


Inactivity Report

• Reports · Inactivity

The Inactivity report generates a listing of all cases that have no activity posted as of the specified date.  To open the Inactivity report, click the · Reports option on the main menu, then the · Inactivity button in the reports menu.


Closed Cases Reports

• Reports · Closed Cases

You must have a Report Security value of 1 or higher to generate this report.  If your security is 1, you will only be able to generate a report for your own cases.

The Closed Cases report generates a listing of all cases that were closed during the specified date range.  To open the Closed Cases report, click the · Reports option on the main menu, then the · Closed Cases button in the reports menu.

The criteria you may specify for your report includes:

Date Range	Allows you to specify a period for the closed cases you wish to include in your report.

Show options	Allows you to choose what case data to include in your report.  You may choose to include · All Offices, · 1 Office, an · Individual's, or a · Client's cases by selecting the appropriate radio button from the Show options.  If you have report security equal to 1, you will only be able to generate a report that includes your own cases.

Group By	Allows you to define how you would like the data to be grouped together and summarized.  Each group will begin on a new page.  You may group the report by · Office/Case Manager, by · Case Manager, or not group it at all.


Hours Reports

• Reports · Hours

You must have a Report Security value of 1 or higher to generate this report.  If your security is 1, you will only be able to generate a report for your own cases.

The Hours report generates a summary of hours billed and/or invoiced for each case manager during the specified date range.  To open the Hours report, click the · Reports option on the main menu, then the · Hours button in the reports menu.

The criteria you may specify for your report includes:

Date Range	Allows you to specify a period for the activities you wish to include in your report.

Show options	Allows you to choose what case data to include in your report.  You may choose to include · All Offices, · 1 Office, or an · Individual's cases by selecting the appropriate radio button from the Show options.  If you have report security equal to 1, you will only be able to generate a report that includes your own cases.

Type options 	Allows you to select one of the three following report types:

• Summary	Generates a report that summarizes hours by employee.

• Daily	Generates a report that summarizes hours by employee broken down by date.

• Calc Payment	Generates a summary sheet by employee that includes calculations for commissions based on production.

Sort By	Selects the field that you wish to sort your report by.

The following report sample was produced by selecting · Summary from the Report Type options in the Hours Reports Generator.

The following report sample was produced by selecting · Calc Payment from the Report Type options in the Hours Reports Generator.


Invoicing Reports

• Reports · Invoicing

You must have a Report Security value of 1 or higher to generate this report.  If your security is 1, you will only be able to generate a report for your own cases.

The Invoicing report generates a summary of invoices generated during the specified date range and having an invoice number within the invoice number range.  To open the Invoicing report, click the · Reports option on the main menu, then the · Invoicing button in the reports menu.

The criteria you may specify for your report includes:

Date Range	Allows you to specify a period for the activities you wish to include in your report.

Invoice #	Allows you to specify a range of invoice numbers to include in your report.

• Case Type	Allows you to specify a particular type of case to include in your report.

Show options	Allows you to choose what case data to include in your report.  You may choose to include · All Offices, · 1 Office, an · Individual, or a · Client's cases by selecting the appropriate radio button from the Show options.  If you have report security equal to 1, you will only be able to generate a report that includes your own cases.

Sort By	Selects the field that you wish to sort your report by.

•	Invoices that have a status of "Do Not Invoice" will appear on your report with the word "VOIDED" printed over it.  This allows you to account for unused invoice numbers.


Income Reports

• Reports · Income

You must have a Report Security value of 2 or higher to generate this report.

The Income report generates an income summary for the specified date range.  To open the Income report, click the · Reports option on the main menu, then the · Income button in the reports menu.

The criteria you may specify for your report includes:

Date Range	Allows you to specify a period for the activities you wish to include in your report.

Show options	You may only run a complete income report for all locations at this time.

• Type	Allows you to specify the type of report you wish to generate.  You may choose from any of the three following options:

Income	Generates a report of income, billings, and receivables.

Deposit	Generates a report of deposit totals.

Detailed Deposit  	Generates a report of deposits broken down by individual payments.

The following report sample was produced by selecting Income from the Report Type drop down list in the Income Reports Generator.


Aging Reports

• Reports · Aging

You must have a Report Security value of 2 or higher to generate this report.

The Aging report generates a summary of outstanding invoices as of a specified date.  To open the Aging report, click the · Reports option on the main menu, then the · Aging button in the reports menu.

The criteria you may specify for your report includes:

Report As/of	The date you wish to evaluate outstanding invoices for.  Only invoices through this date and not paid through this date will appear on the report.

Show options	Allows you to choose what invoice data to include in your report.  You may choose to include · All Offices, · 1 Office, · Safeco, a specific · Payer, or all payers having a particular · SIC code by selecting the appropriate radio button from the Show options.

Aging groups	Allows you to specify which aging groups to show on your report.  The groups you may choose from include · 0-30 days, · 31-60 days, · 61-90 days, · 91-120 days, and more than · 120 days.  The age of an invoice is based on the computer's system date minus the invoice date.

Group By 	Allows you to define how you would like the data to be grouped together and summarized.  You may group by · Case, · Invoice, · Payer, or · Case Mgr.  This will be the lowest detail presented, therefore, if you wish to view individual invoice amounts due, you should select · Invoice.

Sort By	Selects the field that you wish to sort your report by within each group.  The most common combination for running this report is to Group By Invoice and Sort By Case.


Printing Aging Notices

• Reports · Notices

To print collections notices for invoices outstanding select · Reports from the main menu, then click on the · Notices button.  After notices are printed, entries are made into the table tbl_SysDocsSent to log each of the notices sent.  Each time you print notices, Data Retriever inspects the log of notices sent to prevent printing the same notice twice.

Copies of the outstanding invoices will be printed after the notices finish.

To print notices, you must first set up Standard Letters that have specific names.  Notices must be named beginning with "AgingNotice".  To specify a notice to be sent to a group of invoices based on the number of days old, add a number to the end of "AgingNotice" to indicate how many days out (in groups of 30 days) you would like the notice to be triggered.  For example:

AgingNotice1	Prints notices for invoices that are 31-60 days old

AgingNotice2	Prints notices for invoices that are 61-90 days old

AgingNotice3	Prints notices for invoices that are 91-120 days old

AgingNotice10	Prints notices for invoices that are 301-330 days old

The contents of your templates should only include the body of the letter.  The inside address and invoice details will automatically print on your letters.


Adjustment Reports

• Reports · Invoicing

You must have a Report Security value of 1 or higher to generate this report.  If your security is 1, you will only be able to generate a report for your own cases.

The Adjustments report generates a listing of all adjustments made to invoices during a specified date range.  To open the Adjustments report, click the · Reports option on the main menu, then the · Adjustments button in the reports menu.

The criteria you may specify for your report includes:

• Adj For	Allows you to specify which employee you wish to run a report for.

Amount Range	Allows you to specify a dollar range for the adjustments you wish to include in your report.

Date Range	Allows you to specify a period for the adjustments you wish to include in your report.

Group By 	Allows you to define how you would like the data to be grouped together and summarized.  Each group will begin on a new page.  You may group the report by · ID, · Employee, or · Date.

Sort By	Selects the field that you wish to sort your report by.


Services Billed Reports

• Reports · Services

You must have a Report Security value of 1 or higher to generate this report.  If your security is 1, you will only be able to generate a report for your own cases.

The Services report generates a summary of activities, based on their type, performed during the specified date range.  To open the Service report, click the · Reports option on the main menu, then the · Services button in the reports menu.

The criteria you may specify for your report includes:

Date Range	Allows you to specify a period for the activities you wish to include in your report.

