Installation and Upgrade from MDV
Thank you for purchasing our new VersaForm Practice Management Software. This document will help you install it and prepare it for use. We assume you are upgrading from our older practice management software, MD VersaForm (MDV). Read this document before you start, and make a spare copy. Then you can use one copy as a checklist.
Prepare Your Current MD VersaForm Data For The Upgrade
There will be several steps: 1. Copy certain files from the CD 2. Run the File Integrity test on your data files and repair if needed 3. Archive 4. Create claims for all patients 5. Run key reports iin summary or detail mode 6. Back up your data files to create a snapshot of the data before the import NOTE: You will need to know the drive and path for your MD VersaForm program. If you do not know the drive and path follow these steps: In VersaForm press ―Alt+U‖ Touch the letter ―I‖ for System Information‖
When you see:
Note what it says for ―Program Path:‖ In this case – ―D:\vf720‖ The ―D‖ is the drive. The ―\vf720‖ is the path. My VersaForm Path: _________________________ 1. Copy certain files from the CD to your VersaForm Directories: On the Windows desktop, click on ―Start‖ Click on ―Run‖ Type ―command‖ and click on ―OK‖. You will be in a black window (called the Command window). If you are not at the drive for VersaForm (note the first letter on the line where the cursor is blinking) type in the drive letter (see above) followed by a ―:‖ and press Enter. For example ―D:‖. If you are not at the VersaForm directory type ―CD‖ plus the path (see above) and press Enter. For example ―cd \vf720‖. Type ―copy x:\*.bat‖ and press Enter (where X is the drive letter for your CD). For example ―copy d:\*.bat‖. 2. Run the File Integrity test on all data files. At the DOS prompt type ―filetest‖ and press Enter. This will perform a File Integrity on all of the data files. NOTE: Everyone will need to be out of the program while you do this. When the process is complete you will see:
Press ―Enter‖ On the next screen take ―S‖ for screen The following screen will show ―vfedit‖ – press Enter You will see a screen like this:
Use the ―PageDown‖ key to scroll through the file. Note any error messages. o Errors about duplicate records or undeleted records will be fixed by the process o Any other errors should be reported to VersaForm Technical Support – 800-999-6081. They may need a file recovery. Fix any errors before going on.
To close this report window press ―Alt+X‖ (or click on File and then Exit). To return to your desktop type ―Exit‖ and press ―Enter‖. 3. If you have many inactive patients, or old transactions that you do not want to transfer to the new system, now is the time to archive them. You will still be able to retrieve them later if you need to. 4. Create claims for all patients, and send them. Start VersaForm Open the Ledger (NOTE: All other users will have to be out of the Ledger while you do this). In the Patient Ledger press ―Alt+F1‖ Take item #1 Take item #2 Answer ―Y‖ to ―automatically create claims?‖ Answer ―Y‖ to ―all insurance plans?‖ Answer ―N‖ to print claims after creation If you send claims electronically, follow your normal procedure to send all outstanding claims. 5. Create key reports. Exit the Ledger From the Main Menu take #3 Run the key reports you run at the end of the month. We recommend you run at least report #2 (Aged receivables) and one of the production reports (#5, #6 or #8). You can print the report in summary if you wish. We will want to run the same reports after the import to be sure that the totals match.
6. Create a back-up of your data files before we import the data to the new system. NOTE: everyone must be out of the program or at the Main Menu): Return to the MD VersaForm Main Menu Press ―Alt+U‖ Select the second item ―Shell to DOS‖ and press ―Enter‖. Again you will be at the command window. At the DOS prompt type ―backzip‖ and press ―Enter‖ You will see some activity:
The system will be making a copy of all of your data files When done type ―Exit‖ and press ―Enter‖ to return to the program. Exit VersaForm.
Install The New Software
If you have a multi-user system, you will install from the CD on each system. First install the one that is to be the server, then the clients.
Insert the CD into the CD drive Click on ―Start‖ Click on ―Run‖ Type ―x:\setup.exe‖ where ―x‖ is the letter for your CD drive (generally ―d‖ or ―e‖).
The CD will start and the install process will ask you several questions. Here are the answers: Do you have a Program ID and/or a Program Key to enter now? Answer is ―Yes‖ Enter the Program ID and Key that you were given by VersaForm If you are installing a multi-user system using the MSDE database, you will be asked to identify whether this install is for the server or a client. Tutorials – The tutorials relate to the Electronic Medical Records features of VersaForm. You don‘t need them now, but if you watch them you will see the many new things that VersaForm can do. On the ―Version Selected‖ screen click on ―Next‖ On the ―Please Read‖ screen put your name in the field ―Accepted by‖ then click on ―I Accept These Conditions‖ On the ―AMA CPT® License‖ screen click on ―I Accept These Conditions‖ On ―Destination Location‖ screen click on ―Next‖ On ―Select Program Management Group‖ click on ―Next‖ When you see ―Start Installation‖, click on ―Next‖ You will see some activity on the screen as the initial install occurs If asked about deleting a pre-existing directory for MSDE click on ―Delete‖. You will also see an install for ―Microsoft SQL Desktop Engine‖ process – this is the Microsoft database program that our program uses. As the install progresses the amount of time remaining will vary. This is expected as the size of the files being copied will vary. The times displayed are inaccurate. More installation will take place for the VersaForm product You will see a screen titled IMPORTANT. At the bottom will be a message: o The Server Name is XXXXXXXXX – record this name – you may need it later o The sa password is YYYYYYYYY – record this, too Your Server Name:__________________ Your Password: _____________________ Click on ―Next‖ Some more of the install process will be displayed – including the attaching of the database When the ―Database Conversion‖ screen appears click on ―Next‖ The next screen to be displayed will be the final install screen. Click on ―Finish‖ You may need to re-boot the computer before you can run the program. On this next screen click on ―Reboot Now‖. Be sure all of your other nonwindows programs (like MD VersaForm) are closed.
