Company Parameters |
  
|
Within COMPANY PARAMETERS clinics can design the organizational parameters regarding the clinic and process flow.
The screen prompts are:
WEB SERVER CONFIGURATION - Large organizations may wish to balance the load on their webs servers. Different URL's can be configured with maximum user restrictions. For assistance with web server configuration, please contact Auditdata Customer Support.
ENABLE DATE RANGE - Check this box to enable system date range checking for all document dates, payment dates, etc. If checking this option, Date Range options must also be set up within the SYSTEM>DATE RANGE CONTROL OPTIONS menu option.
SYSTEM DATE FORMAT - Type N for North American Date Format (MM/DD/YY), or type E for European Date Format (DD/MM/YY).
PREVENT AGING OF NON-DELIVERED INVOICES- This check box relates to the Aged A/R Report only. Check this box to prevent invoices from being aged until they have been delivered. Once a delivery date has been assigned to an invoice, the invoice will be aged as of the invoice date. If running the Excel version of the Aged A/R Report, then the NON-DELIVERED invoices will appear separately.
FINANCE CHARGE % - Override the displayed percentage for finance charges with the amount your clinic charges per month on overdue account balances. Users will be able to change this at any time (enter 2% as 2.00). If your clinic does not charge finance charges, this can be ignored.
FINANCE CHARGE MINIMUM - The minimum finance charge can be applied in one of two ways, which is selected at the time of running the financing charges. The minimum is the smallest monthly amount that would be charged on an overdue account. If the finance charge was less than the minimum, the minimum would be used instead (ex: If the minimum was $1.00, and the finance charge was calculated to be $0.60, then the system would apply a $1.00 finance charge to the balance due).
RESPECT THE CPA CHECK FORMAT - Type “N” if you do not wish to use the Canadian Payments Association check format. Type “Y” to use the Canadian Payments Association check format and to not print the dollar symbol (Example: if your checks already have the dollar symbol ($) on the checks.) Type “$” to use the Canadian Payments Association check format and to print the dollar symbol ($).
CODE DESCRIPTIONS - Click the 
button to set up your various code descriptions. User Defined Codes are used in the Patient Information screen as a way to track information on a patient file. Check the SHOW IN PATIENT DETAIL box if this User Defined Code is to be accessible on the DETAIL tab of the PATIENT INFORMATION screen. Otherwise these User Defined Codes will appear on the ADDITIONAL INFORMATION screen. (Note if the word "MANDATORY" appears after the code that means within CONFIGURE SYSTEM SETTINGS > SYSTEM > Document Parameters the User Defined Code has been configured as "MANDATORY" within specific functions.)
The Accounts Payable Tax Descriptions are used throughout the Accounts Payable menu and on Accounts Payable reports.
PROMPT TO COMPLETE IN RECALL INQUIRY - Check this box to be prompted when running the RECALL INQUIRY option to "complete" the recalls. If unchecked, users will not be prompted to complete recalls after running the RECALL INQUIRY.
LIST PRICE BY LOCATION - If your clinic prices products differently per location, then turning on the LIST PRICE BY LOCATION functionality will allow clinics to set up different location list pricing for any and all products.
CASH IN STORE PROCESSING - If your clinic uses the Cash In Store Processing, it will allow clinics to reconcile payments and deposits as being "CASH IN STORE" instead of being deposited to the physical bank. (If using the Cash In Store Processing (CIS) additional CIS GL Account and Bank Account information can be configured within Payment Methods.
HIDE COST - Select YES = always hide Cost (additional SECURITY ROLE option for specific security roles to display Cost). Select NO to never hide Cost or select ORDER to only hide cost on Orders. (This is valuable to companies who do not want their users to see the costs of the items they are ordering. **Note: if you wish to restrict your users' access to seeing vendor bills, set up additional security settings in SYSTEM for APPLICATION USERS to prevent access to The Accounts Payable menu.)
ENABLE FILE ATTACHMENTS - When checked, this allows users to attach documents and files to a patient's information record.
DIRECTORY - If File Attachments are enabled, then a directory to store these attachments may be selected. If no directory is specified, the default server location of C:\simphear\proddata\attach will be used.
AP BILLING OPTIONS
HIDE AUTO GENERATED BILLS - When this option is checked, a user who is receiving an order from a manufacturer can be prevented from entering the bill (from the manufacturer). The system will auto-create a bill from the vendor using the COST field from the PRODUCT INFORMATION file, times the quantity.
GENERATE BILL FROM REPAIR INVOICE - If checked, a bill from a manufacturer must be entered after creating a patient repair invoice.
