The Medical Office is a comprehensive medical billing software capable of managing the multiple provider / multiple payer requirements of healthcare billing companies.  The system also performs the essential functions necessary to effectively manage the day-to-day operations of a medical billing company, including patient management, report generation, patient invoicing, and appointment scheduling.

The Medical Office includes the additional functionality to necessary to process claims for a variety of medical specialties, such as trip reporting for ambulance companies and transaction details for anesthesia billing.  Additionally, the software can process electronic claims to Medicare, Medicaid, Blue Cross / Blue Shield, all four DMERC regions, clearinghouses and directly to insurance carriers.

Whether you're an established company billing for healthcare providers, a start-up operation or a firm dedicated to processing for medical specialty - such as medical equipment companies and ambulance services - SoftAid has the software you need to securely and accurately operate your medical billing business.
 

• Generates reports that can identify your clients' most popular and profitable procedures, product lines, top referring physicians, outstanding accounts receivable and more.
   
• Increases current account revenue by reducing denied claims using advanced claim scrubbing technology.
   
• Eliminates many of your most time consuming tasks – increasing office productivity and providing a greater return on investment.
   
• Reduces the number of software applications required to effectively operate your company by managing the billing, reporting, patient maintenance and more.
   
• Manage a variety of critical patient data, including demographic details, insurance information, billing history and more.
   
• In addition to processing claims for physician practices, the software is also capable of billing for several healthcare specialties, such as anesthesiologists, ambulance billing and medical equipment providers.
   

 

Core Functionality

The "Switch Providers" option allows you to process claims for an unlimited number of medical providers.  This feature changes the active database to reflect each of your clients' unique patient bases, and removes the chances of accidentally mixing patient lists and claims Restrict access to data and system functions - based on user and/or group settings - with our built-in multi-level security Required data fields are color coded ICD-9, CPT, HCPCS and anesthesia codes are pre-installed Create a variety of internal data codes, including fee schedule, modifier, payment and visit codes Reminder notes for physicians and staff Share data with other Windows-based applications Multiple windows can be open simultaneously Custom programming and data conversions are available Also available with a SQL Server database for operations requiring high-end data access

Patient Management

Store and track patient demographic information, multiple insurance providers (primary, secondary & tertiary) and more Set follow-up notices concerning patient-related questions, billing issues and more Save date, time, and user-stamped notations about patients, billing issues and more Monitor how patients are referred View a patient's complete account history regardless of claim status Post co-payments or credits to the patient's account prior to creating claim transactions Attach patient and office documents in a several different multimedia formats, including images, movies, audio files and Microsoft Office documents

Search Options

Search for patients using one of many data fields, including name, insurance card number, Social Security number and date of birth Search buttons provide quick access to pre-stored data in many fields, such as procedure code, diagnosis code and rendering physician Narrow choices in drop-down lists by entering the first few letters of the desired information

System Shortcuts

Hotkey functionality is available throughout the software Quickly access menu options using your mouse's right-click button Automatically add pre-stored information to many data fields using shortcut buttons

Ambulance Services

Trip certification screen enables companies to maintain detailed records of transports Certification records are automatically attached to claim files Produce reports breaking down driver activities for scheduled and unplanned trips Top

Billing and A/R Features of The Medical Office

Claims Processing

Process claims to Medicaid, Medicare, Blue Cross / Blue Shield, all four DMERC regions, clearinghouses and/or directly to the insurance carriers Submit and track the status of primary, secondary and tertiary claims View and edit claims prior to submission Claim scrubber detects potentially faulty claims prior to submission Automated billing on a daily, weekly, monthly, 6-month and annual basis Bill capped rentals Bill CMS 1500 (formerly HCFA 1500) and UB92 claims Establish claim defaults on a patient-by-patient basis Manage claim authorizations and insurance eligibility HIPAA-ready ANSI EDI formats

Managing Payments

Multiple forms of payment posting into the proper patient's file, including automatic posting and line item entry Post and track capitation payments by insurance carriers Post single or batch payments Track patient charges, credits and remittance history

Statements

View unpaid claims by doctor, patient, date and more Generate patient invoices and statements individually or in batches Create EDI claim remittance notices based on carrier Produce summaries of receivables

Billing Customization

Create and edit an unlimited number of fee schedules Set parameters for moving unpaid visits into collections Post interest charges to overdue claims Establish criteria for recurring claim processing Interface with external accounting software packages, including Quickbooks and Peachtree Patient's co-pay amount conveniently displayed in patient record Establish uniform charges for commonly used procedure codes Top

Reporting Features of The Medical Office

Report Variety and Features

Over 325 preloaded reports available Customize all reports and sort information based on a variety of data options SQL reports include additional filtering criteria for more specific screenings Preview reports on-screen before printing Export any report into a several different file formats Generate patient ledgers by individual or multiple patients to review charges and payments Create EDI claim remittance notices based on carrier Create labels and form letters

Billing and Accounts Receivable

Identify how much has been billed, where the claims were sent and the current status of the claims Generate aging reports on past due accounts Reports include year-to-date comparisons by insurance company and/or physician or outstanding claims by physician Billed/allowed reports detail billed and expected claim amounts Produce reports of patients and customers with credit balances Print/preview detailed accounts receivable reports based on types of insurance carriers Review patient payment histories and Medicare confirmations and rejections Create Dunning Notes per aging report time period in patient statements

Administrative

Identify the most prevalent procedures performed Determine the net gains generated by each provider by practitioner and payer Produce a number of referral source reports Create daily reports broken down by provider, location, payment type, payer and more Generate office workflow and appointment scheduling reports Top

Scheduling Features of The Medical Office

Scheduler Capabilities

View schedules by day, week, month and year Schedule client meetings Schedule recurring appointments  Search for next available appointment times Copy and paste or drag and drop appointments Print schedules from all scheduler views Rules-based scheduling prevents appointments from being scheduled if they conflict with office-set criteria Specify minimum time increments between appointments Automatically search for next available appointment times Filter appointment option allows all common appointments to be shown grouped together Top

Online Medical Management Features

ASP Service

The Medical Office is hosted on SoftAid's servers and securely accessed from anywhere in the world via any Internet connection Reduces an organization's investment in time, money and resources Accommodates multiple simultaneous users Provides a centralized source of information for multi-office organizations Minimizes up front investment and maintenance costs Top

Optional Companions to The Medical Office

The Medical Office Records – EMR / EHR
Electronic medical records (EMR) improve office efficiency and workflow by providing computerized access to vital patient information.  While The Medical Office can help increase overall productivity and improve bottom line cash flow, the integration of The Medical Office Records further enhances office workflow, minimizes paper-based redundancies and improves on how procedure codes are selected, 

SofTalk Link Engine
The SofTalk Link Engine enables The Medical Office to bi-directionally interface with third-party software applications.  Each link engine module runs in the background of your SoftAid software, and provides summary detail for applications such as Quickbooks, Peachtree, Crystal Reports and any of our strategic partners' programs.  Link Engine modules can also be developed for any other third-party software, as needed.  This seamless operation eliminates the need to manually export data and does not conflict with any other computerized operations.

PRODUCT PREVIEWS

To view a series of full-sized previews, click on any of the following pictures

1500 Claim Details

UB92 Claim Transaction Details

Ambulance Certification Record

Patient Payments Report