Medi-Corp Dashboard

Documentation Manual

Billing and Appointment Scheduling Portal

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Contents Introduction .................................................................................................................................... 3

Sign in .............................................................................................................................................. 4

Standards ........................................................................................................................................ 6

Data Dictionary ............................................................................................................................... 7

Appointment Scheduling .............................................................................................................. 11

Resource Utilization ...................................................................................................................... 17

Printing .......................................................................................................................................... 18

Patient System .............................................................................................................................. 20

Charge and Payment Entry ........................................................................................................... 23

Compliance ................................................................................................................................... 27

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Introduction

This site is a web based portal into the Medi-Corp billing and appointment scheduling systems.

To get to the website, enter the following url:

http://medicorp-dashboard.com this is a secure and encrypted website and will redirect to the

following SSL https site - https://medicorp-dashboard.com.

Billing System – Blue Dot

Use this option to sign into the system with your unique userid and password (which will be assigned to

you by Medi-Corp IT personnel).

To be assigned a userid, please call 908-653-9399, extension 107

Once signed in, the option will change to “Log out”. This will then end you session and remove any

session variables (nothing is stored on your PC). There is also an option for “Sign out” along the top row

menu.

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Sign in

Click on the “billing system” blue dot to sign in to the system. The other links reference other Medi-

Corp web services. If any of these services are needed they will be explained in other documents.

Clicking on the billing system dot will allow you to signon.

The following login screen will appear:

Enter your userid and password and hit “Sign In”.

Once signed in, the following screen will appear.

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There is a menu bar along the top row for the various subsystems available:

Once finished with your session, hit the “Sign out” button along the top row.

Data Dictionary – to control various codes used throughout the system

Appointment Scheduling – takes you to the appointment scheduling section

Patient System – takes you to the patient billing and inquiry section

Reporting – for various reporting menus (these will create PDFs for viewing, printing or saving)

++++ - this is a gateway menu to other options available in the system.

Messaging – this takes you to the messaging and task system

FAQ – this manual (will be displayed as a PDF)

Contact Us – a quick way of emailing IT support for any suggestions or questions. For immediate

support, please call IT support at 908-653-9399 x107.

Once logged in, additional options will appear in the body of the main dashboard screen.

Cloud Documents – view, upload or download any documents from our cloud (sFTP) server.

Reporting Portal – this is strictly a reporting portal with various viewing and reporting options.

Messaging – send a message to our staff or anyone on your staff with a userid.

Task System – create and view tasks assigned by you or others.

Update Profile – update your profile name, password or email address.

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Standards

Screen controls

The screens of the system are divided into sections:

- Top row commands that take you to the different subsystems (as shown above)

- Header Section with various buttons and controls specific to the screen or option you are in

- Body of the screen – will display the information and any messages

Return Button

Once in an option, to go back to the previous screen, use the RETURN button that is on each screen in

the header section. This will allow the system to keep track of the patient or appointment you are

viewing. The back arrow located on each browser will usually work but is not controlled by our system

and may not work each time.

Cookies

This system does use temporary –session only- cookies which are used to enhance the user experience.

These cookies are removed once you signoff or exit your browser session.

HIPAA Compliance

The system is set to time out after a set number of minutes. If you do not have activity for a while, the

system will force you to sign back in.

This system is also an SSL encrypted compliant system which conforms to HIPAA and Hitech standards.

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Data Dictionary

These screens control the various support data utilized throughout the system. Usually this information

is entered and maintained by the Medi-Corp staff.

To update your profile, you can click on the option above from the data dictionary or you can utilize the

“Update Profile” icon from the main dashboard screen once you sign on.

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Update your profile

You can use the “Update your Profile” option to change your profile information. This includes name,

email address, phone# and multifactor authorization defaults.

Multifactor Authorization (MFA)

As part of HIPAA security, we will be requiring 2 level authorization at login. After you enter your userid

and password, the system will send you a pin# which you must enter to continue the login process.

You can customize how you want the pin to be sent (as a default) – either text to your phone or email.

Also, at pin verification, you can have the system re-send the pin using either delivery method. In this

way, if your default is to send the pin to your phone but for some reason you don’t have your phone

then you can have the system resend the pin to your email.

The system will generate a random pin# on each delivery and the last pin sent is the valid pin# that will

need to be entered. If you enter an incorrect pin, the system will take you back to the login screen.

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When IT defines your profile, they will ask you for this information and what you want for your default

delivery method.

To customize your MFA criteria, from the “Profile” update screen, click on the button for Multifactor

Authorization.

The following screen will appear:

You can then enter or modify the following information:

Delivery method: Text or Email

Cell#: Enter you cell phone number which would be used for the text. You should enter this even if you

use email as your default so you have this option if needed at pin entry time.

Email: Enter your email address you will use to retrieve the pin# (if email is the default). Once again you

should enter this information anyway to use as a backup delivery method if needed.

