The Medical Office is capable of billing claims for a variety of medical specialties, and can process HIPAA-ready electronic claims to Medicare, Medicaid, Blue Cross / Blue Shield, any clearinghouse or directly to the insurance carriers.

The Medical Office can provide you with a powerful practice management system that will help you automate your office at a cost effective price.  And with four versions of The Medical Office, you can be sure that SoftAid can serve your organization, regardless of the size of your practice or the number of locations you wish to manage.  Ask one of our Systems Consultants about the most effective version for you and your practice.
 

• Automates your patients' visits with minimal required keystrokes, from patient check-in to scheduling follow-up appointments.
   
• Streamlines many of your most time consuming tasks through the system's integrated workflow management – increasing office productivity and providing a greater return on investment.
   
• Improves current account revenue by reducing denied claims via the software's advanced claim scrubbing technology.
   
• Generates reports that can identify your most popular and profitable procedures, top referring physicians, outstanding accounts receivable and more.
   
• Manages a variety of critical patient data, including demographic details, insurance information, billing history and more.
   

 

Core Functionality

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 Multiple locations can be managed as one company or individually by easily switching databases Interface for SRS bar code scanning Share data with other Windows-based applications Multiple windows can be open simultaneously Custom programming and data conversions are available Available with a SQL Server database for operations requiring high-end data access

Patient Management

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

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

Bill claims to Medicaid, Medicare, Blue Cross / Blue Shield, 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 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

Scheduling Features of The Medical Office

Scheduler Capabilities

Multiple scheduling views, including, daily, weekly, monthly, yearly, by location, by resource or physician side-by-side Rules-based scheduling prevents appointments from being scheduled if they conflict with office-set criteria Specify minimum time increments between appointments Create claims directly from the scheduler Access patient file information by double-clicking a patient's appointment Create and print customizable encounter forms / Superbills for each patient Generate encounter forms individually or in batches Produce multiple Superbills by visit type Search for scheduled appointments

Creating and Editing Appointments

Schedule time for patients, physicians and resources, including equipment, exam rooms and specialty staff Filter appointment option allows all common appointments to be shown grouped together Assign color codes to appointments to match internal processes Schedule recurring appointments Document appointment workflow by designating current status, such as No Show, Waiting Room, and Checked Out When appointments are scheduled, the co-payment amount due, authorization expiration date, and/or insurance expiration date will appear on the printed schedule Automatically search for next available appointment times Copy and paste or drag and drop appointments Select primary and secondary physician for each appointment 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

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

Patient Management

Claim Details

Color-Coded Scheduler

A/R Aging Reports