Department Maintenance

Use Department Maintenance to maintain Departments representing specific areas within your practice.  Once Departments are created you can assign Procedure Codes to them.  This allows you to track statical and financial information about certain areas within your practice.  Department Maintenance contains department demographic information and statistics related to the department's performance including services rendered, payments, adjustments, and number of cases monthly and annually.

Tips:

• To view and analyze statical and financial data from certain areas of your practice, create a department representing that area and assign the related Procedure Codes to that department.
  Examples:  
  Create a department for office visits and assign all office visit Procedure Codes to it or create a department for Obstetrics and assign all OB Procedure Codes to it.  After Procedure Codes are assigned to their respective departments you can print the Department Analysis Report to see the departments' performance.

• For more information about working with data in fields, see Data Entry Guidelines.

Directions:

To see directions for...

• Opening Department Maintenance, click More.

   

  • Click File Maintenance from the Menu Bar, click Standard Maintenance and then click Department.

  • Or, use the keyboard shortcut:  [ALT] [m] [t] [a].

  • Tip:  You can create a shortcut to this program by setting up a Programmable Function Key.

   

• Creating a new Department, click More.

  Enter the new Department Code and click Retrieve or press [ENTER].

  Tip:  To indicate that you are building a new Department, displays next to the Department Code.  Default entries display and the first field is highlighted to let you know you can begin entering information.

  Department Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Department Code	Enter the Department Code assigned to this department. (2 characters)
  	To update the new or changed information click Save or press [ENTER] if the button is in focus. Keyboard shortcut:  [ALT + s]
  	CAUTION:  If you forget to click Save, you may lose your changes.
  	You can use Search to view all of the existing Departments.  From the Search list you can select a Department to change or delete. Keyboard shortcut:  [ALT + r]
  	To display a Department, enter the Department Code and click Retrieve or press [ENTER] Keyboard shortcut:  [ALT + t] Tip:  If you do not know the Department Code, you can click Search to see a list of Departments.
  Department Abbreviation	Enter the abbreviation for this department. (up to 20 characters)
  Department Name	Enter the full name or description for this department. (up to 30 characters)
  Address	Enter the department address. (up to 20 characters) Note:  The Department Address is informational only.
  City	Enter the city or town name or a valid City Code to display the associated City, State and Zip Code for this Department. (15 characters) Note:  The Department City is informational only.
  State	The US postal service State Code displays if you entered a City Code above.  Press [Tab] to accept or enter the US postal service State Code where this Department is located.  (2 characters) Note:  The Department State is informational only.
  Zip	The Zip Code displays if you entered a City Code above.  Press [Tab] to accept or enter the appropriate Zip Code. (10 characters) Note:  The Department Zip Code is informational only.
  Phone	Enter the Department Phone Number, if applicable.  (10 characters) Note:  The Department Phone Number is informational only.
  Note:  The fields below are generally used for viewing information only.  They are updated by the system and under normal situations they do not need to be edited.
  Services MTD	Displays the dollar amount of services charged to this department during the current period. (7.2 numeric)
  Services YTD	Displays the dollar amount of services charged to this department during the current year. (9.2 numeric)
  Payments MTD	Displays the dollar amount of payments received for services charged to this Department during the current period. (7.2 numeric)
  Payments YTD	Displays the dollar amount of payments received for services charged to this Department so far this year. (9.2 numeric)
  Adj/Ref MTD	Displays the dollar amount of adjustments applied to services, which were charged to this department during the current period. (7.2 numeric)
  Adj/Ref YTD	Displays the dollar amount of adjustments applied to services, which were charged to this department so far this year. (9.2 numeric)
  Cases MTD	Displays the number of cases the providers have seen in this Department during the current period. (7.0 numeric)
  Cases YTD	Displays the number of cases the providers have seen in this Department during the current year. (7.0 numeric)
  Note:  The following fields are display-only fields and can not be edited.
  Totals MTD	Displays the A/R dollar amount accumulated by this Department during the current period.
  Totals YTD	Displays the A/R dollar amount accumulated by this Department during the current year.
  Last Year End A/R	Displays the A/R dollar amount accumulated by the Department last year.
  Current A/R	Displays the A/R dollar amount currently outstanding for the Department.

• Editing an existing Department, click More.

   CAUTION!  If you forget to click Save, you may lose your changes.

  1.  To display the record to be changed, enter the Department Code and click Retrieve or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  Tip:  If you do not know the Department Code, you can click Search to see a list of Departments.

  2.  To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3.  Enter the data changes.

  4.  To complete the edit process, click Save or press [ENTER].
  Keyboard shortcut:  [ALT + s]

• Deleting a Department, click More.

  1.  To display the record to be deleted, enter the Department Code and click Retrieve or press [ENTER] if the button is in focus.
  Keyboard shortcut:  [ALT + t]
  Tip:  If you do not know the Department Code, you can click Search to see a list of Departments.

  2.  Click File from the Menu Bar, and then click Delete.
  Keyboard shortcut:  [ALT] [f] [d]

  3.  At the Delete Records prompt, click the Proceed button to delete the record
  or, click the Cancel button to escape from the delete routine.
  
  Example:
  
  
  
  Note:  After you click Proceed, you will see the following message on the Status Bar.