All PiMS functions are grouped on a frame with menus listed on the top line of the frame. Each time a user signs on to PiMS, the set of menus and functions are presented. The functions are grouped within major categories for ease of selection. Some of the categories are Patient - Guarantor - Account - Scheduling - Payments/Adjustments. Clicking on the name of the menu will present a drop down list of functions. Click on the name of function to begin. To close a menu without selection of a function, click outside the menu.
The second line on the frame is referred to as the Button Bar. Clicking on the function will immediately begin the function. It contains functions that are most frequently used for a specific set of users.
On the bottom of each screen there are buttons to prompt you through the screen flow. Each window in the PiMS system contains two or more action buttons.
| OK |
This button carries out the command, updates and continues to the next step. |
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| Cancel |
This button closes the dialog box without carrying out the command. It returns you to the previous window. |
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| More |
This button takes you to a screen to add additional information for the function you are in. |
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| Refresh |
This button refreshes the data displayed on a list. |
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| New |
Depending on the function, this button adds a new patient, guarantor, or visit. |
Required fields are shown with a red line on input field. All red line fields must be valued in the order they are presented on the screen. These must be completed before you can continue on to the next screen or data entry field using an attribute, such as the plus sign or calendar or drop down.
A message will display on the status bar to alert you if you have forgotten to enter required data. These fields need to be entered with a valid entry prior to selecting table help for non-required fields.
PiMS displays relevant information and messages in the status bar at the bottom of the main window. Messages pertain to the active function. A few common messages are:
Other messages are presented on a separate screen to warn or stop the user from continuing. Often there are instructions to guide the user and explain the reason for the preceeding error.
Online help for functions and table selections are easily obtained:
There may be times when you will want to start a function over in order to select a different patient, visit or account. A quick way to do this is to use the Restart feature. Restart is available from the Edit menu or by pressing the Alt R keys to restart a function and Alt L keys to restart a list.
The Active Entities window displays after you have completed an update function. This allows you to select the next function without having to identify the same patient, account, or guarantor. The screen will open and then close down to the lower left hand side of your window. You can click on it to open it up again. This feature allows you to ‘function jump’ without stopping to identify your account or patient.
This term refers to a type of guarantor management of data. If the installation is grouped, then all of the collection letters, financial arrangements, and guarantor worklist will be grouped under one guarantor for follow-up. All of the guarantor’s accounts can be listed as a group. This is usually preferred when a guarantor has numerous accounts as a result of repetitive services or family responsibility. The non-grouped type tracks and follows up one account at a time. The account not a group of accounts will be listed on a worklist and only one account can be identified for collection at a time. For web-based services all features will be classified as non-grouped.
PiMS manages user security in variety of ways. The frame name/desktop ID assigned to the user/member determines which functions of the application they have access. There are master frames for super users. There are additional frames/desktop ID's which are created for managers, pharmacists, billing, registration and admission staff. Second, there are indicators that are associated with each user sign-on which allows/disallows visibility to confidential names, immediate charge posting, and multiple revenue centers. Each user/member ID is assigned a 'default' entity. If the corporation has multiple entity accounts receivable, then there are functions to assign security access to more than one entity. In addition, a user may have access to another entity but the level of security for transaction updates can be assigned to the user to match function security levels.
PiMS complies with HIPPA Security in providing a printout or view of the users whom accessed a patient’s record, and restricting patient names on scheduling calendars and census.
The Business Rules of each installation are set in master profiles; these are decisions that are made before each installation of PiMS and reflect the business practices of each facility. There are profiles to document the entity’s name/address, system security access, worklist assignment, month end close, billing cycle and collection process. There are also master files for the users to maintain to keep their static files such as insurance, physician and employee files current. Many profiles will be maintained by PDM staff based on a pre-installation analysis and there are others that staff members will be trained to maintain.
Scanning functions provide for on-line storage and retrieval of patient or guarantor document such as consent forms, or insurance cards. Scanning involves capturing the document’s exact image by using a scanner, then attaching the document to a patient, guarantor, account. Once the document is attached to a file, it can be displayed on-line, renamed, printed or reassigned to a different group. The scanning process is sensitive to the scanning software that resides on your system. PiMS requires scanning be done in grayscale and not color.
The document must first be scanned into PiMS by using one of the scan document functions. Once the document is attached to a file, it can be displayed on-line, renamed, printed or reassigned to a different file or deleted from PiMS. On occasion, a group of documents belonging to different patients and/or guarantaors may be scanned together in a batch process. Documents scanned in a batch would need to be assigned to specific files for viewing.
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