This chapter describes the proper sequence of events necessary to prepare TFM to run after installation and provides a quick guided tour of the various input screens. For each screen, directions on illustrated on how to modify the default data provided by TFM.
The TreFre Medical tool is actually composed of two separate computer applications. Each has a separate installer. If you do NOT have a database server, you need to install another application available here. The first program is the Database Server. Before any data can be saved or licenses installed, this server must be up and running. The server can be installed on any computer in the office and should be configured to automatically run when that computer is started up. Refer to the Site Installation - Network chapter for details. The second program is the TFM client application. TFM clients can run on any computer in the office. Every time TFM clients run, they utilize the network in the office to locate and connect to the Database Server. Refer to Licenses for details on client/server license management. It is possible to install the client and server on the same computer but TreFre Medical may run slower in this configuration.
Once the Server is running, a valid license must be installed. If you have not purchased a base license for TreFre Medical, a demo license can be installed immediately. Run TFM and when the screen dislays a message indicating that this TFM version is not licensed, select to install a 30 day DEMO license. If you have purchased a TFM base license, you need to install the license key either when the system prompts you for it or by using the File->License Management menu item. Refer to Licenses for details on installing license keys.
In DEMONSTRATION mode, the capabilities provided by TreFre Medical are not restricted in any fashion except for the following:
These informational messages are repeated every time you run the application in DEMONSTRATION mode. The demo can be reset to the default demo data by utilizing the File->License Management->Reset Demo Data menu item.
After installing either a base license key or enabling DEMONSTRATION mode, you should set the computer name preference. Licenses are allocated from the TFM license server every time that TFM is run. Likewise, they are returned to the license server when TFM is exited. The computer name is used to manage these license interactions. For this reason, every computer in the office that is running TreFre Medical should be assigned a unique name. Refer to Preferences->Database for details on setting the computer name preference.
Before creating any appointments for a provider, multiple preference settings should be selected for the scheduler. Refer to Preferences->Scheduler for details on setting the scheduler preferences. If you are not licensed to run the TreFre Medical Scheduler, you may skip this setting.
The background color for all TFM windows may also be set in Preferences->Scheduler (even if the scheduler is not licensed).
Before creating any appointments for a provider, the office hours must be assigned. There is a default set of hours pre-defined that can be modified. Refer to Office Hours and Reserved Times for specifying office hours and defining dates and times that the provider wishes to flag as unavailable. If you are not licensed to run the TreFre Medical Scheduler, you may skip this setting.
You can edit the default values or create additional items for each of the following: Provider, Payer, Facility, Procedure Code, ICD9 Code, Service Place, Service Type, and Biller. Refer to the Configuration chapter for additional details.
After any of the Edit->Configuration menu items have been modified or added, you need to save the preferences via the Edit-Preferences screen.
At this point, whether you are running in DEMO mode or have purchased TreFre Medical, your options are the same. You may access any feature in TFM. If you are unfamiliar with TreFre Medical or are in DEMONSTRATION mode, you could utilize the New Coverage button on the Main Toolbar to create a new coverage. A sequence of 2 screens called The Person Editor and a screen called The Coverage Editor will be available to define the new coverage. The guarantor first and last name are required in the first screen. The Next and Prev buttons switch between screens. When done, save the coverage with the Finished button. A Coverage Detail screen will be displayed that summarizes the data you entered. By selecting one of the 3 greyed out sections at the top with the mouse, you can return to the screens to edit the data again. Close the Coverage Details window. You have successfully created and saved a new coverage.
You could have also selected the Find Coverage button on the Main Toolbar to locate an existing coverage for modification if running in DEMONSTRATION mode.
In a similar manner, the New Patient button on the Main Toolbar will allow you to create a new patient. Again you will use 2 screens from the The Person Editor and 2 additional screens from The Patient Editor to define the patient. After the patient is saved, The Patient Detail screen will show the details. Close the Patient Details window.
You could have also selected the Find Patient button on the Main Toolbar to locate an existing patient if running in DEMONSTRATION mode.
Utilize the Find Patient button on the Main Toolbar to list all your patients. Select the Find All button. A table listing all patients is displayed. Double-click on a row in the table. The previously described The Patient Detail screen is displayed with all the patient details. Select the Guarantor Tab and select the New button. Select the Find All button, double-click on the row in the table corresponding to the guarantor you wish to assign (unless there is only one guarantor defined), and a Patient-Coverage Information screen is now displayed allowing you to define the relationship between the guarantor and the patient, as well as starting and ending dates for the coverage. Make some selections. The Finished button will save the data and the appropriate information should be entered back in the Patient Detail screen.
In the The Patient Detail screen, select the Account Tab and select the New button. A Patient Accounts screen opens to define an entry for the patient account. Set the amount and then save the change. The appropriate information should be displayed in the table in the Patient Detail screen.
In the The Patient Detail screen, select the Encounter Tab and select the New button. An Encounter Details Edit screen opens, allowing details of the encounter to be entered. After entering data, save the encounter. An Encounter Summary screen appears, allowing procedures, claims, and payments related to the encounter to be entered.
If running in DEMONSTRATION mode, an existing encounter could have been modified by double-clicking on the row in the table back in the The Patient Detail screen.
Above the Procedure Table, select the New button to assign a new procedure to the encounter. This opens a Procedures Edit screen allowing the editing of a procedure code for the encounter. Make some changes and save the procedure via the Save button, then select the Cancel button. (cancel is used because this screen allows additional procedures to be defined after the first one is saved).
Above the Claim Table, select the New button to assign a new claim to the encounter. This opens the Claims Edit screen, allowing entry of the claim details. Make some changes and save the claim.
Close all window except the main toolbar. Select the Encounter Find button. Select the Find all Encounters button and the encounter you just modified should be listed in the table.
Utilize the New EOP button on the Main Toolbar to create an EOP. An EOP Summary screen is displayed. Enter some details in the top section and then select the Record button. Select the Enter New Payment button and a Enter Procedure Payment screen is displayed. Use the Set button to select the patient that you just defined the encounter for. Enter some values and then select the Finished button. The EOP payment should be displayed in the Payments table. Select the Finished button to close the EOP Summary screen.
You could have also selected the Find EOP button on the Main Toolbar to locate an existing EOP for modification if running in DEMONSTRATION mode.
Utilize the Reports button on the Main Toolbar to generate some reports. A Reports screen is displayed. Select the Setup button next to the Generate Patient Bills and Aging Reports label and the Patient Billing and Aging screen is displayed. Select the Apply Filter button followed by the Generate Report button. A PDF file will be stored in the Reports folder . The current folder for reports is defined in TFM Prefrences. Repeat the process to generate a summary of patient payments.
Use the File->HCFA Adjust menu item to invoke The HCFA Forms Adjuster program to adjust TreFre Medical to print the HCFA 1500 form correctly on your printer.
Using all the capabilities previously described, locate the encounter and its claim. From the Claims Edit screen, select the HCFA button. This will open the HCFA 1500 Editor. Fill in all details and select the PDFdoc button to print the form.
Since EDI standards are still in the process of being published, EDI documentation is forthcoming.
After all initial setups are complete, it may be useful to export the entire database. This would make recovery easy if, for whatever reason, you have to reload the database. Use the File->Export menu item.