Show options	Allows you to choose what activity data to include in your report.  You may choose to include activities from · All Offices, · 1 Office, or an · Individual's cases by selecting the appropriate radio button from the Show options.  If you have report security equal to 1, you will only be able to generate a report that includes activities from your own cases.

Type options	Allows you to choose a report based on the · Service Code or it's · Type of Service.

• Report Type	Allows you to specify between a Detailed report by Case Manager or a Summary.  See the samples below.

The following report sample was produced by selecting Detail by Case Manager from the Report Type drop down list in the Service Reports Generator.

The following report sample was produced by selecting Summary from the Report Type drop down list in the Service Reports Generator.


Expense Reports

• Reports · Expenses

You must have a Report Security value of 1 or higher to generate this report.  If your security is 1, you will only be able to generate a report for your own cases.

The Expense report generates a summary of employee reimbursable expenses billed during the specified date range.  To open the Expense report, click the · Reports option on the main menu, then the · Expense button in the reports menu.

The criteria you may specify for your report includes:

Date Range	Allows you to specify a period for the expenses that you wish to include in your report.

Show options	Allows you to choose what expense data to include in your report.  You may choose to include · All Offices, · 1 Office, or an · Individual's expenses by selecting the appropriate radio button from the Show options.  If you have report security equal to 1, you will only be able to generate a report that includes your own expenses.

• Report Type	Allows you to specify between a Detailed or Summary Report.  See the samples below.

Sort By	Selects the field you wish to sort on within each group.  This option is not available if you choose Summary as your Report Type.  If you choose Summary, the sorting/grouping will be by Billing Category, Service Code Type, then Specific Service Code.

The following report sample was produced by selecting Summary from the Report Type drop down list in the Expense Reports Generator.

The following report sample was produced by selecting Detail from the Report Type drop down list in the Expense Reports Generator.


Locations Report

• Reports · Locations

The Locations report generates a summary of your internal locations.  To open the Locations report, click the · Reports option on the main menu, then the · Locations button in the reports menu.


Directory Reports

• Reports · Directory

The Directory Listing report generates a listing or mailing labels of companies or people stored in your data file.  To open the Directory Listing report, click the · Reports option on the main menu, then the · Directory button in the reports menu.

The criteria you may specify for your report includes:

List	Allows you to choose to print · Companies or · People.

Show	Allows you to select a type of company or person for your report.  If you choose to list · People, you may additionally specify a specialty.  To include all specialties, leave the · Specialty drop down box empty.

Sort By	Selects the field that you wish to sort your report by.

• Type	Allows you to choose between a report listing (shown above) or mailing labels.  The mailing labels are formatted to print on Avery 5160 stock.

• Show Notes	This option is only available if you choose Report Listing from the · Type drop down box.  Selecting this option will print the notes stored with the people or companies.


Print Standard Letter Document Templates

This option opens a window that allows you to print, edit, and create standard letter templates.  You may select a template from the · Goto Document drop down box.

For more information on Standard Letter templates, refer to the topic on Standard Letters ( · Maintenance · Utilities · Standard Letters) located in the chapter titled "Setting up and Maintaining your Database".


Referrals by Month Report

• Reports · Ref By Month

The Referrals By Month report generates a summary of referrals received from payers broken down by month, for the year you specify.  To open the Referrals By Month report, click the · Reports option on the main menu, then the · Ref By Month button in the reports menu.  An input box will appear so that you may specify the year that you'd like your report data to be based on.

This report will automatically be sorted by payer name.


Client Revenue Production Report

• Reports · Client Rev

The Client Revenue report generates a summary of billings by client for the specified date range.  To open the Client Revenue report, click the · Reports option on the main menu, then the · Client Revenue button in the reports menu.

The criteria you may specify for your report includes:

Date Range	Allows you to specify a period for the activities you wish to include in your report.

Show	Allows you to specify a client name to generate this report for.

• Type	Allows you to choose between the following report formats:

Billed	Shows all services billed by client.

Billed Summary	Shows total billed by client.

Invoiced	Shows all services invoiced by client.

Invoiced Summary	Shows total invoiced by client.

Client Management	Shows case totals billed by client by case type.

The following report sample was produced by selecting Billed from the Report Type drop down list in the Client Revenue Reports Generator.

The following report sample was produced by selecting Billed Summary from the Report Type drop down list in the Client Revenue Reports Generator.

The following report sample was produced by selecting Client Management from the Report Type drop down list in the Client Revenue Reports Generator.


Time Differential Report

• Reports · Time Diff.

You must have a Report Security value of 1 or higher to generate this report.  If your security is 1, you will only be able to generate a report for your own cases.

The Time Differential report generates a summary of activities that were billed during a specified period where the Actual Time entered is not equal to the Billed Time entered.  The Time Differential tracks the amount of time spent that isn't billed (Billed Time - Actual Time).  To open the Time Differential report, click the · Reports option on the main menu, then the · Time Diff. button in the reports menu.

The criteria you may specify for your report includes:

Date Range	Allows you to specify a period for the activities you wish to include in your report.

Show	Allows you to specify a client name to generate this report for.

Sort By	Selects the field that you wish to sort your report by.


Overview of Maintenance

The maintenance window allows you to customize many settings that are specific to your organization.  Many of the tabs located in this window have already been discussed in the Setting up and Maintaining your Database chapter.  Refer to the chapter on Setting up and Maintaining your Database.  The Maintenance Window includes tabs for:

Locations	Allows you to set up data for your office locations.  Refer to the chapter in Setting up and Maintaining your Database - Basic Settings - Locations.

Employees	Allows you to set up employee information.  Refer to the chapter in Setting up and Maintaining your Database - Basic Settings - Employees.

System	Allows you to set several System Variables.  Refer to the chapter in Setting up and Maintaining your Database - Basic Settings - System.

Services	Allows you to customize the list of services that your organization provides.  Refer to the chapter in Setting up and Maintaining your Database - Time and Billing Services - Services Listed on Referral Form.

Rate Tables	Allows you to set up custom rate tables that determine pricing.  Refer to the chapter in Setting up and Maintaining your Database - Time and Billing Services - Rate Tables.

Utilities	Provides you with several programming utilities.  Details on these utilities are found in the following chapter on Utilities.


Re-Number Case

• Maintenance · Utilities · Re-Number Case

The Re-Number Case utility allows you to assign a new case number to an existing case.  You may also use this utility to re-assign a case to a different location, thereby "transferring" the case to the other location.  To open this utility, select · Maintenance from the Main Menu, choose the · Utilities tab, then click the · Re-Number Case button.

To renumber a case:

1.  Select an existing Case ID from the · Old Case Number drop down box.

2.  Enter the case number that you wish to assign in the New Case Number field.

3.  Enter the location where this Case will be assigned to in the · New Location drop down box.

4.  Click the · Renumber Case button.

•	Once a case is renumbered an entry will be logged into the table tbl_TransferredCases so that future exports will notify other locations of the change.


Delete A Case

• Maintenance · Utilities · Delete A Case

The Delete A Case utility allows you to remove a case file from your database.  To open this utility, select · Maintenance from the Main Menu, choose the · Utilities tab, then click the · Delete A Case button.

To delete a case, open this window and select the case you wish to delete from the · Choose Case to Delete drop down box.  Next, click the · Delete button.


Recalc Report Dates

• Maintenance · Utilities · Recalc Report Dates

The Recalc Report Dates utility will recalculate all Last Report Dates and Next Report Dates based on activities that trigger invoices (Last Report Dates) and next report dates listed on status reports.


Standard Letters

• Maintenance · Utilities · Standard Letters

Standard letters (mail merged letters) allow you to create documents that combine standard text with case file information.  When creating standard letters, data is merged into a document that can be edited and saved with your case file for future reference.