UPDATE SERIAL COST FROM BILL - Allows users to receive a serial number with one cost, and later if the bill from the manufacturer has that serial number cost edited, the edited serial number cost will flow through to the received serial number in stock (if it has not already been sold).
BILL ON HOLD DEFAULT - Allows users to indicate a default that bills are not ready to go through the Daily Close - Accounts Payable Transactions process until the HOLD flag is manually unchecked for each bill. If this BILL ON HOLD DEFAULT is left unchecked, users can determine whether or not to mark it as ON HOLD.
EDI BILL ON HOLD DEFAULT - (For clinics who are using a web service to communicate with EDI order processing) Checking this parameter allows user to default that bills that are generated via MANUAL RECEIVING are not ready to go through Daily Close - Accounts Payable Transactions process until the HOLD flag is manually removed from a bill. If the EDI BILL ON HOLD DEFAULT is left unchecked, users can determine wither or a not a bill is marked ON HOLD.
PURE TONE AVERAGE FREQUENCIES
There are two fields on the audiogram, PTA1 and PTA2 for air/bone and left/right settings. Within PURE TONE AVERAGE FREQUENCIES configuration, the default will be to use a three frequency average hearing loss (3FAHL), using an average of PTA1 for 500/1000/2000 and PTA2 for 2000/3000/4000. In Australia only, these are used to update the 3FAHLs field in the Manage Patient record and these will also be the values used to calculate 3FAHL when the audiogram is completed in Noah and imported into Manage.
There is a new standard now to use 4FAHLS. You can add the 4th average by ticking the appropriate box. The four frequency average hearing loss (4FAHL) is the average of thresholds at 500, 1000, 2000 and 4000Hz.
(Note: The field name “3FAHL” in the Patient file will not change to reflect the fact that is actually a 4FAHL.)
CARD SCANNING (SET UP) - Valid in Canada only.
SCANNER NUMBER OF TRACKS – Card scanners can have 2 or 3 tracks that are used to read a patient's drivers licence or health card. Your clinic must decide on one type of scanner to use throughout the entire company. Enter “2” if your clinic uses 2 track scanners, or enter “3” if your clinic uses 3 track scanners.
CONVERT SCANNED DATA TO UPPER CASE – When this box is checked, the patient information from a patient's scanned card will be automatically converted to your database in an uppercase format. If this box is unchecked, the patient information will be stored in the database in mixed case.
PROMPT FOR CARD TO SCAN – Check this box if you would like users to be prompted regarding which card to scan.
SCAN DRIVERS LICENCE ONLY – Check this box if you would like users to only scan Drivers Licenses.
SCAN HEALTH CARDS ONLY – Check this box if you would like users to only scan Health Cards.
AUTO ADD OPTIONS (Allows users to add on the fly)
Referral Sources – This option will allow users to enter Referral Sources for a patient on the fly.
Hearing Specialists – This option will allow users to enter Hearing Specialists for a patient on the fly.
Physicians – This option will allow users to enter Physicians for a patient on the fly.
Appointment Reasons – This option will allow users to enter Appointment Reasons for a patient on the fly.
Recall Reasons – This option will allow users to enter Recall Reasons on the fly.
Repair Reasons – This option will allow users to enter Repair Reasons on the fly.
User-Defined Codes - This option will allow the user to enter new User-Defined Codes on the fly.
COMPANY WIDE PATIENT SEARCH - When unchecked, if a user is set up as "prompt for location = default" or "Select", the patient search will only show patients for their valid locations. If users have access to all locations, they will see everything. If the Company Wide Patient Search parameter is checked, everyone will be able to see all patients when searching.
DUPLICATE PATIENT CHECK - When this option is checked, the system will check for potential patient matches. If possible duplicates are found, the user will be provided with the option to abort the entry for the new patient and select the existing database patient file. The duplicates will be offered to the user after an exact match to a) the First Name b) the Last Name c) the patient's address line #1 or d) Date of Birth. If the user enters the a) first initial b) Last Name c) same Date of Birth and matches are found, the potential duplicate patient window will open.
LOG PATIENT/LEAD ACCESS - When this field is checked the system will automatically log when patient or lead information was accessed or viewable (regardless of whether or not it was edited.) Viewing this log via is available via the PATIENT INFORMATION > ADDITIONAL INFORMATION TAB > PATIENT ACCESS LOG. Patient Access Log's can be reviewed within a date range and exported to Excel.
LISTO DEFAULT TYPE - If your clinic utilizes the Listo Screener App, then select here which of the available your clinics Lead Types to automatically set Leads to who are imported into Manage from the Listo Screener App.
Click SAVE to store changes. Click EXIT to close the window.