SolAce EMC Desktop Edition Upgrading from version 3 to 4

Transcription

1 SolAce EMC Desktop Edition Upgrading from version 3 to 4 This document covers upgrading from SolAce EMC Desktop Edition version 3. The first part of the document is the upgrade process. Starting on page 8 you will find a summary of the changes you will notice in the new version. Technical Notes See the next page for installation instructions. If you cannot meet the heavier system requirements please contact our sales team at sales@solace- emc.com to ask converting to the Hosted Edition. System Requirements Hardware 4GB of system memory (RAM) 1GB of free disk space 2Ghz or faster CPU Operating System options Windows XP SP2 or higher Mac OS X Snow Leopard (10.6) or higher Unix/Linux install with Java 6 pre- installed SolAce EMC Desktop Edition version 4 has higher hardware and operating system requirements because it utilizes the latest Java technology and because it is essentially our multi- user version being installed. The software runs a service in the background at all times, and when you launch the desktop user interface it runs a separate application for you at that time. Known Issues You must have updated your version 3 to version If you are just now updating, note that you must start the SolAce version 3 application at least once after updating to so it can update the internal data structures to that version. Then, close it down and install version 4. You may be presented with two prompts for address address and other information upon signing in to version you may fill out the information or simply cancel past those screens. You must have 4GB of system memory in the PC that SolAce will be installed or you risk running into problems. This is not simply a desktop application, but a database, application server, and desktop client application. The database and application server may use up to 1.2GB of memory. The separate desktop application may use another.5 to 1GB of memory when it is in use. If you are running only SolAce on the workstation you can get away with having only 2GB of memory. If the workstation is also used for any other purpose then it needs to have 4GB of memory. Memory chips are relatively cheap, so upgrade it and enjoy the increased performance you will experience. If an environment variable named JAVA_HOME is set on a 64- bit Windows computer (in Computer Properties, Advanced setting, Environment variables) and if it references a 64- bit Java installation, the SolAce4 AppServer service will not start. Either unset that variable or set it to reference a 32- bit Java installation. Page 1 of 12

2 Installing Version 4 To upgrade to version 4, make sure your SolAce version 3 says version in the title bar. Then, download and run the installer available at: emc.com/files/public/sde3to4- setup.exe The version 4 upgrade installer will copy the data from your SolAce version 3 installation. Your version 3 install will be untouched and still usable after version 4 is installed. However, you should NOT use it to send and receive any files because the version 4 installation will not get those files. The version 4 installation will only have the data that version 3 had at the point in time when you performed the upgrade. The installer starts with a welcome screen. Please confirm that you are running the right installer and click Next to continue. Accept the license agreement and click Next. Page 2 of 12

3 At the SolAce v3 Location step you must choose where your SolAce version 3 installation is located. This should default automatically for you unless version 3 was manually copied onto your workstation, such as if you had moved it from one computer to another. Click Next to continue. At the Select Destination Location step you must choose where you want SolAce version 4 installed on your computer. Use the Browse button if you want to install it to somewhere other than the default shown in the text field. Click Next to continue. Page 3 of 12

4 At the Ready to Install step the SolAce version 3 and version 4 folders will be shown as confirmation. Click the Install button to start the installation. Wait for the installation to finish. You will see two black command windows pop up and go away while this occurs. This is normal. Page 4 of 12

5 Click Finish at the last step to exit the installer. You should now have a new icon on your desktop named SolAce EMC Desktop v4. This icon is also located on your Windows Start menu under a program group named SolAce EMC. Double- click it to launch SolAce version 4. If you try launching the icon right after installation and the login window says the server is not online please wait 3 minutes and try again. It can take a couple of minutes to finish upgrading your version 3 data. Page 5 of 12

6 Troubleshooting Service Status SolAce version 4 uses a Windows service and a desktop application, as mentioned above. If the desktop application is not launching then it may be because someone has stopped or disabled the service named SolAce4 AppServer on your workstation. To find out, click your Windows Start menu and click Control Panel. Locate the Administrative Tools icon and double- click it. Locate the Services icon and double- click that. You may also search for this application by clicking the Windows Start menu and typing services. You will see a list of all the service installed on your computer. Find the SolAce4 AppServer service in the list. Make sure it says Started in the third column. If it does not, right- click it and click Start from the popup menu that appears. The fourth column should say Automatic unless someone has changed it from the default. Getting Support If you are having a problem you may contact our support team for assistance. The fastest way to get a response is by to support@solace- emc.com. It is recommended to include the server.log file from your installation s logs folder if you are having technical problems. There should not be any PHI in these files unless you are running with verbose logging enabled, which is not the default. To include that log file, navigate to your SolAce4 installation folder and locate the logs folder. Page 6 of 12