To edit or create a standard letter template, open the · Maintenance window from the main menu and choose the · Utilities tab.  Next, click on the · Standard Letters button to open the Standard Letters window.

To edit a standard letter, select it from the · Goto Document drop down box at the top of the window.

To create a new standard letter, click on the · New button and the fields will clear to allow you to create a new standard letter template.  You may enter a name, description and category for the document.

There are several names that have special functions:

Any document name beginning with "ack" is considered an acknowledgment letter.  Acknowledgment letters are used to thank someone for a referral, or to introduce yourself to other parties working on a case file.  You may print Acknowledgment letters from the Referral Form without saving them to the file, or you may merge case data, edit, and save them to the file from · Case Management · Letters.

Any document name beginning with "AgingNotice" is used for printing collections letters through the · Reports · Aging Notices function.  To specify a notice to be sent to a group of invoices based on the number of days old, add a number to the end of "AgingNotice" to indicate how many days out (in groups of 30 days) you would like the notice to be triggered.  For example:

AgingNotice1	Prints notices for invoices that are 31-60 days old

AgingNotice2	Prints notices for invoices that are 61-90 days old

AgingNotice3	Prints notices for invoices that are 91-120 days old

AgingNotice10	Prints notices for invoices that are 301-330 days old

The document contents may contain any text that you wish to print in your letter.  Any text enclosed by brackets[], however, will be treated as a data field.  To add data fields to your document, click on the · Append Field button to display the following dialog box.

To append a field to the end of your template, choose a category, then select the field.  You may double-click on the field to append it to your template or click on the · Append Field button.  If you check the · Required/Warn if No Data Present, and if there is no corresponding data to merge into the document, the result would be a message enclosed by brackets that reads [No Data For: name of data to merge].  This message is intended to make you aware of data that should be stored on the file.  Data fields that are required will appear in the template with an asterisk following the field name.

All fields are merged at the end of the template.  You may, however, cut (Ctrl-X) and paste (Ctrl-V) the bracketed fields to any position in the template.  You may also cut and paste fields and text from other templates.

To use the standard letter templates, open · Case Management and click on the · Letters tab.  · Display or · Add a new standard letter, then click on the · Choose Template button to select the template to use.

•	Document categories may be edited using · Lists | Document Categories.


Form Captions

• Maintenance · Utilities · Form Captions

The Form Captions utility allows you to customize section captions that appear on the Initial, Status, and Final Reports ( · Case Management · Forms).  Each of the forms contain a specified number of sections that you may edit the captions for.  You may not delete sections.  To open this utility, select · Maintenance from the Main Menu, choose the · Utilities tab, then click the · Form Captions button.

To edit the captions for a form, select the name of the form you wish to edit from the · Form drop down box.  The captions will appear in the order of the sections on the form.  You may edit any of the captions you wish.  Each caption may be up to 100 characters in length.


tbl_Cases

• Maintenance · Utilities · tbl_Cases

You should use extreme caution whenever accessing data tables directly.

The tbl_Cases utility allows you to access the data table tbl_Cases directly.  To open this utility, select · Maintenance from the Main Menu, choose the · Utilities tab, then click the · tbl_Cases button.

To locate records you may click into any of the columns and press Ctrl-F to find records that match the criteria you specify.


Change Invoice Status

• Maintenance · Utilities · Change Invoice Status

The Change Invoice Status utility allows you to change the status of an invoice.  You may need to change an Invoice's status if the invoice requires modification after it has been printed in its final form (since finalized invoices may not be modified).  To open this utility, select · Maintenance from the Main Menu, choose the · Utilities tab, then click the · Change Invoice Status button.

To change an invoice's status:

1.	Open the Change Invoice Status window

2.	Enter the invoice number to change the status for into the · Invoice to Change Status For drop down box.

3.	Select the appropriate status from the · New Status drop down box.

4.	Click on the · Change Status button to change the status.

•	Invoice totals are calculated at the time the invoice is printed in its final form.  Therefore, you should always re-print an invoice to set its status to "Invoiced" instead of using this utility.


Reset Pending Invoice Items

• Maintenance · Utilities · Reset Pend Inv Itms

The Reset Pending Invoice Items utility allows you to remove all activities that have been assigned to invoices that have not yet been finalized for a specified case.  This utility may be helpful if you wish to consolidate two trial invoices into a single invoice.  To open this utility, select · Maintenance from the Main Menu, choose the · Utilities tab, then click the · Reset Pend Inv Itms button.

To reset a case's pending items, open the Reset Pending Invoice Lines window, select the · Case from the drop down box, and click the · Reset Pending Invoices.

•	This utility removes the activities from trial invoices but leaves the existing invoice headers.  Therefore, you may re-use an existing invoice number for the case by opening the invoice in the Invoices window and clicking the · Refresh Items button to append the activities.

•	You may wish to use the Change Invoice Status utility to alter the status of invoices that you do not wish to invoice.  If you set an invoice's status to "Do Not Invoice", it will appear on the Invoicing Report with the word "VOIDED" printed over it.


Recalculate Invoice Paid Amounts

• Maintenance · Utilities · Recalc Inv Paid Amts

The Recalculate Invoice Paid Amounts utility allows you to have Data Retriever re-calculate totals paid for invoices from the receivables entries (tbl_AREntryDet).  The re-calculated totals are then used to update the PaidAmt field in tbl_Invoices.

After invoices are updated with the calculated totals, you will be given the option to set the PaidAmt field in tbl_Invoices to zero if no payment entries are found.  If you have manually adjusted paid amounts in tbl_Invoices you should not set these records to zero.

Finally, a message box will ask if you wish to set the modified dates of invoice headers to the current system date.  This is important to export the modified invoices to other locations.


Setup Invoice Styles

• Maintenance · Utilities · Setup Invoice Styles

Invoice styles allow you to define layouts for your printed invoices.  When you print an invoice, the Print Invoice window will default the invoice style depending on the payer's default invoice style setting.  Once you print an invoice the style selected will be saved with the invoice so that reprinted copies of the invoice will be formatted the same.

To access the Invoice Style definition window, click on the · Maintenance button on the Main Menu.  After the maintenance window is displayed, select the · Utilities tab, then click on the · Setup Invoice Styles button.

To edit an existing style, select the name of the style from the · Invoice Style drop down box.  To create a new style, click the · New button and specify a name for your new style.  You may copy the invoice style on screen by pressing the Copy button and specifying a new name for the style.

There are several sections of an invoice that you may define.  These sections include:

Header and Client Information Sections

Checking any of the following boxes will make the corresponding data visible on the printed invoice.

• Print Logo	Logo and Header lines that appear at the top.  If you use pre-printed letterhead you will wish to uncheck this box ( · Maintenance · System).

• Carriers Claim	The Carrier's Claim number ( · Case Management · Info).

• Claimant	The patient's name ( · Case Management · Forms · Display · Referral).

• Insured	The patient's employer ( · Case Management · Forms · Display · Referral).

• Contract	The insurer's contract number ( · Case Management · Forms · Display · Referral).

• Soc Sec Num	The patient's social security number ( · Case Management · Forms · Display · Referral).

• Date of Injury	The date of injury ( · Case Management · Info).

• Business Code	The type of case ( · Case Management · Info).

• File Number	Your Case ID number assigned.

• Consultant	The primary case manager assigned to the case ( · Case Management · Info).

• Notes to Print	You may choose to print one of the following three notes in the "Notes" box:  The notes that appear on the invoice, the notes for the schedule being used for the case, or the remit-to notes defined for the remit-to location.