Carrier: The system needs to know the carrier for your cell phone service. This will assist the system in

sending out the text to your phone. If your carrier is not listed, either select email as your default

delivery method and call IT support to possibly add your carrier to this list.

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Appointment Template

The option for “Scheduling Template Defaults” will allow you to change the appointment template. This

controls the start and end time of your day, the appointment intervals and whether or not you want

appointment reminders to go out to the patients (email or text reminders). You can set the #days prior

to the appointment and have up to 2 reminders sent.

These reminders will use the email address and/or cell# entered with the appointment information.

The field for “Last MRN# Used” will control the medical record# assigned on the appointment entry

screen.

If you want the medical record# to print on the labels, change the “Label Format” to “1”.

The system can also automatically assign medical record#s to the appointments when printing labels. If

you want this option, check the box labeled “Assign MRN with labels”.

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Appointment Scheduling

Click on the “Appointment Scheduling” option from that top row.

The following screen will appear and show app appointments for selected date:

From here you can view your appointments and control the various options available from this system.

Add Appointment – this will let you add a new appointment

Print Options – various options for print appointment information (schedules, labels, registration

sheets, etc.)

Find/Search – lets you locate an appointment by patient name

Monthly Views – display views to show appointments for the month with either a calendar view or

summary view

Date controls – there are various buttons to control what dates you are viewing. The screen will default

to the current date but using the controls you can jump around or select a date from a calendar.

- <<< go back one day

- >>> go forward one day

- Calendar – popup a calendar to select a date

Show Cancelled Appts – you can toggle this screen between active and cancelled appointments. Active

appointments can be cancelled and canceled appointments can be made active again.

Room View – if you have multiple rooms, this will display the appointments by room.

Filter by Room – when multiple appointments are displayed, you can filter the display by room by

hitting this dropdown. Leave it set as ALL to show all rooms.

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-+- or - - this screen does show various information about each appointment. To show more or less

information, use this toggle button.

-L- - this button will loop through all schedules for the day. This is an easy way to check each schedule,

assign account#s, etc. Hitting return from the schedule detail will automatically bring up the next

schedule. You can break out of this loop by hitting the “appointment scheduling” option along the top

row.

You can just hit the –Select-- button next to the appointment to view or edit that appointment.

Appointment View/Edit/Add

To add an appointment, hit the ADD APPOINTMENT button from the main appointment screen.

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There is a lot of information that can be entered for each appointment. The minimum information

needed is:

- Date

- Room

- Physician

- Patient Name

- Patient Sex

Most of the selection fields have dropdowns such as insurance, physician, sex and anesthesia

information (if applicable).

Retrieve patient information

If the patient is an existing patient in the patient database, you can hit the “Retrieve Patient Info”

button along the top. This will bring you to a search screen where you can find the patient and retrieve

their information (to populate the appointment scheduling screen).

Enter in a patient name to search for the patient, once found, select that patient and their information

will be retrieved and brought into the appointment entry screen.

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Insurance/Attorney/Employer Addresses

There are various dropdown selections available from the appointment entry screen to further define

addresses for the insurance, employer and attorney (if applicable). These dropdown definitions are

usually maintained by Medi-Corp personnel but they are available to define or view from the data

dictionary menu.

If you are using a generic insurance code such as COMM, NF, WC, etc. you should use these dropdowns

to select a particular insurance carrier and/or address.

There is also a screen available to manually add this information. From the appointment edit screen,

there is a button labeled “Address Entry”. This will display a screen where you can manually enter

names and addresses for insurance, employer or attorney.

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When selecting an existing appointment, the header section will change and give you additional options

for that appointment:

Address entry – this was explained above if you need to manually enter names and/or addresses for

insurance, employer or attorney.

Enter CoPay – if the patient is already in the patient database, you can enter a copay directly onto their

account.

Print Options – various print options specific to this appointment (labels registration sheet, etc.)

Change Appt Date – if you need to change the date of the appointment, this will display a calendar for

you to select a different date.

Update Appointment – to update the appointment with any information you changed (if so)

Check Eligibility – you can have the system check the eligibility of this patient and insurance using this

option.

Patient Central – if the patient is an existing patient, this will take you to the patient system and display

that patient’s previous visit information (with applicable charges, payments and balances due).

EMR system – this is for future use and not in production at this time.

Patient Link

For appointments where the patient is not an existing patient, a button will appear that is labeled

“Patient Link”. This will take you to the patient system and allow you to create a patient in the patient

database and assign an account#. The appointment information will display so you can edit it or add to

it for any missing information.

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Monthly Views

From the main appointment scheduling view, there is a button labeled “Monthly Views”. This will take

you to a screen showing you a monthly view of your appointments.

This will show all appointments for the month and year selected. You can select a patient to view that

date and take you to the appointment screen for that specific date.

You can select the “Summary View” to show the appointments for the month and to view a graph. The

button will then change to show “List View”.

