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The Doctor Summary Report can be used to calculate associate doctors salaries. This report is available when printing the “Transactions (Daily)” or “Year to Date” reports. Year to date reports can be printed for any date range (ie: weekly, monthly, quarterly, etc).
Total Paid:
This column displays the combined total of patient and insurance payments that were posted (within the date range selected) and applied to services that the doctor performed.
Total Paid plus either DrPrePayCr — or — PatPrePay should be used to determine how much an associate should be paid
DrPrePayCr (doctor pre-payment credit):
This column displays the portion of a patient’s credit balance that was applied to a service that the doctor performed.
The credit that was applied may have come from a patient’s pre-payment, money returned to the patient after insurance paid for the service, etc.
If your office pays associates only for services they performed, then this amount (DrPrePayCr) should be added to the Total Paid amount.
PatPrePay (patient pre-payment):
This column displays money collected in advance that was not applied to any service yet.
The patient would have a credit balance which will eventually get applied to future services.
Normally, money collected in advance belongs to the office. The doctor would only receive credit for it once it is actually applied to a service the doctor performed. That is when it would show up in the DrPrePayCr column.
However, if your associates see their own patients and your office pays associates for patient pre-payments (that were never applied to any services yet), then the PatPrePay amount should be added to the Total Paid amount (described above).
Daily and YTD “Doctor Summary” report sample
This way you have an exact copy in case you ever need to refer back to it.
For example,
A patient may call your office questioning a statement you sent out two months ago. You would be able to refer to the PDF file and view an exact copy of the statement the patient is looking at. You would also be able to print another copy if necessary.
To print to a PDF file …
1. be sure to select “Print to Screen” (not the printer)
2. click on the “Print” icon (picture of printer at the top of the screen without the yellow wrench) then click [Ok]. This will print to your printer.
3. click on the “Printer Setup” icon (picture of printer with the yellow wrench)
3. select PDF reDirect as your printer then click [Ok]
4. click on the “Print” icon (picture of printer without the yellow wrench) then click [Ok]
5. enter a “Filename” and the “Folder” you would like to save it in then click [Save].
(filename example: “statements 2017.03.02.pdf”)
6. close the PDF reDirect window.
note: leaving the PDF reDirect window open will add the next printout to the same file.
If PDF reDirect is not listed as a printer option, please call so we can help you install it.
Advantages to having your Herfert system in the cloud
Real-Time Demonstrations with your patient data are available upon request.
Click the following link to let us know you are interested …
or call: (586)776-2880
These steps should be performed on the last day your office is open in the current year (at the end of the day) — or — the first day your office is open in the New Year (at the beginning of the day).
Make a Year End Backup
note: You could use one of your flash drives from the weekly rotation as the year end backup then replace it with a new flash drive to be used in your weekly rotation. This way every year you have a new flash drive in your weekly rotation.
note: If you have your own way of backing up Herfert Software (eg: cloud backup service, CD, zip drive, external drive, etc) we would highly recommend backing up our way as an additional backup. After all, this is your business and you can never have too many backups.
Print Year to Date Reports
The Year to Date reports can be used to examine the number of new patients, visits, services, charges, payments, write off’s, etc. posted throughout the year.
In addition to the daily activity report, the following reports are also available and are optional:
Year to date graphs can also be printed displaying the following (per month):
Initialize Claims
(optional)
The initialize claims option allows you to automatically reset visits and deductible information for all of your patient’s default claims.
The following options are available:
* Reset the “Current Visit” to 0
* Reset the “Deductible Balance” back to the patient’s yearly deductible amount entered.
* Reset the “Deductible Start Date” for the new year.
Delete Old Transactions
(optional)
Caution: Run this at your own risk. Once the transactions are deleted, they are permanently deleted. You would need to restore a backup just to view them again. And, they could never be re-activated into your “live” data.
Be sure to run a backup prior to running a deletion.
It is recommended to print the Transaction Deletion report to the screen then print it to a PDF file. Save the PDF file in case you ever need to reference what has been deleted. Be sure to name the PDF file appropriately for clarity.
Delete old transactions that have been paid (or written off) in full. If you no longer need to reference old paid transactions, they can be deleted. This will speed up various searches. We suggest deleting transactions thru 12/31/(current year – 7) that is, transactions that are older than 7 years.
You do have an option to include or exclude payment codes. For example if you want to exclude auto accidents and personal injuries, you could enter the appropriate “Payment Codes” (eg: AA,PI) then checkmark the “Exclude” field.
Cleanup Files
(optional)
Caution: Do not use this feature unless you have been using Herfert Software for at least one full year.
Caution: We do not recommend removing unused Diagnostic codes.
Remove unused insurance companies, payment codes, procedure codes, and diagnostic codes from the data files found under the [Customize] menu.
Explore the Power of Claim Tracking …
Herfert Software’s Claim Tracking feature is great for reminding you of tasks that need to be completed and for recording a history of activity – for each patient.
To access Claim Tracking …
Herfert Software’s Claim Tracking feature is great for reminding you of tasks that need to be completed and for recording a history of activity – for each patient.
Get rid of those annoying sticky notes!
To access Claim Tracking …
Fortis just released a brand new integration with Herfert Software where you can access Fortis right from within Herfert!! Now all of your one time swipe, stored card and recurring payments can all auto-post back to Herfert.
Here is a link to 2 quick demo videos about the integration!
To kick-off this new partnership,we will be giving 2 months free membership to Herfert offices that will sign up on or before December 31, 2016.
To avail of the promo, please email your recent merchant statement to Herfert@fortispay.com with the promo code Herfert2016 or fax to (954) 603-1970 and we will do a free pricing comparison for you.
Please take 90 seconds to view our pricing video.
Fortis – Membership Pricing Explained
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When billing secondary insurance, the Claim Adjustment Reason Codes provided by the primary insurance must be included.
When secondary insurance is paper billed, the primary EOB would be attached. Since there is no way to attach paperwork when electronically billing, the EOB information must be entered prior to billing. To do so …
When insurance payments and rejections are auto-posted, the claim adjustment reason codes are automatically recorded and none of the above steps would be necessary.
Be sure to run a QUICK BACKUP (at least) every week.
A quick backup does not require a USB flash drive since it backs up to your hard drive.
Therefore, a quick backup should NEVER replace your daily USB flash drive backups.
To run a quick backup …
Daily backups are extremely important !
( see step by step instructions below )
Remember, this is your business and you cannot afford to lose any data due to hardware failure, flooding, fire, etc.
If your computer crashes and you do not have a good backup, everything is lost including patient names, addresses, insurance, diagnosis, visits, payments, billings, SOAP Notes, scanned documents and images, etc …
You should backup daily to a flash drive and keep it off site.
A different flash drive should be used for each day of the week (labeled: Monday Backup, Tuesday Backup, etc). The flash drives can then be re-used the following week.
At least one backup should be kept off site at all times in case of fire, storms, etc…
At the end of the year, a backup should be made to one of the flash drives and put aside as a year-end backup then replace that flash drive with a new one in the rotation.
In my opinion, you can never have too many backups. Therefore, in addition to USB flash drives, it wouldn’t hurt to also have a cloud based backup service (ie: Carbonite, CrashPlanPro, etc). If you do setup your own automated backup (in addition to ours), all programs, data files, scans, etc are located in the HerfertW folder.
To backup …
To check your backup …
If you have any questions or would like to schedule an appointment for us to check your backups, please contact us.