Line Item Detail Section

• Print Line Notes	Checking this box will print the invoice notes embedded within your line items.

Column	The column number determines the order of columns in the detail section.  The column numbered 1 will be the left-most column in the details.  You may have as many columns as you wish, but the total width will be limited to the width of the page.

• Field	The data field that you wish to use for this column.  You must choose from the available options.

Width	The width allocated for this column in inches.  The optimal total width will depend on the number of columns that you specify due to spacing between the columns.  To check an invoice style you may open the invoicing window, select an invoice, and print/preview it with the style you have defined.

• Show Details	This option determines whether or not to show the column's detail information.  For example, you may wish to show a total amount due, but not show each line item's charge amount.  To do so, you would uncheck this option for the Extended Amount column.

Summaries Section

• Stage Totals	Shows totals for the case summed up by stage at the bottom of the printed invoice.

• Category Totals	Shows totals for the case summed up by the various service code categories at the bottom of the printed invoice.

• Aging	Shows aging for the case, as of the invoice date, at the bottom of the printed invoice.

• Line Notes Addendum	Allows you to print all of the line item notes on a separate notes addendum page.

You may delete a style by selecting it for editing using the · Invoice Style drop down box, then clicking the · Delete button.


tbl_Invoices

• Maintenance · Utilities · tbl_Invoices

You should use extreme caution whenever accessing data tables directly.

The tbl_Invoices utility allows you to access the data table tbl_Invoices directly.  To open this utility, select · Maintenance from the Main Menu, choose the · Utilities tab, then click the · tbl_Invoices button.

To locate records you may click into any of the columns and press Ctrl-F to find records that match the criteria you specify.


Duplicate Companies

• Maintenance · Utilities · Duplicate Companies

The Duplicate Companies utility allows you to consolidate entries that should have been only entered once instead of multiple times.  Possible duplicates are determined by companies having the same first three characters in their name, the same street number, and the same zip code.  To open this utility, select · Maintenance from the Main Menu, choose the · Utilities tab, then click the · Duplicate Companies button.

You may review possible duplicates based on the type of company by selecting the · Type of Company from the drop down list at the top.  To move through the potential matches, click on the · Previous and · Next buttons at the top of the window.

If you find a company that you wish to consolidate into the other record, click on the button titled · Consolidate into the Other on the side of the screen that you DO NOT WISH TO KEEP.


Duplicate People

• Maintenance · Utilities · Duplicate People

The Duplicate People utility allows you to consolidate entries that should have been only entered once instead of multiple times.  Possible duplicates are determined by people having the same first three characters in their first and last names, and are assigned to the same company location.  To open this utility, select · Maintenance from the Main Menu, choose the · Utilities tab, then click the · Duplicate People button.

You may review possible duplicates based on the type of person by selecting the · Type of Person from the drop down list at the top.  To move through the potential matches, click on the · Previous and · Next buttons at the top of the window.

If you find a person that you wish to consolidate into the other record, click on the button titled · Consolidate into the Other on the side of the screen that you DO NOT WISH TO KEEP.


Consolidate Employee

• Maintenance · Utilities · Consolidate Employee

The Consolidate Employee utility allows you to consolidate employee entries that should have been only entered once instead of multiple times.  To open this utility, select · Maintenance from the Main Menu, choose the · Utilities tab, then click the · Consolidate Employee button.

To consolidate one employee into another, specify the employee number of the employee number that you no longer wish to use in the · Consolidate From drop down box.  Next, specify the number of the employee that you wish to consolidate into in the · Into Employee # drop down box.  Click on the · Consolidate button to perform this action.


Update Area Codes

• Maintenance · Utilities · Update Area Codes

From time to time, phone companies will create new area codes in regions.  This feature is to assist you in modifying area codes of existing phone numbers in your database based on the area code splits defined by local phone companies.  Traditionally, phone companies will split an area code based on the three digit prefix of a phone number.  By doing so, Data Retriever can scan the phone numbers in your tbl_Companies and tbl_People, looking for the old area code and three digit prefixes that are to change to a new area code.  Finally, for these entries, Data Retriever can update the area code to reflect the new area code to be assigned.

This utility is to be used at your own risk.  Although Cogniscaena, Inc. makes every attempt to ensure accuracy in the data that will be changed, uncontrollable circumstances may result in some area codes being changed that shouldn't, or some area codes that should be changed that are neglected.  You should make a back up copy of your data prior to performing this function.

•	The list of area codes that will be modified can be viewed in the table tbl_Temp_ACChanges.  You may access this table using the Special Function OpenTable and specifying the table tbl_Temp_ACChanges.


System Variables

• Maintenance · Utilities · System Variables

The system variables utility allows you to specify settings that customize how Data Retriever works for all users connected.  Some settings include:

CheckChargesOnEntry	After entering an activity, Data Retriever can check the charges against the appropriate fee schedule to warn the user if the entry will make the case exceed the limitations placed on it.  If you wish to only check limitations at the time of invoicing, you should turn this feature off.

GreenBar	Determines whether or not certain reports will have alternate shading on each row...giving the report a "green bar" effect.

LetterFontSize	The font size to use on standard letters.

SkipActTime	Determines whether or not the cursor will "jump" over the field for actual time when entering activities.  If most of your billed time is the same as your actual time, skipping over the actual time field will save your users an extra keystroke.

To open this utility, select · Maintenance from the Main Menu, choose the · Utilities tab, then click the · System Variables button.  The system variables window is sorted alphabetically by variable name.  You may only change the values for the variables, you may not change the variable names, descriptions, or notes.  Each variable has an explanation on how it's used in the notes below it.  In general, if you wish to turn a variable "on", the value should be set to -1.  To turn a variable "off", set the value to 0.

When you receive updates to Data Retriever, new system variables may have been added.  You should consult the Recent Changes window after upgrading your program file.


Session Variables

• Maintenance · Utilities · Session Variables

The session variables utility allows you to specify settings for this individual workstation.  Some settings include:

LocalPath	The path to data when this workstation is not connected to a network.

RemotePath	The path to a network drive where data is stored.

EnvelopeAdjustment	The setting required for printing envelopes on this workstation.

To open this utility, select · Maintenance from the Main Menu, choose the · Utilities tab, then click the · Session Variables button.  The session variables window is sorted alphabetically by variable name.  You may only change the values for the variables.  You may not change the variable names, descriptions, or notes.  Each variable will has an explanation on how it's used in the notes below it.  In general, if you wish to turn a variable "on", the value should be set to -1.  To turn a variable "off", set the value to 0.

When you receive updates to Data Retriever, new session variables may have been added.  You should consult the Recent Changes window after upgrading your program file.


Special Functions

• Maintenance · Utilities · Special Functions

The Special Functions utility allows you to run maintenance routines as directed by Cogniscaena, Inc.  One such function, "OpenTable" allows you access to data tables directly.  To open this utility, select · Maintenance from the Main Menu, choose the · Utilities tab, then click the · Special Functions button.  An input box will appear for you to enter the name of the special feature that you wish to run.

Some Special Features to run include:

OpenTable	Opens a data table directly.

OpenQuery	Opens a query directly.

UV	Runs the Upgrade Version procedure.


Synchronize DBE

• Maintenance · Utilities · Synchronize DBE

The Synchronize DBE utility runs a maintenance routine that identifies and consolidates duplicate daily billing entry headers that are entered for the same employee and same date.  To open this utility, select · Maintenance from the Main Menu, choose the · Utilities tab, then click the · Synchronize DBE button.


