Physicians are needed in the system to enter prescriptions, take orders and for filling insurance information. You can keep track of the business that they generate and the number of prescriptions they wrote. There must be at least one physician in the system in order to enter prescriptions, as it is a required field. It is recommended that you setup Providers before setting up Physicians. You have the ability to assign a default provider to a physician. When filling insurance claim form from an order the default provider assigned to the order’s physician is filled in field 33a of HCFA 1500.
• Physicians information entered here a is used in the following:
o Entering Patient Prescriptions
o Entering Order information
o Entering Insurance information
o Reports can be generated to see how much business each of the physicians generated. This could be helpful in generating marketing or commissions.
• To add Physician to your list:
1. Follow the menu sequence … File | Setup | Physician.
2. In the Physician Screen click the Add Button located on the upper right part of the screen.
3. Enter the Physician's information in the corresponding text fields.
4. Check the In-house Checkbox if they are in-house physician the checkbox is located to the right of the Degree text field.
Note: If they are in-house physician any orders generated by them show up in In-House Sales in the ‘Sales & Payment Summary’ report, otherwise the summary of orders they generate show up under Outside Sales. Also, calendar Appointments can be scheduled only for In-house physicians.
5. Enter the physician’s Group/UPIN/Medicare/Medicaid/VSP numbers so that these fields are available in the Insurance module as Referring Physician ID to generate CMS / HCFA 1500 form. NPI number will print on Rx Pad patient medical prescription forms.
6. Assign a default provider. When filling insurance claim form from an order the default provider assigned to the order’s physician is filled automatically in field 33a of HCFA 1500.
7. If the physician is In-House, you can set the times the doctor is available under Availability and Availability Exceptions Tab.
1. Availability Tab
8. By clicking Availability Tab you may specify their appointment scheduling hours if different from regular business hours which is specified under Company Information. Click the Time and Day combo to make them available (default, cyan color) or not available (red color).
9. Under the Availability Tab you can also reserve specific time slots for specific services. For example, let’s say that the physician does all comprehensive exam in the morning and all contact lens fittings in the afternoon then you can block off all the morning times for comp. exam and all afternoon times for contact lens fittings. To do this click the Time and Day combo slot and choose the service that the physician will offer during that time. When viewing the appointment calendar the time slots reserved for specific services will appear in the color associated with that service. e.g. if we set up red color for contact lens fittings and reserved the afternoons for contact lens fittings then the afternoon time-slots will appear in red color.
Note: If an appointment is scheduled when the physician is not available a warning is presented to the user to notify that the physician is not available during that time.
2. Availability Exceptions Tab
10. By clicking the Availability Exceptions Tab you can also record exceptions to the regular available hours of a physician.
11. To enter an availability exception click the Add Button that appears to the right of the Availability Section.
12. In the Availability Exceptions Screen enter the time duration the physician will be unavailable.
13. Enter the range of recurrence. For example if the physician is going to continually be unavailable for the specified pattern click the No End Date Radial Button. If it is only for a specific time period enter the Start and End By dates in the appropriate fields.
14. Indicate the Recurrence pattern by specifying either the specific day of every month or same date every month. For example, if you are available every Friday except for the fourth Friday every month under Recurrence pattern specify "The fourth Friday". You can add as many exceptions as needed for the selected physician.
15. Enter the reason for the exception. This will show up on the calendar explaining why the physician is unavailable, if left blank N/A will appear on the calendar. Click OK to return to the Physician Screen.
16. Clicking the Modify/Delete Button allows you to modify or delete the selected record.
17. If you would like to add another Physician go to step 2, otherwise click Save then Close from the menu toolbar.
See Also:
• Calendar