Import Your Current Data from MD VersaForm
(NOTE: Depending on your computer‘s speed, this can take up to several hours – consider starting it before you leave and letting it run overnight. In a multi-user system, the process should be run completely on the server, not on one of the clients.) Click on Start Click on Programs Click on VersaForm 3.0 Click on DOS Database Upgrade When you see:
This is the ‗default‘ user and password. Click on ―Ok‖ When you see:
Click on ―Ok‖ The next dialog allows you to locate your Ledger.vfm file. This file is located wherever you have MD VersaForm stored. On a local hard drive it is generally at ―C:\VF‖. On a network it is generally ―F:\VF‖ but may vary. Refer to My VersaForm Path, above..
The dialog starts in the directory for your new VersaForm system. In the following steps we are going to locate the Ledger.vfm file on the ―G:‖ drive. Start by clicking on the down pointing arrow on the right side of the ―Look in:‖ field:
Double click on, in this example ―Nt g on ‗Vfserver‘ (G:)‖
Click on the folders until you locate the folder what hosts MD VersaForm:
Once you have located the VersaForm folder (in this case VF720) locate
the file called ―Ledger.vfm‖ and click on it. The name will be displayed in the ―File Name‖ field.
Now click on ―Open‖ The program is now ready to import your data:
Choose how to handle the ledger lines (charges and payments) on your patient ledgers (see the radio buttons on the lower right side): o ―Copy‖ means import them all o ―Drop‖ means don‘t import them o ―Consolidate‖ means don‘t import them, but import a single ―Balance Forward‖ entry. Click on Begin As the process works through your data the following screen will show the activity:
To save time in the process not all of the error messages will be displayed – they will be recorded in a log file. The file name is displayed in the field ―Error file name‖. Write down that file name—you will ned it later. The system will import: o Insurance information o Procedure codes and charges o Practice information o ICD9 code information o Referring doctors o Facilities o Patient demographics o Charges and payments for each patient ledger.
The import will not: o Import data in Just1 through Just8 – these fields do not exist in the new program. o Import data in User1 through User4 – these fields do not exist in the new program. o Import data in Appt1 through Appt2 or Time1 through Time 3. If you are using the MD VersaForm Scheduler the appointments will be imported. If you are not using the Scheduler and want to get a listing of the appointments stored in these fields run ―Recall Appointments by Date‖ report from the ―Patient Ledger Reports‖ menu in MD VersaForm. When the import is completed you will see:
The errors reported are meant to warn you of any missing or bad data in your MD VersaForm files. Because of HIPAA, some data is needed in the new system that was not present in the old. The error log will warn you about these. Note that certain errors in importing Insurance Plans may occur quite often. In order to avoid useless printout, the program only prints the first 5 of these, and warns you about it. In these cases, you should check all your insurance plans. Also note that insurance plans that are not assigned to a patient, facility or provider will be discarded at the end of the import process. Click OK Click on ―DONE‖ and you will be returned to Windows Desktop. To view the errors log: o Click on ―Start‖ o Click on ―Run‖ o Type in: wordpad plus the full name of the error file from the import screen ―Error file name‖ field. o Click on ―OK‖ To Correct Errors: You may correct the errors shown on the error log in two ways:
1. Go back to MD VersaForm, correct the errors, and then uninstall the new VersaForm program, remove the database files, and reinstall the program. This will give you an empty database, and you can import your MD VersaForm data again. (The database files are normally in C:\Program Files\VersaForm 3.0\CPRDB and are named with extensions .mdf and .ldf) 2. Make changes in the new system to correct or add the needed data. If your old system has any out-of-balance ledgers, it would be best to go back and correct them. This is because when a ledger is out of balance, the program has no way to determine which of the two different balances is the correct one. If you need help, call Tech Support.
Running the New System
Your initial logon to run the new system will default to DBA, with a password of SQL. This should not be used for day-to-day operations. The upgrade program will have installed each of your providers as users on the new system, but your non-provider users will not have been installed. Logging on as DBA, add all your users to the system. (You‘ll find it in Setup\Users). Give one of them DBA authority. Then log off, log on with that user ID, and continue. Before you do any work with the new system, run reports that mirror the reports you earlier printed in MD VersaForm (there is a ―Report‖ icon on the tool bar). Compare the results—they should be the same. For instance, your receivables in the new system should be the same as in the old. If you send claims electronically, your method of submitting claims may change. This is because the new program sends claims in the new format required by HIPAA (called ANSI X12 837). Contact Tech Support for help in getting set up for this. Enter charges, payments and adjustments on both MD VersaForm and the new VersaForm for all patients for a day or so. o Create statements for individual patients where you have posted new information. Compare with what gets produced by MD VersaForm. o Create and print claims where appropriate. Compare with what gets produced by MD VersaForm.
Don‘t be bashful about calling the support line for assistance. We are here to help.