Import/Export Dates

• Maintenance · Utilities · Import/Export Dates

The Import/Export Dates utility allows you to modify the dates when file transfers were last imported and exported to and from this location.  You may need to modify import and export dates to recreate an export file or re-process an import file.  To open this utility, select · Maintenance from the Main Menu, choose the · Utilities tab, then click the · Import/Export Dates button.

For each company location you may enter the date Last Imported From and the date Last Exported To.  You must specify a date, but you do not need to specify a time.  If you do not specify a date, or have not imported from or exported to a location, the date field on this screen will be blank, but when importing or exporting, Data Retriever will treat it as 1/1/1991 (to ensure that all data is transferred).


Overview of Transferring Files

The file transfer functions allow you to exchange data with other locations.  These functions utilize Cogniscaena's Import2000.mde and Export2000.mde files that should be installed in your local c:\Program Files\Cogniscaena\Data Retriever\CM folder.

When updates are made to the database, the time and date are recorded with the record in order to indicate when the record was last modified.  When exporting, Data Retriever will compile the data that has been modified since the last upload into a file to be exported.  Once compiled, you may send the update file to your other location via diskette, e-mail/ftp, or modem transfer so that the other location may then import the data.

You should plan to exchange data in the following order:

1.	Export from Satellite to Main

2.	Import at Main from Satellite

3.	Export at Main to Satellite

4.	Import at Satellite from Main


Exporting Data

• File Transfer · Export

To export data, choose the · File Transfer function from the Main Menu and click the · Export button.  You must have Cogniscaena's Export2000.mde file in your c:\Program Files\Cogniscaena\Data Retriever\CM folder.

To create an export file, select the location that you wish to export the data to from the · Prepare Export To drop down box (the · Destination Type is for future use and should always read "Internal Location" for now).   After selecting a location, the default Export File Name will change to reflect the destination location's Location ID, the date (MMDDYY), and your Location ID specified in the system variable "LocationID".  For example, if you are sending this file to your "MD" location from your "SD" location on 1/1/01, the default file name will be MD010101SD.dr.

To select which cases to export you may:

1.	Place a check in the checkboxes for the cases you wish to export.

2.	Set the criteria fields in the middle section of the window and click on the · Select button to select any cases matching the criteria.

3.	Click the · Select All Cases button at the bottom of the window to select all the cases.

To remove cases from your export you may:

1.	Uncheck any selected cases that you wish to de-select for exporting.

2.	Set the criteria fields in the middle section of the window and click on the · De-Select button to de-select any cases matching the criteria.

3.	Click the · Select None button at the bottom of the window to de-select all cases.

•	Some cases may already be selected when you open this window.  These cases have been transferred or deleted, and therefore you should leave them checked for exporting so that the recipient location can update it's records.

If you wish to only export modified data (the default), be sure that the · Only Export Modified Data check box is checked.

When you have selected all the cases you wish to export, click the Export button to create the export file in your local Data Retriever\CM directory.  You may now copy this file to diskette, email/ftp it, or direct modem transfer it to the other location.

When creating export files, the system checks the last export date for the destination location and only exports data that has been modified since the last export.  If you need to re-export data, you should reset the Last Exported To date using · Maintenance · Utilities · Import/Export Dates.

•	If you wish to force all people and companies in your database to be exported, there are two system variables that you may set to -1.  These system variables are named "DownloadAllCompanies" and "DownloadAllPeople".  You may modify a system variable using · Maintenance · Utilities · System Variables.


Importing Data

• File Transfer · Import

To import data, choose the · File Transfer function from the Main Menu and click the · Import button.  You must have Cogniscaena's Import2000.mde file in your c:\Program Files\Cogniscaena\Data Retriever\CM folder.

To import a file you should first copy it to your local c:\Program Files\Cogniscaena\Data Retriever\CM folder.

After opening the import window, select the location that you wish to import the data from using the · Prepare Import From drop down box (the · Source Type is for future use and should always read "Internal Location" for now).   After selecting a location, enter the name of the file that you wish to import.  You may click on the [image] button to browse for the file that you wish to import.  Click on the · Import button to process the file.

You may automatically have the import routine check your c:\Transfer folder (you will need to set this up if you wish to use this feature) for any files with the "*.dr" extension.  If it finds a file with the "*.dr" extension it will automatically try to import it.

When importing files, the system checks the last import date for the source location and only imports data that has not been modified since the last import.  If you need to re-import data, you should reset the Last Imported From date using · Maintenance · Utilities · Import/Export Dates.


Save Current Data

• File | Save Current Data

Selecting Save Current Data from the · File option on the menu bar will force the current data to be saved to prevent data loss in the event of an interruption.  This is especially useful when entering information on a long document.


Exit

• File | Exit

Selecting Exit from the · File option on the menu bar will close Data Retriever.  You will be asked to confirm that you wish to exit prior to Data Retriever closing out.


Cut

• Edit | Cut

Selecting Cut from the · Edit option on the menu bar will "cut" the currently selected data from the form and store it in your Windows' clipboard.  This feature is often used with the Paste option.  You may use the keyboard shortcut Ctrl-X to perform the same function.


Copy

• Edit | Copy

Selecting Copy from the · Edit option on the menu bar will copy the currently selected data from the form and store it in your Windows' clipboard.  This feature is often used with the Paste option.  You may use the keyboard shortcut Ctrl-C to perform the same function.


Paste

• Edit | Paste

Selecting Paste from the · Edit option on the menu bar will paste the contents of the Windows' clipboard to the current cursor location on the form.  This feature is often used with the Cut or Copy option.  You may use the keyboard shortcut Ctrl-V to perform the same function.


Copy Record

• Edit | Copy Record

Selecting Copy Record from the · Edit option on the menu bar will copy the contents of the current record to the Windows' clipboard.  This feature is often used with the Paste Record option.

•	If you are in a form that contains multiple sub-records (detail), the record that is copied will depend on the current position of the cursor.  If the cursor is located in a detail section, only the current record in the detail section will be copied.  If you are in the header section, the header record will be copied, without any details.


Paste Record

• Edit | Paste Record

Selecting Paste Record from the · Edit option on the menu bar will copy the contents Windows' clipboard to the current record.  This feature should only be used with the Copy Record option.

•	If you are in a form that contains multiple sub-records (detail), the record that will be pasted will depend on the current position of the cursor.  If the cursor is located in a detail section, the record will be pasted in the detail section.  If you are in the header section, the record will be pasted into the header record, without any details.


Calculator

• Accessories | Calculator

Selecting Calculator from the · Accessories option on the menu bar will open the Windows' calculator (calc.exe) if it is installed on your computer.


Stop Watch

• Accessories | Stop Watch

Selecting Stop Watch from the · Accessories option on the menu bar will open a stop watch window that displays the Start Time, End Time, and number of Minutes Elapsed.

To start the stop watch, click on the · Start button (it will toggle to become a Stop button).  To stop the stop watch, click on the · Stop button (it will toggle back to a Start button).  If you click on the · Start button again, the stop watch will reset and display the new Start Time.


Contact Reference

• Accessories | Stop Watch

Selecting Contact Reference from the · Accessories option on the menu bar will open the Contact/Company Reference screen shown below.

You may view · People or · Companies by selecting the appropriate button from the Show options.  Additionally you may narrow the list of contacts by specifying a person's · Type and/or · Specialty, or a company's · Type from the available drop down boxes at the top.

You may click on any of the lettered tabs to filter your contact reference screen by name (people are sorted by last name and companies are sorted by company name).

Each record has the following buttons:

Opens a portfolio view of the contact that allows you to edit the contact, see what cases they're involved with, and see any activities they've been noted on.  Notes and letters features will be coming.  The cases that the contact is involved with are based on whether or not the person or company is listed on the case as a contact.  Refer to the · Case Management · Contacts tab.