7 Open that folder and locate the file named server.log. If you do not see filename extensions as pictured below then it means your Windows is set to not show them. In that case, find the file named simply server. Drag- and- drop the file into a new addressed to support@solace- emc.com. Write the description of what you are experiencing and click Send. It is also helpful to include your organization name so we can find you in our client list. Page 7 of 12

8 SolAce EMC Version 4 Change Summary This document summarizes the important changes from version 3 to version 4 of SolAce Electronic Medical Claims. The first section below summarizes the important items in as concise terms as possible. The remainder of the document provides more detail. You can expect additional documents and video tutorials from us in the coming days to show you how to use the new features in the system. Most Important Changes To Know About In addition to support for HIPAA 5010 transactions, there are several things that have changed from SolAce version 3 to 4. The items in this section are critical for you to review. They are covered in more detail in the sections below. All file import screens have been consolidated into a single import screen. The File Manager is now called Batch Manager and shows only claims. Remittances are now shown on a new Payment Manager screen. The Claim Search screen is now integrated with the new Batch Manager screen, and you can see the claims in a batch by simply selecting the batch. Remittances are now searchable, but due to a complete re- design, only the last 12 months of remittances are loaded for viewing on the new Payment Manager screen. Your older remittances are not lost, but manual steps are necessary if you want to make them visible on the new screen. The Batch Manager, Payment Manager, and Message Center include a date filter that shows you only the last 2 months of data by default. This is easy to change and it will remember what you set it to across all three screens. Message Center has a new look. The Queues feature has been revamped with a new Tags feature. You can associate batches with multiple Tags instead of only a single queue. The Tags feature works better with the new integrated search features, allowing quick access to anything tagged with a keyword of your choice. Detail of Changes Outlook- style Sidebar The Outlook- style, left side button bar is missing at the moment. It was not high on the priority list to resurrect in order to get the 4.0 release out, and everything having been re- architected for multi- tab support it was not a 10- minute job to bring it back. We Page 8 of 12

9 anticipate that some of you will miss the nice button bar (we do) so do let us know because we will bring this feature back if people tell us that they miss it. That said, we have also tried to make sure there are buttons on each screen so you really don t need the side bar. For example, from Batch Manager there is an Import button right between the New and Open buttons that will take you to the file importer screen. Importing Files In version 3 there were multiple import screens to deal with depending on what type of file you were importing. In version 4 there is a single import screen that automatically detects the file type. It can import 837P, 837I, NSF, UBF, and mapped print image or CSV files. One missing file importer is the 835 importer. If you used this feature in version 3 to load remittance data you now have to use the following technique: 1. Go to the Message Center screen. 2. Select any Mailbox and click the Inbox folder. 3. Use the Load button to select the 835 file you want to import. Or, drag- and- drop a file from your desktop onto the SolAce window. 4. Once you have loaded the file, visit the new Payment Manager screen to view it. Claim Search Screen The version 3 Claim Search screen has been eliminated in version 4. This functionality is now integrated with the Batch Manager screen so you can do everything from one location. Batch Manager Screen The version 3 screen known as File Manager has been renamed to Batch Manager. Also, remittance viewing functionality has been split out to a new Payment Manager screen. The Batch Manager screen is where you manage claims, and will be where Claim Status requests can be batched once we release that feature. Additions to this screen include the ability to search for claims, claim viewing on this same screen in a preview pane at the bottom, and addition of a new tags feature that provides a convenient way for you to organize your batches. Viewing archived files is one extra click. You must expand the Search Filter pane, mark the Archived batches only checkbox, and click the Search button. In version 3 it was a single- click to see archived files, now you must click twice. Date Filter (Last 2 Months is Default) The Batch Manager, Payment Manager, and Message Center will only show you the last 2 months worth of data by default. You can easily change this, and the system will Page 9 of 12

