Downloading OfficeMate Suite 8.0.21 (LATEST RELEASE!)

Customer Care — Tue, 02 Mar 2010 14:33:00 GMT

Abstract:

The latest OfficeMate Suite version is now available for you to download at http://www.officemate.net/officemate_80update.aspx. Check with your insurance carrier to see if they accept the new CMS 1500 form before you install OfficeMate 8.0.

Please see the PDF on the Web page for the download/installation instructions. You must install this latest version to use the current and most up-to-date copy of the OfficeMate Suite. Although we do not anticipate any issues, we advise you to upgrade your OfficeMate Suite during regular business hours, Monday through Friday. OfficeMate staff will not be available to help you if you need immediate assistance over the weekend.

Procedure & Diagnosis Codes in ExamWRITER Don't Transfer to OfficeMate Fee Slips

Customer Care — Fri, 26 Feb 2010 13:49:00 GMT

Abstract: If you have created an exam in ExamWRITER using a template with pre-selected procedure codes, but the information recorded doesn't transfer to an OfficeMate fee slip, then you need to edit the template. First, ensure that the service is set up properly in the Products window and then open the template and add the procedure code to the template again. See the related article below for more information on reprocessing templates after upgrading.

Support for Windows 7

Customer Care — Fri, 26 Feb 2010 10:16:00 GMT

Abstract:

OfficeMate Suite and OfficeMate Enterprise Compatibility with Windows 7

Bookmark this article and check periodically. As we move through the process of certifying our software with Windows 7, we will update this article with the latest information.

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UPDATE—FEBRUARY 17, 2010

Correcting Error 339 (OfficeMate Suite)

Customer Care — Fri, 26 Feb 2010 09:49:00 GMT

Abstract:

Windows 2000 & Windows XP Users
If you receive an error 339 message, follow the instructions below from each workstation displaying the error:

Close OfficeMate or ExamWRITER on the affected computer.
Open this computer's OMATE32 folder (usually located at C:\OMATE32).
Windows XP users: Double-click ~OMRegAll.bat.
Windows 2000 users: Download the OMRegAll_WIN2K.bat from the Article Attachments section, below, and double-click the OMRegAll_WIN2K.bat icon.
Click Continue if prompted and then wait while the file runs.
When the OMRegAll.bat file is finished running, reopen OfficeMate or ExamWRITER.

Windows Vista & Windows 7 Users
If you receive an error 339 message, follow the instructions below from each workstation displaying the error:

Close OfficeMate or ExamWRITER on the affected computer.
Click Start and select Computer.
Open this computer's OMATE32 folder (usually located at C:\OMATE32).
Right-click ~OMRegAll.bat and select Run as Administrator.
Click Continue if prompted and then wait while the file runs.
Note: If you are unable to run ~OMRegAll.bat, eve

ExamWRITER and the HITECH Act

Customer Care — Fri, 19 Feb 2010 12:43:00 GMT
Abstract:
The HITECH Act is the Health Information Technology for Economic and Clinical Health Act and appropriates $19.2 billion dollars in federal stimulus funds to accelerate the adoption of electronic medical records and the interoperability of health information technology.
Eyefinity/OfficeMate is 100% committed to ensuring that our software products comply with the new EHR federal government certification standards. We are working on a reliable roadmap for certification while awaiting the release of the eyecare specialty criteria from HHS. This roadmap will help you make the right decisions for your practice.
It’s important to Eyefinity/OfficeMate that you understand and receive the full benefit of ARRA stimulus dollars beginning in 2011 with a meaningful implementation of ExamWRITER.
If you have fully implemented OfficeMate and ExamWRITER in your practice and have an active software maintenance agreement, future software upgrades will begin the process of complying with new EHR federal government certification standards. ExamWRITER 8.0, currently available, has an e-prescribing module powered by DrFirst. When implemented, e-prescribing will qualify you for a 2% rebate from Medicare up to a maximum of $5,000 annually.
For more information on the actions Eyefinity/OfficeMate is taking to make ExamWRITER CCHIT compliant, go to http://www.officemate.net/hitech.aspx.

How can I remove old remittance files from the list of files to process?