Allows you to edit the contact's entry.

Prints a full page of Avery 5160 labels with this contact's name and address.

Prints a #10 envelope with this contact's name and address.

•	The filter that's used to narrow the list by name is shown to the left of the · Clear button.  Each time you click a lettered tab, the letter on the tab is added to the filter box.  Therefore, if you wish to view all people who's last name starts with "SM", you could click the 'S' tab, then the 'M' tab and get the desired result.  If you wish to start over, click on the · Clear button to clear the filter.


Folder Labels

• Accessories | Folder Labels

Selecting Folder Labels from the · Accessories option on the menu bar allows you to print folder labels on Avery 5366 stock.  When you select this option, the form below will open, allowing you to enter each of the cases that you wish to print a label for.  When you have completed your list of cases, click on the · Print Avery 5366 button to print your labels.  A message box will pop-up to remind you to load the labels before printing.

To clear the list, click on the · Clear List button.

Each label prints the patient's name, the case manager's name, and the file number as shown below:

Patient's Name

Case Manager's Name	File Number


Last 10 Cases Accessed

• Accessories | Last 10 Cases Accessed

Selecting Last 10 Cases Accessed from the · Accessories option on the menu bar displays the window shown below:

This form allows you to return to cases that you have recently accessed.  Double-click on a case to  make it the current case in the · Case Management window.


Facility Interview

• Accessories | Facility Interview

Selecting Facility Interview from the · Accessories option on the menu bar will open the Healthcare Facility/Agency Interview form.  This form is currently under development.


Print Administrative Forms

• Accessories | Print Administrative Forms

Selecting Print Administrative Forms from the · Accessories option on the menu bar allows you to print a blank Referral Form or Daily Billing Sheet.  Choose the document that you wish to print from the menu bar options.


Medical Disability Advisor

• Accessories | Medical Disability Advisor

You may only access this form if you have licensed the Medical Disability Advisor data from The Reed Group, Ltd.

Selecting Medical Disability Advisor from the · Accessories option on the menu bar will open the Medical Disability Advisor form if you have licensed the data from The Reed Group, Ltd.  This form allows you to search for and review data compiled by The Reed Group, Ltd.


Official Disability Guidelines

• Accessories | Official Disability Guidelines

You may only access this form if you have licensed the Official Disability Guidelines data from Work-Loss Data Institute.

Selecting Official Disability Guidelines from the · Accessories option on the menu bar will open the  Official Disability Guidelines form if you have licensed the data from Work Loss Data Institute.  This form allows you to search for and review data compiled by Work Loss Data Institute.


Spellcheck

• Accessories | Spellcheck

This option will start your spell checker.  Only fields from the current field and down will be spell checked.


Lists

• Lists | ...

Lists are used to maintain the data contained in drop down lists in various parts of Data Retriever.  Each of the list items are reviewed in detail in the chapters Setting up and Maintaining Your Database and Adding Contacts to your Database.  For usage instructions refer to the sections noted.  Listed below is a reference for each of the list options:

Add A New Person	Allows you to add a new person to your database.  Refer to the section titled "Adding People to your Database" located in the chapter titled "Adding Contacts".

Types of People	Allows you to define different "types" of people to indicate the roles they play on cases.  Refer to the section titled "Types of People" located in the chapter titled "Setting up and Maintaining your Database".

Specialty Types	Allows you to define different specialty types for the different types of people in your database.  Refer to the section titled "Specialty Types" located in the chapter titled "Setting up and Maintaining your Database".

Occupations	Allows you to define a list of frequently used occupations that describe your patients' job functions.  Refer to the section titled "Occupations" located in the chapter titled "Setting up and Maintaining your Database".

Add A New Company	Allows you to add a new company to your database.  Refer to the section titled "Adding Companies to your Database" located in the chapter titled "Adding Contacts".

Types of Companies	Allows you to define different "types" of companies to indicate the roles they play on cases.  Refer to the section titled "Types of Companies" located in the chapter titled "Setting up and Maintaining your Database".

Schedules	Schedules are used to warn you about limitations on billings.  Refer to the section titled "Overview of Fee Schedules" located in the chapter titled "Setting up and Maintaining your Database".

Service Code Types	Service Code types allow you to categorize service codes for reporting and fee schedules.  Refer to the section titled "Service Codes" located in the chapter titled "Setting up and Maintaining your Database".

Service Codes	Service Codes are the codes you use to enter activities and billings.  Refer to the section titled "Service Codes" located in the chapter titled "Setting up and Maintaining your Database".

Case Types	Allows you to define different types of cases for processing and reporting purposes.  Refer to the section titled "Types of Cases" located in the chapter titled "Setting up and Maintaining your Database".

Other Info Defaults...	Allows you to define your own fields to be defaulted for each type of case.  Refer to the section titled "Other Information Defaults" located in the chapter titled "Setting up and Maintaining your Database".

Info Elements	Allows you to define your own fields to be used in the · Other information tab in the · Case Management window.  Refer to the section titled "Other Information Elements" located in the chapter titled "Setting up and Maintaining your Database".

Case Status Codes	Allows you to define status codes that indicate where the case stands.  Refer to the section titled "Case Status Codes" located in the chapter titled "Setting up and Maintaining your Database".

Referral Situations	Allows you to set up a list of data to be captured for cases having a particular situation.  Refer to the section titled "Referal Situations" located in the chapter titled "Setting up and Maintaining your Database".

Case Management Plans	Allows you to set up care maps that can be used for cases having specific ICD-9 or DRG diagnoses.  Refer to the section titled "Case Management Plans" located in the chapter titled "Setting up and Maintaining your Database".

Savings Reasons	Allows you to define cost saving reasons for use in the · Savings tab of the · Case Management window.  Refer to the section titled "Savings Reasons" located in the chapter titled "Setting up and Maintaining your Database".

Important Dates to Track	Allows you to set up dates on a case file that are important to track the history of changes on.  Refer to the section titled "Important Dates to Track" located in the chapter titled "Setting up and Maintaining your Database".

Document Categories	Allows you to set up categories that you may use to group your standard letter templates.  Refer to the section titled "Standard Letters" located in the chapter titled "Setting up and Maintaining your Database".

Zip Codes	Allows you to add, edit, or delete zip codes.  Refer to the section titled "Zip Codes" located in the chapter titled "Setting up and Maintaining your Database".

States	Allows you to add, edit, or delete states.  Refer to the section titled "States" located in the chapter titled "Setting up and Maintaining your Database".


ToDo

• ToDo | Add Item

Selecting Add Item from the · ToDo option on the menu bar will open the Add Activity window to allow you to enter an activity that has been completed or needs to be done.

You may modify any of the data displayed in the Add Activity form that isn't grayed out.  The data available on this form includes:

Header Information

• Employee	This defaults to the person logged into Data Retriever and may not be changed.

• Case Name	The name of the patient who's case you wish to create an activity for.  The Name and # fields are synchronized to refer to the same case file.

• Case #	The case number you wish to create an activity for.  The Name and # fields are synchronized to refer to the same case file.

Activity Dates	The dates that this activity covers.  You must enter a begin date.  The end date is optional.

Notes

What To Do	You may enter notes that will remind you of what needs to be done.

• Type of Activity	This field is for your reference only.

• Who to Contact	This field is for your reference only.

Place	This field is for your reference only.

Notes	These notes are for letters, reports, and invoices.

Billing Information

• Stage	The stage that you want this billing to be classified as.

• Code	The service code that you wish to bill ( · Lists | Service Codes).  When you use a code that "Triggers Inv" the last report date and next report dates for the case will be revised.  The next report date is dependent on the "Next Rpt Days" setting for the given type of case ( · Lists | Case Types).

