Frequently Asked Questions of MBS

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How to enter more than one diagnosis per procedure:

Up to three diagnosis can be entered per procedure by using the "notes" field. For second or third diagnosis place a ZP followed by the diagnosis code in the notes field. You MUST place spaces after the codes and the next data in the field so that 7 characters are used for the code. The F9-help information for the note field will show many of the functions of the notes field.

Error 25 - cannot create sort files, scratch files:

WHY:

1. Invalid Scratch file path provided
2. User has no NOVELL rights to the Scratch Files path subdirectory
3. Another user has the same Scratch Files path and is currently accessing MBS.

   WHAT:

   • Verify within the MBS configuration "Wks Configuration" facility (075W), check Scratch Files path, ending backslash, valid drive and path.
   • Use the key to exit to operating system prompt. Type: USERLIST and press to verify user is not logged in more than once. (User can only be logged in once).

     At the scratch files subdirectory, type: DEL MBSSRT*.BTR and press . If some other user has the same path as you do, you will receive an access denied message. You should then check that every workstation configuration "scratch/sort file path" is unique.

   • Check other user "workstations configuration".

Recover database files/corrupt data file/input/output error:

Recovery facility allows you to fix corrupt database files. Database files can be corrupted due to power failures, network problems, hardware problems. The critical aspect to correct a corrupt database file is to determine which file is corrupt. It is very important to listen to where the user is reporting the problems. That would usually determine which file. Make a complete assessment of where and what is happening in the case problem. No other users can in the system during the recovery process. You can assess how long this process will take by using the d ata record count facility (078) and allowing about a four records per second. From the MBS Main Menu, select options 7, 4. At the File Recovery facility highlight the corrupt file name and press the key to begin the recovery process.

Rehash database files/fix out of balance accounts:

Rehashing fixes out of balance files. It is strongly suggested to recover the out of balance file before rehashing. From the MBS Main Menu, select options 7, 7. At the rehash menu, type the desired choice number. PAR rehash corrects the patient posted balance in the patient demographics file. CLM rehash corrects the invoice/claim history file balances, (the balances shown in the Shift F4 Invoice Claim Control panel). Re-aging resets the last activity date for each account for patient statement billin g and dunning messages.

Complete rehash, Option 4, should on be used as a last resort!! This option actually re-posts all transactions in your system. This is a very long process and will cause some claims to be re-printed next time you process claims.

Invalid configuration file:

This typically happens with new installations or the addition of new terminals. This will occur if the configuration file is not complete, or if ALL the data files can not be found along the Data File Path. First check that the data file path is correct. Then, if the path is correct, press F1 in the "Wks Configuration" under the "MBS Configuration " of "System Maintenance".

How to add an MBS user/workstation:

Get the original MBS program diskette #1, insert into drive A: and type install. Select the add MBS user option. Answer each question.

What files do I back-up on a daily backup/monthly backup?

Daily backups must include the following MBS files:

From the \MBS subdirectory backup all *.btr files, there should be at least 29 files.

Monthly backups must include all files from the root directory and subdirectories.

How to get on electronic claims?

Contact your electronic claims carriers for the insurance carriers computer password. Enter this into the Practice Profile. Then change the form number on the Payer Code Table.

Why did this charge appear on this claim?

Charges entered with the same invoice number end up in the same claim. If charges are entered on different days with the same invoice number (e.g. S03) but claim process/formatting has not been performed, charges will appear in the same claim. To force charges to specific claims, use the shift F4 function from demographics and then F3 twice for the new visit function. Create the claim record with the unique visit date as the invoice number, press Shift F8 to then add charges to this invoice.

Why did a claim not print for this patient/account?

• 1. Check Claim Diagnostics.
• 2. Check Invoice Numbers. If the number has 6 digits, then it went through Claim Processing. Next check Claim Filed Date. If the field is blank, then MBS did not think it should produce a claim. Check Billing Schedule and set Reformat Flag. If the number is 3 digits or less the system did not format the claim because:
  • 1. An error reported on Diagnostics occurred.
  • 2. Transactions were not posted when a process was run.
  • 3. Check Information for the Ctrl-F6 Account Inquiry Activity report which is available on demand from Patient Demographics.

What if my claims are not lining up properly?

If the claim is not lining up properly within the claim format, it might be necessary to pull the printer Characteristics Per Inch in some. From the MBS Main Menu, choose option 7 - Maintenance, option 5 - MBS configuration Facility, and then choose the PRINTERS option and press . Press F4 to list the printers, and choose the printer you are currently working with, select it and pull it into the screen. over to the "cpi" field and make the "cpi" number smaller by a tenth.