From here, you can utilize the various filters in the header section to view room utilization or physician

productivity.

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Resource Utilization

Monthly Views

On the monthly views, there is now an optional filter to view and summarize appointments requiring a

c-arm, transportation or just to see a trend of cancelled appointments. There is also a new button for

“Resource Utilization”

Resource Utilization:

This is a monthly view of various appointment resources. You can view graphs for all appointments by

day, by room, by physician, if c-arm or transportation needed or for cancelled appointments.

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Printing

There are various “Printing” options located throughout the various screens. These will open up

separate menus with the print options available at that time.

Example – this print menu is selected by hitting “Print Options” from the main appointment scheduling

view (by date).

Once selecting an option, it could display a screen to select various filters such as dates, physicians, etc.

Certain options will just display a PDF of the report you selected.

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Once the PDF is displayed, you can right click on it to view a menu with the print option.

Once the PDF is printed, you would use the “back arrow” on the browser to return to the previous

screen.

*Please note that this is the only time you would “have” to use the back arrow on your browser as the

PDF display does not have a RETURN function or option. All other screens in our system do have a

RETURN button (which we prefer you use the return button and not the back arrow for these screens).

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Patient System

To get into the patient database and billing system details, select “Patient System” along the top row.

The following screen will appear:

Enter in a name or partial name to search for an existing patient in the Medi-Corp billing system. Hit the

“Search” button to initiate the search. If too many patients meet your search criteria, you may need to

fine tune your filter by entering more of the name.

This screen is similar to the appointment scheduling screen where you can select the patients when they

appear to view more information about their visits and the transactions specific to that visit. This will

include charges, payment, adjustments, notes, etc.

Press the SELECT link on the patient you want to view.

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Once a patient is selected, the following claim detail screen will appear:

This will show the various claims for that patient. Usually each claim represents a service date and will

show total charges, payments and adjustments relating to that particular claim.

Creating a new claim

To enter charges for a new claim (service date), you will need to first create a claim master. From this

screen, hit the button for “Add a Claim”. The following screen will appear:

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From here, enter in the information specific to this claim (service date) and hit “Add Claim”. If any of the

fields are not applicable, just skip over them.

Once the claim is created, you will then see that new claim in the Patient Central view.

Claim Inquiry

To further drill down to view the transactions on a claim, press the SELECT link next to the claim you

wish to view (from Patient Central).

The charges, payments and adjustments will display relating to that claim.

From this screen, there are various options or buttons in the header area to view comments, the audit

log or the claim master. You can also enter additional transactions (payments, etc.) using the

Transaction Entry button.

To enter a new charge or charges, this requires a new claim (which represents a service date). See the

option above to create claim masters.

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Charge and Payment Entry

To enter a charge or payment, select a claim from Patient Central. This displays the claim detail inquiry

screen.

From here you can hit the “Transaction Entry” button to bring up a menu to enter charges or payments.

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Charges

Click on the “Charges” option to enter a charge:

Enter the charge information (click on “search” to display various searches). Once entered, hit “Add

Charge”.

If there are no edits, the charge will now be added to the claim and will be displayed on the patient

claim inquiry screen.

Payments/Adjustments

Click on the “Payments/Adjustments” to enter a payment or adjustment:

Once again, enter the applicable information or use the Search button to search pay/adj codes.

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Pre-authorization / Pre-certification Entry

There is an option on the system to enter pre-auths or pre-certs. Usually this is done before a patient or

charge is entered.

To get to this menu, hit the “++++” option along the top command bar. This is the “Gateway” menu that

will display various additional options available in the system:

From here, hit the option for “Pre-auth/Pre-cert”. The following display will appear which will list all of

your existing pre-certs:

From here you can select an existing patient to view or change the information. You can also hit the

“Show” button to view any existing claims that are utilizing that pre-cert.

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Hitting the “Add New Authorization” button will allow you to add a new pre-cert. The following screen

will appear:

From this screen, you are entering a pre-cert for a patient. The patient will be identified using their

name and birth date. The reason for this is that for new patients you may not yet have an existing

patient account or claim. The system will match up these pre-certs to claims automatically and assign

them based on the effective date of the pre-cert (to the service date on the claim once a charge is

entered).

If you have a pre-cert for a certain number of visits, the system will assign it to the correct number of

claims and then stop utilizing that pre-cert. This screen will show how many times this pre-cert was

“used”.

Also, from the Patient Central inquiry screen, there is now a field named “Pre-Auth”. This field will have

a “YES” in it if a pre-cert was assigned to it (either manually from claim entry or by this pre-cert system.

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Compliance

Once assigned a unique userid and password please do not share this with anyone. All activity is logged

and tracked by userid. You can update your profile and password at any time using the –Update Profile-

option from the “Data Dictionary” command along the top row.

The system has an automatic time out feature. If you leave your screen for a while, the system will force

you to sign back in (depending on how long of an inactivity period there was).