Bill	The amount of time to bill.  You may make entries in tenths of a hour without entering the decimal if you set the System Variable "EnterInTenths" to -1.

Act	The actual amount of time spent performing this activity.  You may make entries in tenths of a hour without entering the decimal if you set the System Variable "EnterInTenths" to -1.

Rate	The hourly or unit rate to charge for this code.  The default rate depends on the rate table assigned to the patient ( · Maintenance · Rate Tables).

Ext Amt	The extended amount is calculated based on the Billed quantity multiplied by the Rate.

Reimbusement	The amount to reimburse the employee for this activity.  This field is used to calculate the Expense Report.

• Close	Closes this window.


Windows

• Windows | ...

The Windows option of the menu bar gives you access to the same options that appear on the Main Menu switchboard.  Accessing functions through the menu bar may be convenient if you have windows on your screen that cover some or part of the Main Menu.

Windows that are open on screen will also appear under this menu bar option, allowing you to switch between windows without having to move or minimize the windows on your screen.


About

• Help | About

Selecting About from the Help menu bar option will display Data Retriever's about window.  In this window, you will see information about Cogniscaena, Inc. and the build date of your software.

Click the · Close button to close this window.


Recent Changes

• Help | Recent Changes

Selecting Recent Changes from the · Help menu bar option will display a window that allows you to see changes that have been made to the Data Retriever program.

To scroll through the list of changes, use the arrow buttons in the upper right corner.  If you get a message that reads "You can't go to the specified record" then you are at either the beginning or end of the list of changes.

You may print a report of recent changes by clicking on the · Print Report button.

Click the · Close button to close this window.


Help

• Help | Help

Selecting Help from the Help menu bar option will display the Help file for Data Retriever.  You may also open the help file and retrieve context sensitive text by pressing the F1 key on any screen.


Performing Maintenance on Database Files

You should perform maintenance on your program and data files routinely to repair and compact your data.  This will maximize the efficiency of your database and reduce its size.

You should perform maintenance on any data file that reports errors, or the program file if it stops functioning correctly.  The most common causes for data corruption or program failure are network connection errors and improper database shutdowns (caused by system, network, or power problems).

Shortcuts are installed in your Start | Program Files | Cogniscaena folder to perform maintenance on your program file, Data, System, and Session files.  Simply choose the shortcut for the maintenance routine that you'd like to run.

In the event that the maintenance routine reports the error "Records can't be read, No Read Permissions..." then an error was encountered in your data file and corrected.  In this situation, the maintenance routine will have produced a file dbx.mdb in your data folder, where x is the next available number in the folder (e.g. db1.mdb, db2.mdb, db3.mdb).  You can verify the correct file by examining the date and time that it was created.  It should have the current date and a current time.  You should rename your Data.mdb file to retain a backup of the original corrupted file in case the maintenance routine did not correct the problem properly.  We recommend that you rename it to Data-mmddyy.mdb, where mmddyy is the current date.  Next rename the dbx.mdb file to Data.mdb.  Finally, open Data Retriever and review any recent changes you've made.

• Be sure to edit your shortcuts for your Data and System files if they are on a network server.


Downloading Upgrades from the Internet

You should always make a backup copy of your data and program files before upgrading.

You may download upgrades from Cogniscaena's website www.cogniscaena.com.  Select the Downloads option, then Case Management.  When you click on the link, you will be asked to Save the File to Disk or Open the File.  Choose the option to save.  You will ultimately need to save the upgraded DRCM2000.mde file to your c:\program files\cogniscaena\data retriever\cm folder.

Once you have downloaded an upgrade, you will need to re-connect to your data if it is not in your local c:\program files\cogniscaena\data retriever\cm folder.  Even if the Data Dir field on your login screen reads your normal path you will need to reconnect.  To make the Re-Connect active you must make any change to the Data Dir field.  As a shortcut, you may simply remove the last backslash then click the · Re-Connect button.

Before logging in for the first time, you should have all users exit out of the database.  When you log into your data file with the new updated program, it will automatically upgrade your database.  If users are in your database as it attempts to add new fields, the fields may not be added.  If you suspect that the fields have not been added properly (you will get messages asking for "Parameter Values") you should set the System Variable "VersionDate" back to your previous build date and run the Special Function "uv".

If you use Data Retriever's · File Transfer features you should upgrade all data sources before exchanging data.   This ensures that any new data fields are present in both the exporting and importing locations.  Failure to do so may result in missing data in some of your data sources.


Performance Tips

There are several things that you can do to ensure that Data Retriever is performing optimally.  They include:

Perform Maintenance on your Files

To optimize the performance of your database you should ensure that your program files and data files are compacted routinely.  Refer to the chapter titled "Performing Maintenance on Database Files".

You may also consider running a defragmentation utility on the hard disk where your data resides from time to time.

Increase the amount of RAM on your workstations

Microsoft Access applications use as much RAM on your system as they can.  Increasing your RAM to at least 128 MB can make a difference.

Tune your network

Have a certified network engineer evaluate your network's performance.  Some resources may be drained by features that you do not use, and some features may cause excessive network traffic on your lines.

Don't load unnecessary programs on your workstations

Many computers are bundled with software that automatically loads when the computer is turned on.  Make sure to disable any software that is unnecessary.  You may also need to check the configuration of other software.  Virus checkers may be set to scan edits to data unnecessarily, thereby increasing the time it takes to save data.

Set the System Variable "CheckChargesOnEntry" to 0 if you do not need immediate alerts when exceeding fee schedules.

You may set Data Retriever to check if charges exceed the fee schedule for a case at the time of each activity entry, or at the time of invoicing.  If you have it check the charges on entry, Data Retriever must sum up all activity for the file and compare it against the assigned fee schedule after each entry is made.  This process can slow down the entry process so you may wish to only have the totals checked at the time of invoicing.


Backing up your Database

You should backup your database regularly!  The files that you should backup include the Data.mdb and System.mdb files.  Many backup devices include unattended scheduling software that will backup your database overnight.  If you use such software, check your backups from time to time to ensure that your files are being backed up properly.

You should back up every night on a separate cassette, disk, or tape.  You may wish to rotate your media so that you have one piece of media for each business day of the week--label the media "Monday", "Tuesday", "Wednesday", "Thursday", "Friday" to avoid confusion.  It is important to rotate the media daily so that in the event of an unnoticed corruption, you do not overwrite your latest good data with corrupted data.

Many companies implement policies to ensure that a copy of their data is stored off-site weekly or monthly to further protect against data loss from disasters or theft.


Keyboard Shortcuts

Several keyboard shortcuts may be used while in Data Retriever.  They are:

F1	Opens context sensitive help for the current active screen.

F2	Forces the current record to be saved

F4	While on a drop down/combo box, will display the list

F11	Opens or toggles to the Daily Entry Log window

F12	Opens or toggles to the Case Management window

Ctrl-F2	Microsoft Access' feature "Zooms" the current field to a larger pop-up edit window.

Ctrl-A	Opens or toggles to the Daily Entry Log window

Ctrl-F	Microsoft Access' feature opens the "Find" window when in certain tables.

Ctrl-R	Opens or toggles to the Rolodex (Contact Reference) window

Ctrl-M	Opens or toggles to the Case Management window

Ctrl-O	Opens or toggles to the list of the last 10 cases accessed

Ctrl-C	Standard Windows copy operation

Ctrl-X	Standard Windows cut operation

Ctrl-V	Standard Windows paste operation

Ctrl-'	Microsoft Access' ditto operation copies the value of the field in the previous record to the current record.


How do I log in for the first time?

To log in for the first time, you will need to enter the user name 'Supervisor' and password 'Firsttime'.