Why statement has this dunning message?

Dunning messages are made up of 3 numbers. The first 2 numbers corresponds to the highest billing schedule among the patient billable invoices. Billable invoices are those for invoices with schedules indicating "Send statement=Y" and "Bill after insurance payment=N", and "Y" and insurance payment received". Those billable invoices must also have a total balance greater than the minimum balance per Practice Profile configuration facility 075P.

The last digit is determined by the age of the balance months. Provided it is not greater than the statement sent counter. This statement counter can be seen in the Account Inquiry 015 "lev:" field. The "NxtMsg" field in Account Inquiry 015 shows you the Next Dunning Message to be used. If it does not match what you expect, check the Invoice Schedules by doing a Shift F4.

Check information for Ctrl-F6 Account Inquiry Activity report which is available on demand from Patient Demographics.

Why statement balance does not match account balance?

Possibilities:

• 1. There are Claim Records that have Billing schedules that are not billable to the patient.
• 2. Check Information for Ctrl-F6 Account Inquiry Activity report which is available on demand from Patient Demographics.

Why a statement was not printed?

Patient Statements are only printed if:

• 1. There has been more than 28 days since the account date of last statement. (see account facility 015 "statement last:" field. An insurance payment over-rides the 28 day requirement. You may also change this number of days through the Other Billing Parameters.
• 2. The balance of billable invoices (invoices with billing schedules reflecting {"Bill Patient"=Yes} and {"Bill after Payment" = No or [= Yes and payment was received]}) is greater or equal to the minimum balance value provided in Practice Profile Configuration Facility.
• 3. Account patient billing is on hold. Check Patient Demographics "hold code and date" fields.
• 4. Invoice/Claim History file is corrupt and therefore MBS can not access all records in the file for patient billing. Use the "File Recovery" Maintenance 074 Facility to recover the MBSCLM Invoice/Claim History file.

  Most common reason: Bill After Payment flag on Invoice Schedule is set to Yes. MBS therefore waits until insurance payment has been received before patient billing begins.

Out of environment space/could not set USER environment error?

Use EDLIN or any text editor to edit CONFIG.SYS on root directory of boot disk. Add the following line after the BUFFERS=line, SHELL=command.com/e:4000/p Save the above changes to config.sys and then re-boot the machine to make this new change effective.

How to format a floppy diskette?

Use the key to exit to the operating system prompt.

Type: FORMAT A: and

IMPORTANT:

Make sure the message "Insert new diskette in drive A" appears.

How to verify my tape backup?

Find out what kind of tape unit the client has. Refer to the manufacturers manual for specific instructions. Tape Verify Utility is usually a function that can be automatically performed after every backup by just adding a /V parameter at the backup command line.

How to format a tape?

Find out the type of tape unit. Refer to the manufacturer's manual. As a rule tape software will have a utilities menu, the format tape function is usually within this utilities menu. Call support engineer for assistance if needed.

How to shut down at end of day/down server/shut down server?

From the Main Computer or Server, use the to exit to Operating System prompt.

• Type "console" and press
• Type "Monitor" and press
• Make sure all boxes are empty. This indicates that no one is accessing the computer system at this time.
• Type "Down" and press
• Wait for the server to display shut down message.
• IF you see "Abandon volume mount"- This is a very important error. Call technical Support Immediately!!

Fat Entry error/abandon error report:

This error is common on the File Server when power is lost on the server. It should go away on its own. If it does not VREPAIR might need to be run. Call Support Engineer.

File server could not be found:

The workstation was turned on before the server was up. Make sure the server is up and re-start the workstation. Check the network cable connection to the workstation with the error. Either the connection is loose or the cable is bad.

Power failure or power loss/loose power:

If this happens on the server, report it to DST immediately. If this happens on a workstation, MBS data should be in excellent working order. Power loss should not occur on a regular basis.

NMI non maskable interrupt:

Typically this usually indicates that RAM is bad on the computer.

General Protection Interrupt:

This is a NOVELL message for any general major file server problem. A hardware component failure is usually the cause of this error.

Error 85 network busy:

This can occur, but should rarely occur. Press once and try option again. If it happens multiple times then something is preoccupying the Network and should be investigated.

Worker's Compensation:

Specific worker's compensation claim formats can be generated in a different format by indicating the Workers Compensation Billing Schedule in the Other Billing Parameters.

I/O or input/output error:

This indicates that the data file is corrupt. The data file needs to be recovered. See Data Recovery section of this manual.

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