Customer Care — Thu, 18 Feb 2010 09:23:00 GMT
Abstract:
Remittance files are removed as the files are processed.
If you are seeing old remittance files when you click the Load ERA File button, then someone in your office is downloading the files more than once from the clearinghouse's web site. Downloading duplicate files from the clearinghouse web site is an innocent mistake that typically happens when the date range is not changed on the web site prior to downloading the file.
To remove the duplicate files from the Select Remittance File list, perform the following steps:
Select the remittance file you want to remove from the list and click OK.
OfficeMate analyzes the remittance file, compares it to claims, and notifies you that the batch has already been processed.
Click OK to dismiss the notification.
The remittance file should no longer appear in the list unless it is downloaded from the clearinghouse web site again.

VSP's New Explanation of Payments (January 2010)

Customer Care — Thu, 18 Feb 2010 09:23:00 GMT
Abstract:
As of January 2010, VSP redesigned and revised its Remittance Advice (RA). In addition to renaming the RA to Explanation of Payments (EOP), you should be aware of the following:
Enter the payments listed in the VSP Pays Provider column in OfficeMate.
Items previously labeled as Lab Chargebacks are now labeled Non-Covered Options (NCOs). NCOs are itemized. Continue to post NCOs in OfficeMate just as you did when they were called Lab Chargebacks.
For more information about entering EOP information in OfficeMate Enterprise 2.0 or OfficeMate 9.0 or above, refer to the "Recording Receipts & Adjustments" chapter in the User's Guide, which is available from the Help menu within the software.
For more information about the redesigned and revised VSP Explanation of Payments, watch this short online video:
https://doctor.vsp.com/vspdctr/tour/DREOPRARedesign.htm

How should I enter the patient's copay on the fee slip if I want it to show as a seperate line item?

Customer Care — Thu, 18 Feb 2010 06:20:00 GMT
Abstract:
Note: The following information does not apply to OfficeMate 9.0 or later or OfficeMate Enterprise 2.0 since in those versions of the software, copayments are broken out on the fee slip.
Enter the patient's copayment on the fee slip as a seperate line item. First, create a product in the Products window named "Copay." Then, select the "Copay" product on the fee slip as a line item seperate from the other charges on the fee slip. This procedure is the same for all types of insurance.
To view the patient's copayments after he or she has paid them, open the Patient Ledger window and click the Patient Receipt History tab.

Gateway Electronic Remittance Advice File Path

Customer Care — Tue, 16 Feb 2010 08:21:00 GMT
Abstract:
If Gateway is your clearinghouse, you must include \era%.rmt at the end of the path you enter on Gateway’s Web site. For example, C:\OfficeMate\DATA\EMC\ERA\era%.rmt.

Activating Your ECR Vault License

Customer Care — Mon, 15 Feb 2010 12:19:00 GMT
Abstract: To activate your ECR Vault license, do not contact Eyefinity/OfficeMate Customer Care. Instead, contact ECR Vault Support at 866.969.2960 or ecrvsupport@comsquared.com.

Voiding Fee Slips that have Already Been Processed in the Third Party Processing Window (OfficeMate Enterprise)

Customer Care — Mon, 15 Feb 2010 12:11:00 GMT
Abstract:
To void a fee slip that has already been processed in the Third Party Processing window, follow the instructions below to reopen and reclose the insurance claim:
Note: If the fee slip was billed to multiple insurance carriers, you must reopen and reclose the insurance claims billed to all of the insurance carriers.
Open the Third Party Processing window.
Type the patient's first and/or last name in the Last Name and First Name text boxes.
Select the Billed Status radio button.
Click Search.
Select the insurance claim that you want to open from the Billed Claims table.
Select the Open Classification check box.
Click Save.
Type the patient's first and/or last name in the Last Name and First Name text boxes.
Select the Open Status radio button.
Click Search.
Select the insurance claim that you want to close from the Billed Claims table.
Select the Closed Classification check box.
Click Save.
Open the patient's ledger (click the Ledger icon and search for and find the patient).
Select the fee slip that you want to void.
Click Edit Slip.
Click Void.
Click Yes to void the fee slip.

Setting up OfficeMate for PQRI

Customer Care — Tue, 09 Feb 2010 15:18:00 GMT
Abstract:
To set up OfficeMate or OfficeMate Enterprise to participate in the Physician Quality Reporting Initiative (PQRI), you must first designate the PQRI diagnosis codes and then designate the Level II procedure codes. To set up PQRI reporting, perform the following steps:
Designate the Qualifying Diagnosis Codes
From the OfficeMate or Home Office main window, click Setup.
Select Customization (OfficeMate and OfficeMate Enterprise 1.0 users) or select Third Party Setup (OfficeMate Enterprise 2.0 users).
Click the Diagnosis Codes tab.
Select the diagnosis code from the list on the left.
Select the PQRI (Voluntary) check box.
Repeat steps 4 and 5 for each qualifying diagnosis code.
Click OK when you are finished.
http://support.microsoft.com/kb/914277

How do I modify the font on my computer screen?