How can I assign my own Case Numbers?

In order to assign your own case numbers, the user entering new cases must have privileges to more than one location.  You may set a user's privileges by going to · Maintenance · Employees.  Privileges are located in the lower left corner.  Make sure that the employee has Read Write privileges to more than one office location.

When an user that has privileges to more than one office location attempts to create a new case, a  Location window will appear.  You may manually assign a case number by specifying your own number in the 'Case Number to Manually Assign' field located at the bottom of the window.

If you only have one location, you should set up a "dummy" location and grant privileges to it in order to access the Location window (a PO Box would be a good location to use if you have one).


Why can't I see a case in my Case Management window list of cases?

In order to see a case in the drop down lists in the Case Management window, the user logged in must have privileges to at least Read the case.  These privileges are assigned based on location in · Maintenance · Employees in the lower left corner.  Make sure that you have Read or Read Write privileges for the office location that the case is assigned to.


How do I change the header at the top of my documents?

Management report headers (generated through the · Reports menu) are based on your settings in · Maintenance · System.  Documents such as standard letters get their header information from the information provided for the location that the case is assigned to.  To edit the header for a location, you will need to modify your information in · Maintenance · Locations.


How do I adjust the printing for my envelopes?

A system variable "EnvelopeAdjustment" controls the top margin for printing envelopes.  This setting is in inches.  To change the value, go to · Maintenance · Utilities · System Variables.  If your envelopes are printing too high, increase the value for this variable.  If you envelopes are printing too low, decrease the value for this variable.


I keep getting "The text you entered isn't an item on the list", I'm stuck in the combo box, how do I get out?
I'm stuck in a combo box getting "The text you entered isn't an item on the list", how do I get out?

This message is the result of a drop down list that requires an entry to be an item in the drop down list.  You can't exit out of this box until you clear your entry using the backspace or delete keys.  You may also clear the box by pressing the Esc key on your keyboard once.


Why can't I see a service code that I wish to bill for?

In order for a service code to appear in your drop down list of codes to bill for, it must be assigned to a rate category that is specified for the rate table that the client is assigned.  Check the referral form to identify what rate table is being used (located at the bottom).  Next, goto · Lists | Service Codes to determine what Rate Category the service code is assigned.  Finally, goto · Maintenance | · Rate Tables to verify that the Rate Category for the service code is listed on the Rate Table for the case.


Why doesn't a case appear in my list of cases to be invoiced?

If a case doesn't appear in your list of cases that can generate a new invoice, you should open the case in · Case Management and check:

The · Activities tab and · Lists | Service Codes to ensure that a code that "Triggers Invoice" has been billed.

The Referral Form ( · Forms · Display · Referral) to ensure that it has the following data:  A patient, an employer, an insurance adjuster, an invoice's to party, a rate table, and a fee schedule.


How do I remove a line from an invoice?

To remove lines from an invoice, open the invoice in the invoicing window by clicking on · Accounting · Invoicing and entering the number of the invoice into the Invoice # field at the top of the window.

To delete an item permanently, click the gray box to the left of the line that you wish to delete, then press the delete key on your keyboard.  You may alternatively use the right mouse button to click the line that you wish to delete and select the delete option from the pop up menu.  You will be asked to confirm that you wish to delete the line item.

To remove an activity from an invoice, but keep it stored in the system for future invoicing, double-click on the line number that you wish to remove.  You will be asked to confirm that you wish to remove the line item.


What does the error "Invalid Use of Null" mean?

The message "Invalid Use of Null" is displayed whenever you attempt to save data that is missing a required piece of data.  For example, you may not enter a new case without assigning it a case number or an invoice without assigning it an invoice number.


Why are the graphic lines missing when I print on some printers?

Some printers require their spooling format to be set to EMF instead of RAW in order to produce the graphic objects used in Data Retriever.  If you notice graphic lines or shading missing when printing on some printers, you may need to adjust your printer's setting.

To adjust your printer, click on the · Start button on your Windows' task bar and select Settings and Printers.  Inside the Printers window, right click on the printer that you are having problems with and select Properties.  Next, you will need to find the button that reads " · Spool Settings...", it is often found on the · Details page of the Printer Properties window.  Select the · Spool Data Format "EMF" then click · OK to save your changes.


Technical Support

You may reach Cogniscaena, Inc. for technical support in the following ways:

Preferred Method:  EMail - andrew@cogniscaena.com

Email allows us to manage technical support the most effectively.  EMail allows you to send attached screen shots to us via email so that we can also see the actual error message.

Other Methods:

Fax:	(619) 258-8076

Phone:	(619) 258-8077


License Agreement

This is a legal agreement between you the end user, and Cogniscaena, Inc.  By using the software Data Retriever-CM, you are agreeing to be bound by the terms of this agreement.  If you do not agree to the terms of this agreement, promptly return the software and accompanying items to Cogniscaena, Inc.

1.	GRANT OF LICENSE.  Cogniscaena, Inc. grants you the right to use one copy of the enclosed Cogniscaena, Inc. software program (the "SOFTWARE") on a single terminal connected to a single computer.  You may not network the SOFTWARE or otherwise use it on more than one computer or computer terminal at the same time.

2.	COPYRIGHT.  The SOFTWARE is owned by Cogniscaena, Inc. and is protected by United States copyright laws and international treaty provisions.  Therefore, you must treat the SOFTWARE like any other copyrighted material (e.g. a book) except that you may either (a) make one copy of the SOFTWARE solely for the purpose of backup or archive, or (b) transfer the SOFTWARE to a single hard disk and use the original solely for the purpose of backup or archive.  Written materials may not be copied.

3.	OTHER RESTRICTIONS.  You may not rent or lease the SOFTWARE, but you may transfer the SOFTWARE and accompanying written materials on a permanent basis provided you retain no copies of the SOFTWARE and the recipient agrees to the terms of this agreement.  You may not reverse engineer, decompile, or disassemble the SOFTWARE.  If the SOFTWARE is an update, any transfer must include the update and all prior versions.


Limited Warranty

LIMITED WARRANTY.  COGNISCAENA, INC. warrants that the original disks are free from defects for 90 days from the date of delivery of the SOFTWARE.

CUSTOMER REMEDIES.  COGNISCAENA, INC.'s entire liability and your exclusive remedy shall be, at COGNISCAENA's option, either (a) return of the price paid or (b) replacement of the SOFTWARE which does not meet COGNISCAENA's limited warranty and which is returned to COGNISCAENA with a copy of your invoice.  Any replacement SOFTWARE will be warranted for the remainder of the original warranty period or 30 days, whichever is greater.  THESE REMEDIES ARE NOT AVAILABLE OUTSIDE OF THE UNITED STATES OF AMERICA.

NO OTHER WARRANTIES.  COGNISCAENA disclaims all other warranties, either express or implied, including but not limited to implied warranties of merchantability and fitness for a particular purpose, with respect to the SOFTWARE and accompanying materials.

NO LIABILITY FOR CONSEQUENTIAL DAMAGES.  In no event shall COGNISCAENA or its suppliers be liable for any damages whatsoever (including without limitation, damages for loss of business profits, business interruption, loss of business information, or other pecuniary loss) arising from the use or inability to use the SOFTWARE, even if COGNISCAENA has been advised of the possibility of such damages.  Because some states do not allow the exclusion or limitation of liability, for consequential or incidental damages, the above limitation may not apply.

This agreement is governed by the laws of the State of California.  Use of the SOFTWARE constitutes acceptance of the terms of this limited warranty.  If you do not agree to the terms of this limited warranty, promptly return the software and accompanying items to Cogniscaena, Inc.