10 remember what you last set it to. To change it, locate the Date dropdown list in the Search Filter pane. In the Message Center screen it is located on the left side bar. If you choose the Custom option additional fields will show up for you to pick start and end dates. If you do not pick an end date it will default to 1 year from the start date. Payment Manager Screen The version 3 File Manager screen never did a good job of presenting Remittances, so remittances have been split out to have their own screen in version 4. That new screen is the Payment Manager, and you get to it via the File menu. You can now search remittances. You may also print and export multiple remittances at once. Your remittances are stored in a data warehouse in version 4. There are some exciting new reports and graphs being developed to leverage this new technology and provide you with insight into financials. Printing remittances works just a bit differently. Select one or more remittances and click the Print button if you want to generate a printable EOB. The print preview screen that appears will have all the remittances ready to print or save to a single PDF. If you have only one remittance selected you may use the list of claims pane at the bottom of the Payment Manager screen to select one or more payments. Then, click Print to print a mini- EOB containing only those claims. Additional drill- down views other than printing and exporting are in the works. VERY IMPORTANT: Only last 12 Months of Remittances will be Searchable You will only see your last 12 months of remittances, based on paid date, in the new Payment Manager screen when the system is upgraded to version 4. Older remittances that came in from payers and clearinghouses are still in your mailbox archives, but if you want to see them there are extra steps to cause them to be loaded. If you need to search and print remittances that date back further than 12 months our support team can help you re- queue and reprocess old remittances via the Message Center screen, which will in turn cause them to be loaded into the remittance data warehouse that the Payment Manager screen utilizes. Notice to Users of File Import 835 menu option in version 3 If you are someone who has loaded 835s into the system via the File Import 835 menu option in version 3, remittances that were older than 12 months cannot be reprocessed Page 10 of 12

11 because the original 835 EDI data was not kept. There are very few customers that used that feature, but those who did use it need to be aware that we cannot carry that data over into the new version. You will need to load your 835s via the Message Center screen if you want to make them searchable and printable. If this inconveniences you, please give us a call and we can provide you temporary access to your old version 3 account so that you can access your old remittances. Message Center The new Message Center includes viewers for 5010 formats such as 999 and 824 acknowledgments and 277CA claim confirmation reports. The folder structure in the left- side tree has changed to be more intuitive. You no longer have to expand an Archive folder to view old files, and the icons and wording has changed to be more like an program. The Archive/Outbox is now simply called Sent, and Archive/Inbox is called Archives. There is a date filter right below the text search field so you don t have to wait for long lists of files to load any longer. Web Interface Everyone including Desktop Edition users now have a web interface where the new security features are managed. Using the Setup Security menu in the desktop graphical user interface will open a web browser on your machine to manage security. Tabbed Interface We have added the ability to open new tabs. This lets you keep a screen open, say Message Center, and open a new tab to do something else. Page 11 of 12

12 Tagging What is a Tag? A Tag is one or more keywords attached to an item to help identify and organize content without complex folder structures. A Tag bar is shown at the top of screens that support tagging. It will show you all that tags that exist on the records you are currently seeing on that screen. In other words, if the Tag bar shows Medicaid and Medicare tags that means one or more files in the list of batches or remits currently being displayed includes one of those tags. Click on a keyword in that tag bar to filter the list to show only batches or remits associated with that tag. Hold down your Shift and click additional tags to show batches or remits associated with multiple tags. A single batch or remit may have more than one tag associated with it, unlike the queues feature in version 3. For example, you might use a tag like Appeals to mark batches that you plan to appeal. A batch of claims already tagged with, say, Medicare could have the Appeals tag added to it so it will show up when searching for either Medicare or Appeals. Due to user feedback, we were finalizing the user interface for associating tags with your files at the time this document was written, so will have an additional document out soon to fully cover how this new tagging feature works. Patient Auto- Fill Changes (Data Entry Users) Ordering Provider and Attending Physician Popup patient auto- fill for UB04 claims no longer fills the patient s referring provider to the attending physician field since institutional claims can now have a referring provider on them. There is now a separate field for both provider types. Bill Code Auto- Fill Bill Codes now work on UB04 claims. There are some extra fields in Setup Bill Codes that you can populate for institutional claims, such as automatically including a condition code whenever you use a Bill Code. Page 12 of 12