QChart 5 User s Guide. QChart5.0. User s Guide

Transcription

1 QChart5.0 User s Guide Qpuncture, Inc E. Camino Pinzon Anaheim, CA USA info@qpuncture.com WEB Phone or Fax Qpuncture, Inc. All rights reserved. QChart and Qpuncture are among the trademarks or registered trademarks owned by or licensed to Qpuncture, Inc. All other brand and product names are or may be trademarks of, and are used to identify products or services of, their respective owners. - Page: 1 -

2 Contents Chapter 1: Getting Started with QChart5 3 Chapter 2: Customizing Your Setting 5 Chapter 3: Using the Patient Menu 10 Chapter 4: Using the Appointment 19 Chapter 5: Using the Inventory 20 Chapter 6: Using the Library 22 Chapter 7: Getting the Report 25 Chapter 8: Using the Form 26 Chapter 9: Frequently Asked Question 27 Chapter 10: Technical Support 29 - Page: 2 -

3 Chapter 1: Getting Started with QChart5 Starting QChart5 QChart5 is secured by user id and password, so that others can not access, change or delete any information in QChart5. Initial user ID is Admin and password is After typing 1111, you can log in, and then you can change password in my information section in setup menu. Once successfully log-in, you will see screen as follows. - Page: 3 -

4 Menu 1. File A. Setup B. Backup Database C. Restore Database 2. Patient A. Patient list B. New patient 3. Appointment 4. Inventory A. Add Inventory B. Inventory Management C. Accounts Payable 5. Library A. Clinical Application (by disease) B. Clinical Application (by pattern) C. Formula D. Acupoint 6. Report 7. Form 8. Help 9. Windows - Page: 4 -

5 Chapter 2: Customizing Your Setting To use QChart5.0, you have to set up several menus. Remember this. You have to press Save after you change any setup value. The values are not saved automatically. First of all, you have to click the Clinic info in the menu and fill out the information of your clinic. For the practitioner input, click Practitioner Menu. Also check the option box default practitioner for the main practitioner who will treat most of the patients in your clinic and if you check this box, the default practitioner will appear in each patient chart. Secondly, you need to set My information for User s Configuration. Set which printer is default for QChart5 and which practitioner you will set as default practitioner. You can save default values and information for your clinic, vendor, insurance companies, codes, inventory menus and your information. 1. QChart i. Clinic: Type your clinic name, Tax ID and NPI number for insurance claim. For appointment schedule, you can change the business hour and appointment interval. Also type in the Sales Tax rate in your area. You can change the initial account number by typing in a new number if you don t want to use as the initial account number. - Page: 5 -

6 ii. Practitioner: Manage your clinic practitioner s information. This is the list of practitioner in a sample clinic. You can add, delete or change the practitioners using the Detailed Information icon, and add new practitioners by clicking on the New Practitioner Icon. - Page: 6 -

7 This is the screen that appears after clicking the Detailed Information button. 2. Company i. Insurance Company: Manage insurance company information. Select Detailed Information or New Insurance Company for further information setting. Whenever a patient comes in with an insurance policy from a different company, type in the new insurance company information here and save for future reference. ii. Vendor: Manage your vendor s information. If you want to manage inventory, you should type in vendor information here. Once the vendor information is saved here, the vendor name will popup in the vendor drop down list when you add new items into the inventory management system. - Page: 7 -

8 3. Charge You can edit the Treatment code if the code changes in the future. You can also typ e in the usual price of each treatment modality. You can also search the code by ID, Code, and Diagnosis. You can edit and add the code. Treatment Charge List * Treatment Charge List: Manage Treatment Code and the price for that. 4. Inventory: Set the category of your inventory and unit. 5. My Information: You can choose your printer as default printer for QChart5.0, and the language for the library database. If you choose Chinese language, you will be able to see both the English and Chinese characters in the database in the library menu. You can also change the password, by clicking Change Password. - Page: 8 -

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10 Chapter 3: Using the Patient Menu Patient List This menu will be one of the most often used menus in QChart5. You can choose a specific patient you want to treat using this Patient List. There is only one sample patient initially. Later on when the number of your patient increases, you can search a patient by account number, first name, last name, birth date and even phone number. New Patient By clicking on New Patient Icon, you can type in the new patient s information. Patient The Patient Form consists of 9 sections. 1. General Information 2. Diagnosis 3. Today s Treatment 4. Billing 5. Payment 6. Past Treatment 7. Billing List. 1. General Information - Page: 10 -

11 2. Diagnosis By clicking on the list in Category, you will see symptoms appear on the right hand side of the window. After checking the options in the symptoms list, click on the View - Page: 11 -

12 Diagnosis icon, and you will see the diagnosis result under the Select Diagnosis and View Treatment Plan section. It is ordered from the highest to the lowest possibility so the first diagnosis is the most possible diagnosis. You can choose more than one diagnosis. If you choose the diagnosis and click on the View the treatment plan icon, you will see the Today's Treatment window as below. 3. Today s Treatment. You can type in the western disease name and edit the points and herbal formula according to your choice. If the treatment plan is the same from the last treatment, simply click on The same treatment as last visit icon. 4. Billing - Page: 12 -

13 (Select a treatment code) If you choose service description in the dropdown list, the treatment code and usual charge will be populated. - Page: 13 -

14 (Invoice) You can save and print the superbill. You can also see the entire invoice in the report menu. - Page: 14 -

