Medisoft Utilities Copy Data Tables

Medisoft Utilities Copy Data Tables
Medisoft Utilities Copy Data Tables

The Copy Data Tables utility provides a method for entities like billing service and the medical practices that it serves to combine or join data together. The combination of the data must be between two instances of the same data—this feature does not merge two distinctly different sets of data into one set, but instead overwrites an incomplete or inaccurate dataset with a more current updated dataset.

The utility provides two methods to update data. Users can overwrite data with a newer dataset or first verify and then overwrite data. The verify feature supports resetting chart and case numbers to match the source dataset and avoid orphaned transactions or other records are created when demographic or financial data is copied.

Windows of the Copy Data Tables Utility

Main Window

The main window of the Copy Data Tables utility appears when selected from the Medisoft Utilities window. On this window users select their destination dataset from the Destination Practice list.

The Collaboration Mode panel on the window features the Overwrite and Verify & Overwrite options. The Overwrite option deletes all data that existed in the destination directory before copying over the new data whereas the Verify & Overwrite options allows users to review the data before overwriting it to increase the likelihood that charts and cases match up.

 

Second Window

The second window of the utility features two boxes, the Available Tables to Copy from and Tables to be Copied. Users can select specific groups containing various tables or all groups from the Available Tables to Copy from box and then use the Add, Add All, Remove, or Remove All button to move the tables to the Tables to be Copied box.

 

Grouping of Various Tables

Appointment

The Appointment group consists of the following tables:

OHAPP - Appointment OHTPL - Template

OHCHK - Check in/out OHRTP - Repeat Template

OHRPT - Repeat Appointments

OHWAI - Office Hours Waiting List

OHEXC - Repeat Appointment Exceptions

 

Demographic

The Demographic group consists of the following tables:

MWPAT - Patient

MWCAS - Case

MWOBJ - Multimedia

 

Demographic Reference

The Demographic Reference group consists of the following tables:

MWCON - Contact

MWREC - Recall

 

Eligibility

The Eligibility group consists of the following tables:

MWELG - Old Eligibility

MWEVS - Eligibility Verification Status

 

Financial

The Financial group consists of the following tables:

MWALL - Allowed Amount

MWSTA - Statement

MWPPL - Payment Plan

MWCC - Credit Card

MWSTR – Superbill

MWMDP - Wizard Table

MWCLA - Claim

MWTRN - Transaction

MWPPR - Procedure Plan

MWDEP - Deposit

MWPAX - Payment Reference

MWPIN – Pins Matrix

MWWTR - Worklist Tracer

MWPLN – Treatment Plan

MWWRK - Worklist

 

Financial Reference

The Financial Reference group consists of the following tables:

MWBCO - Billing Code

MWDIA - Diagnosis

MWPRO - Procedure

MWMUL - Multilink

MWREJ - Rejection

Office Hours Reference

 

The Office Hours Reference group consists of the following tables:

OHRM - Resource

OHRSN - Reason

 

Reference

The Reference group consists of the following tables:

MWADD - Address

MWECR - Electronic Receivers

MWINC - Insurance Class

MWINS - Insurance

MWPHY - Providers

MWRPH - Referring Providers

 

Supporting

The Supporting group consists of the following tables:

MWDEF - Defaults

MWZIP - Zip Codes

 

Third Window

The third window of the utility features two sections, the Destination Data box and the Matching Data box. These boxes let users update charts and cases to ensure the data matches. This feature is helpful since it reduces the likelihood that no transactions, claims, etc… are orphaned when the new data is copied over old data.

Users can also use the Select Fields window, opened by clicking the Filter button, to control data grouping. This feature is particularly relevant for data review since the chart numbers display are always unique, but possibly the last names, SSNs, or other fields may not be unique.

When rows display in green that means that more than one record was found that matches the filter selected. If data display as blue that means there are no matches.

The Don’t Show Single Matches checkbox, when selected, filters out data that matches with one and only one record and any records in the destination dataset that match with none or more than one record in the match dataset—these instances are then displayed on the Matching Data box.

To Overwrite Data in a Practice

NOTE: The Overwrite function makes the collaboration feature work the same as "Copy Table" from version 10. All data in the destination tables are deleted before the data from the source data is copied over.

  1. Double-click Copy Data Tables. The Copy Data Tables window appears.

  2. On the Copy Data Tables window and from the Destination Practice list, select a practice—the practice data selected will be overwritten with the dataset from the practice selected on the Open Practice window before the application launched.

  3. On the Copy Data Tables window and on Collaboration Mode panel, click the Overwrite button. Then click the Next button. The Copy Data Tables window displays two new window sections, the Available Tables to Copy from and the Tables to be Copied.

  4. On the Available Tables to Copy from window, select data tables and click the Add button to move the data to the Tables to be Copied window. Repeat this step until all appropriate tables are selected and moved. Click the Start button. The process starts, and when completed, the Information window appears.

  5. On the Information window click OK.

To Verify and Overwrite Data in a Practice

NOTE: The Verify & Overwrite option allows you to verify that all the Chart Numbers and Case Numbers in the source and destination database match up before performing the overwrite routine. Any differences can be updated to resolve any problems

  1. Double-click Copy Data Tables. The Copy Data Tables window appears.

  2. On the Copy Data Tables window and from the Destination Practice list, select a practice—the practice data selected will be overwritten with the dataset from the practice selected on the Open Practice window before the application launched.

  3. On the Copy Data Tables window and on Collaboration Mode panel, click the Verify & Overwrite button. Then, click the Next button. The Copy Data Tables window displays two new window sections--the Available Tables to Copy from and the Tables to be Copied.

  4. On the Available Tables to Copy from box select data tables and click the Add button to move the data to the Tables to be Copied window. Repeat this step until all appropriate tables are selected and moved. Click the Start button. The Copy Data Tables window updates

  5. On the Copy Data Tables window review the data in the Destination Data box and the Matching Data box. These boxes let users update charts and cases to ensure the data matches. This feature is helpful since it reduces the likelihood that no transactions, claims, etc, are orphaned when the new data is copied over their old data.

  6. Option: as needed select data in the Matching box and click the Change button to edit data before it is moved into the destination dataset.

  7. Option: select the Don’t Show Single Matches checkbox. This control filters out data that matches with one and only one record and any records in the destination dataset that match with none or more than one record in the match dataset—these instances are then displayed on the third window of the utility.

  8. Option: click either the Patient or Case radio button to display data by patient or case number.

  9. Option: Click the filter button. The Select Fields window appears. Click OK.

  10. On the Information window click OK. The Copy Data Tables utility closes.