Printing Letters to New Patients and Doctors

Automate sending letters to your New Patients and send their chart notes to their Primary Care Physician. It’s easy using an automated letter.

Here’s how in four easy steps:

Step 1. Write an Automated Letter

Choose Automated Letters from the Lists menu and click the NEW button. Format the letter as you would using any word processor. Use the codes below to automatically enter patient data into the letter.

For example, enter <firstname> wherever you want the patient’s first name to appear.

Use this table below for the codes for other patient information:

Insert this:When you enter this:
Patient's First Name<firstname>
Patient's Last Name<lastname>
Patient's Street<street>
Patient's City<city>
Patient's State<state>
Patient's Zip<zip>
Patient's Birthdate<birthdate>
Patient's Last Exam Date<lastexam>
Patient's Preferred Doctor in your Practice<doctor>
Today's date (long)<longdate>
Today's date (short)<shortdate>
Today's date (mm/dd/yy)<date>
Current time<time>
Patient's total balance<totalbalance>
Patient balance<ptbalance>
Referring doctor first name<ref_firstname>
Referring doctor last name<ref_lastname>
Referring doctor street<ref_street>
Referring doctor city<ref_city>
Referring doctor state<ref_state>
Referring doctor zip<ref_zip>

Step 2. Select your Preferred New Patient Letter (or Doctor Letter) in the Preferencesscreen-shot-2016-10-01-at-11-56-50-am

Step 3. Choose Print New Patient Letters from the Actions menu

new-patient-letter-menu-items

Step 4. Check the Date Range and click the Print button

screen-shot-2016-10-01-at-12-04-18-pm

Now that you are all set up to print automated new patient letters and doctor letters, simply do steps 3 and 4 the next time you are ready to go.

Don’t forget, you can always print a letter for a single patient using the Print Auto Letter from the More menu when viewing the Patient Information screen.

When printing letters to doctors, if an EMR note is found for that patient, it will also print, so you can attach it to the letter.

If you would like a template for a New Patient Letter or a Doctor Letter, just send us an email and I will send you text that you can copy and paste into your letter. You can then modify the letter however you like.

Using the new insurance screen

The video below is a tutorial showing you how to navigate and use the new patient insurance screen which can accept an unlimited number of patient insurances.

 

Submitting a Corrected Claim is as Easy as 1 – 2 – 3

Did you ever submit a claim to Medicare only to have it come back paid wrong? Maybe you forgot a modifier code, or entered the wrong diagnosis code.

What did you have to do to get that claim corrected? Did you fill out a form on paper with an explanation of the error to have the claim reviewed?

There’s a much easier way, and it’s as easy as 1 – 2 – 3.

  1. Open the invoice and fix the errors.
  2. Click the SUPPLEMENTAL DATA tab of the invoice and enter the words CORRECTED CLAIM in field HCFA Box 19.
  3. Send the corrected claim electronically.

    Corrected Claim
    Click image to enlarge

Medicare will reprocess your claim with the corrected information.

This tip should work with any insurance carrier.

 

Automated Phone Call Appointment Reminders

Patients forget appointments

One problem for doctors is that patients forget about their appointments. Some offices use appointment reminder cards, but these get lost, thrown away, or forgotten.

It is much better to call the patient to remind them of their appointment. This takes time, and you don’t always call the patients at the best time for them.

Automated phone reminders work better

Automated phone reminders work better. Here’s why:

  • Phone calls are made at the most likely time when patients are home
  • Phone calls are made even when your office is closed
  • Automated calls are never forgotten
  • Automated calls are never too busy to call patients
  • It’s completely automatic. There is nothing you have to do.
  • Your staff is now free to do more important tasks
  • Automated phone calls are cheaper than having your staff call, averaging less than $1 per day
  • Patients appreciate a quick phone call, usually 30 seconds or less
  • Your missed appointments will be reduced by 80 to 100%

And most important of all:

  • Your staff will be happier, not having to do this repetitive task

Easily set your patient contact preferences

For your patients that prefer email or text messages, simply uncheck the Phone checkbox in their contact preferences.

contact_prefs
Easily manage your patient contact preferences

Enjoy automated phone reminders free for 30 days

We are activating automated phone reminders for all KIP MediWeb users free for the entire month of January, 2016.

There is nothing you have to do. Your patients will be called automatically.

Your patients will receive a reminder phone call for all appointments for the entire month of January – 100% free.

If you enjoy this service and wish to continue after that, it’s just $30 per month. That’s only $0.99 cents a day!

But wait! Get our special discounted rate!

If you like the Automated Phone Call Appointment Reminders, just let us know at any time during the free trial period, and we will sign you up for only $25 per month beginning February 1, 2016.

That’s a savings of $60 per year!

We know you will appreciate this great new service from KIP MediWeb. Enjoy it free for one month as our gift to you.

 

Happy Holidays from KIP Software!

Ledger Can Be Organized by Open Invoices

As you continue to use KIP, sometimes the Patient Ledger can be unwieldy with so much information – especially for those working on the receivables.

To make the Ledger easier to understand, you can organize the Patient Ledger by showing only the open invoices and any Payments or Credits applied to them.

Click the Show Less link on the upper right corner of the Patient Ledger to show this streamlined version of the Patient Ledger.

Show_Less
The Regular View of the Ledger

When the Show Less link is clicked, now becomes organized as shown in the image below:

Organized_Ledger
The Organized View of the Patient Ledger

To return to the original Patient Ledger view, simply click the Show More link.

Notice that the organized Patient Ledger shows a running balance for each invoice and that each invoice is now separated by a blank line. In the example above, it is easy to see that there are four open invoices with balances of $50.00, $145.00, $95.00 and $110.00.