15 (Progress note) You can type in subjective complaint, objective findings and so on. - Page: 15 -

16 Billing - Payment After selecting payment type and typing in the paid amount, click on Save Payment. If the treatment date was not selected, a warning message will pop up. 5. Past Treatment By selecting the treatment date, you can see the record of each treatment date. - Page: 16 -

17 6. Billing List You can see the specific patient s billing record of every visit in a given time period. You can select the period by changing the date and clicking on the Refresh icon. If you click on Report, you can see the preview and print out the record. 7. File Attachment For keeping more detail history for a patient, you can attach any file to a patient. You can attach pictures of patient like tongue or x-ray picture by time order. Later you can compare the pictures by selecting the icons in this section. Pictures, Scanned documents, X-Ray image or etc. The only limitation for this function is your hard-disk size. - Page: 17 -

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19 Chapter 4: Using the Appointment If there is more than one practitioner in your clinic, choose practitioner first. Choose appointment date and time by moving the cursor and clicking on the appointment timetable. Type the first name and last name of the patient at the appointment time and click on the Add as new appointment button. If a patient cancels an appointment, click on the patient name and click on the Delete icon. If a patient wants to change the appointment, choose the new date and time and click on the Change icon. - Page: 19 -

20 Chapter 5: Using the Inventory 1. Add Inventory Item You can input the new item information such as menu, name, vendor, size, cost, selling price and minimum Qty. After you add this item, you can go to Inventory Management and add Qty. 2. Inventory Management If you select the menu and product name, other information will pop up automatically. You can add Qty, or Delete items. You can sort the items by the menu, name, vendor, and reorder sign by clicking on the column. If you sell some products and type the sales in the billing section of patient chart, the quantity will be deducted from the stock automatically. - Page: 20 -

21 3. Accounts Payable. You can input the bills received from the vendor. After selecting the Vendor, type in the invoice number, amount, paid amount, and memo.. - Page: 21 -

22 Chapter 6: Using the Library In Library, there are 4 databases. Clinical application (disease), Clinical application (pattern), Herbal formula and Acupoint. Each database is editable so that you can make your own database based upon your experience. You can see Chinese characters in the Clinical application database if you change the language option in My Information in the setup menu. 1) Clinical application (disease) 56 western disease names are listed and several pattern identifications are listed in each disease. If you click each pattern, you will see acupuncture points and herbal medication. 1) Clinical Application (pattern) Pattern Identifications of 11 organs are listed and traditional Acupoint combination, Korean 4 needle technique points and herbal formulas are listed. This database is linked with diagnosis and treatment charts in the program. So if you modify the database here, the modified data will popup in the treatment chart. - Page: 22 -

23 2) Herbal Formula 272 herbal formulas are listed. 3) Acupoint Images and text of 401 acupoints and text. Under the Search function, you can click on each result and see the point image & text. - Page: 23 -

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25 Chapter 7: Getting the Report In the report section, you can get the patient s information to send , print mailing label, or make Excel file. You can also get financial reports of revenue total, revenue detail, cash flow, accounts receivable, superbill history, sales tax liability, insurance billing and tracking report, etc. - Page: 25 -

26 Chapter 8: Using the Form There are some forms editable upon your needs. After changing into the edit mode, you can copy and paste the logo of your clinic and type in other text and save it. - Page: 26 -

27 Chapter 9: Frequently Asked Questions 1. Q: How to print progress notes? A: Progress notes are in the Billing section in the Patient s chart. If you fill out diagnosis and treatment section first, the record will be populated in the progress notes. 4 Q: How to print an invoice? A: In the Billing section of the patient chart, you can click the Invoice icon and print out the an invoice. 5 Q: How to set up insurance company information? A: In File and Set Up menu, you will see the insurance company menu and you can type out the insurance company information. Once you type the insurance company information, the company list will appear when you type the insurance information in the patient chart. 6 Q: How to keep a record of the inventory? A: Firstly, you have to fill out the vendor information in the company section in the Setup Menu. Click on the Add Inventory icon. You can see the whole inventory situation in the Inventory Management section. If you buy new items, click on the Add Item icon and fill out the information. If you buy existing items, click Add Quantity and input the quantity. If some items are sold and charged in the billing of the patient chart, the amount of the items sold will be deducted from the inventory table automatically. 7 Q: How to promote my clinic using QChart 5.0? A: The best way to promote your clinic is by showing your patients that you re concerned about them. For example, if you send them an about some health tips periodically, they will appreciate your and they are more likely to visit your clinic again. In the report menu, you can send bulk to your patients if you type in their addresses when filling out the patient information. - Page: 27 -

28 You can also send a thank you letter or birthday congratulation card using the Mailing Label Print in the report menu. If you want to get health tips to send to your patients, s, you can get Them from and other health information websites. 8 Q: Can I send s to patients selectively? A: Yes, if you click the button on the left side of the patient, you can send s to patients selectively. - Page: 28 -

29 Chapter 10: Technical Support We provide free technical support for the first year when you purchase the QChart5 software. But it is limited to a functional problem in the program. We don t support or teach how to use the program. We also don t supply information on general computer use or the backup process. After a year, the minimum charge for support is a $40 flat rate per call, billed to your Visa, Master or Amex Card. Optional comprehensive, unlimited support contracts are also available. - Page: 29 -