After a patient has visited the office for many years, sometimes it is hard to look at the Patient Ledger and understand exactly what payments are applied to which invoice. This organized Patient Ledger now makes this easy.

You may elect to have the Patient Ledger default to this view by choosing this option in the Preferences.

Patient_Ledger_Prefs

Choosing this option in the Preferences affects your computer only and does not affect anyone else using the program on a different computer. This gives you the flexibility to choose the Ledger view you prefer, while allowing someone else to use the other view.

Please note that whatever option you choose as the default view, you can instantly choose the other view by clicking the Show More or Show Less link.

This option also changes how the Patient Ledger appears when printed from the More menu. If  you are currently viewing the Patient Ledger organized by Open Invoices, the Patient Ledger will appear this same way when printed. Otherwise, the standard Patient Statement will be printed.

Electronic Remittance Advice

Automatically Post Insurance Payments to Save Time

Electronic remittance advice saves time by automatically posting insurance payments which you download to your computer. You can use electronic remittance advice reports to automatically post insurance payments to your patients’ accounts. These Explanation of Benefits (or EOBs) are then stored along with your payments and can be retrieved electronically from anywhere in an instant.

This saves you time posting payments as well as time copying and storing your EOBs.

Announcing ERA Automation

Recently, the insurance carriers have set up specifications to process insurance payments electronically. The code is called ANSI 835, and it allows us to receive and process your insurance payments electronically. The Electronic Remittance Advice (ERA) is an electronic report generated by insurance companies to providers as an explanation of your medical claim payment. A similar technology also processes electronic fund transfers (EFT) into your bank account. This electronic delivery of insurance payments speeds up your reimbursement and posting of payments.

Receive Your EOBs Electronically

You can receive electronic remittance advice reports from most insurance companies including Medicare, Medicaid, and Blue Cross Blue Shield by enrolling with your electronic claims clearinghouse. Once you start receiving your EOBs electronically, you can post your payments to your patients’ accounts in just a few seconds. Your EOBs will also be stored alongside each payment and can be viewed or printed at any time.
Electronic Remittance Posting

Once processed, your EOBs are available on every computer wherever you use KIP.

Electronic Posting is Faster, More Accurate, and More Specific

Do you dread those EOBs with 25 patients on them? Imagine posting all those payments in just a few seconds. You can process all of your insurance payments and send out your bills to patients in less time than it takes to post one payment manually.

In addition, each item is posted line-by-line. That means you will now know exactly what each insurance carrier pays for each procedure.

And since your EOBs are stored electronically, there’s no more filing or storing them on your own. They are available in an instant alongside every single patient payment, in that same easy-to-read format you are used to seeing (click here to see an example).

Appointment Scheduling Update

The appointment module has been updated to accept appointment times of variable lengths.

Color code your appointment types for easy identification at a glance.

Add/remove as many columns in the appointment schedule as you wish simply and easily.

Team that with Automatic Text and Email Reminders to ensure your patients always remember their appointments.

Appointment Schedule
Sample Appointment Schedule

Set the appointment length easily when scheduling the appointment, by choosing a length in the menu just to the right of the appointment time.

Scheduling Window
Appointment lengths set using an easy pop-up menu

 

Memorized Invoices are a real Time-Saver

KIP MediWeb™ can memorize invoices

Wouldn’t it be nice to fill out an entire invoice with just one click?

KIP MediWeb™ can memorize invoices so you can recall them whenever you want.

It’s easy, and it saves so much time.

Here’s how:

While you are entering an invoice for a patient, just before you click the SAVE button:

Choose Memorize Invoice from the Edit menu

That’s it!

KIP will ask you to name your invoice so you can find it more easily.

Whenever you want to recall this invoice, simply click the AUTO-FILL button on the invoice screen and pick your saved invoice. The invoice gets filled in exactly how you memorized it.

You can memorize as many invoices as you like. Don’t worry, if you need to change something, just open the Memorized Invoices from the Lists menu and make whatever changes you need.

Here’s a scenario.

Let’s say you are always entering an invoice with 6 lines on it, something like this:

Long Invoice
(click image to enlarge)

This invoice would take a long time to enter. There are four diagnosis codes, a bunch of modifier codes, and each line has to have a diagnosis pointer associated with the correct CPT code.

Wouldn’t it be awesome to just be able to recall this invoice any time you want?

That’s what that AUTO-FILL button is for. See it at the bottom of the invoice?

Click AUTO-FILL and the invoice gets filled out exactly how you Memorized it.

The invoice isn’t saved yet, so you can add or delete a line if you need to.

Believe me, this is a real time-saver.

Memorized invoices are good for one line invoices, too!

It’s easier to remember something like NEW MEDICARE PATIENT instead of a few diagnosis codes and the CPT Code 99213.

Or let’s say you need to enter an invoice for an ENDOSCOPIC PLANTAR FASCIOTOMY.

Wouldn’t it be easier to just find the memorized invoice called EPF, instead of having to remember the diagnosis code, CPT Code, and (don’t forget, you have to put) Memorial Hospital as the place of service?

Once you start using Memorized Invoices, you’ll be glad you did.

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Who are we?

We are Knowledge is Power, Inc. (also known as KIP). Knowledge is Power, Inc. was first formed in 1989. We were one of the first to bring the price of power computing within reason. Over the years, we have learned a lot about your business, and your needs. We applied this knowledge to make the best system even better. The result: today’s KIP MediWeb™ is more than just an efficient way to move claims. It’s a solution so powerful that it will forever change your view of computing.

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