Customer Care — Tue, 09 Feb 2010 07:52:00 GMT
Abstract:
If the font on your computer screen is too large or too small, or if text and other visual elements do not appear correctly on your computer screen, you most likely need to modify your computer's font size and screen resolution. We recommend using at least a screen resolution of 1024 x 768 on your computer monitors. To modify your display properties, follow the instructions below:
Click Start.
Select Settings.
Select Control Panel.
Select Display.
Click the Settings tab.
Move the Screen Resolution slider until the setting is at least 1024 x 768.
Click Apply to apply the new settings.
Click OK.
Note: OfficeMate and ExamWRITER rely on the Windows system fonts to display on-screen elements. Adjust the display and language settings in the Windows Control Panel to make additional adjustments. Ensure that changing the display and language settings does not drastically alter the appearance of OfficeMate, ExamWRITER, or other applications; Customer Care will not be able to support you if on-screen elements are rendered unreadable by your display and language adjustments.

Can OfficeMate automatically post electronic remittance advice (ERA) to our receivable accounts?

Customer Care — Thu, 04 Feb 2010 08:24:00 GMT
Abstract:
If you are using OfficeMate Enterprise 2.0, you can post electronic remittance advice to your receivable accounts. You will also be able to use this feature in the upcoming version of OfficeMate 9.0.

Error 217887 in the Third Party Processing window (OfficeMate Enterprise)

Customer Care — Mon, 01 Feb 2010 11:47:00 GMT
Abstract:
You may receive Error 217887 in the Third Party Processing window while selecting or refreshing claims due to any of the following reasons:
A special character (e.g., parenthesis, apostrophes, dashes) has been entered on the Patient Demographic window.
The patient's middle name was entered in the First Name field on the Patient Demographic window.
The PQRI codes are not set up properly.
To diagnose and resolve the issue, perform the following steps:
Try to determine which claim is causing the error.
Remove all special characters from the Patient Demographic window.
Remove any middle names that appear in the First Name field on the Patient Demographic window.
Verify that the PQRI codes are set up properly and are not being sent with a fee of $0.01. Refer to the related article, below, for information on setting up PQRI codes in Home Office.

Preparing for OfficeMate Enterprise 2.0 or OfficeMate 9.0

Customer Care — Tue, 26 Jan 2010 12:09:00 GMT
Abstract:
In order to complete a successful upgrade to OfficeMate Enterprise 2.x or OfficeMate 9.x, you must complete the following tasks before and after your upgrade.
Before You Upgrade to OfficeMate Enterprise 2.x or OfficeMate 9.x:
Record all of your fee slips in the Fee Slips window.
Create all of your insurance claims in the Third Party Processing window.
Close all of your insurance claims that you are not going to process or that are old. Use the Close HCFA Utility at http://www.officemate.net/omkb/Article.aspx?id=10088 to close your CMS claims.
Perform your "end of day" process in the End of Day Processing window (OfficeMate Enterprise users only).
Ensure that all of your users have passwords (and not just usernames) recorded in the User Security for Employee window. Passwords must have a minimum of four characters.
Ensure that all of your insurance information is properly set up on the Insurance tab in the Business Names window (OfficeMate and OfficeMate Enterprise 1.x users) or Insurance Billing Initial Setup window (OfficeMate Enterprise 2.x users) to prevent delays in processing your insurance claims after upgrade.
Ensure that your hardware components and network environment meet our system requirments posted online at http://www.officemate.net/enterprise_sys_req.aspx.
After You Upgrade to OfficeMate Enterprise 2.x or OfficeMate 9.x:
Review all of the new enhancements, especially the security, product setup, preferences, insurance setup, and third party setup features. If you upgraded to OfficeMate Enterprise 2.0, view the OfficeMate Enterprise 2.0 Enhancements document at http://www.microsoft.com.
Eyefinity/OfficeMate offers SQL re-installation services for a flat fee; contact our Sales team at 8.00.269.3666 or sales@officemate.net for pricing information.
To install Microsoft SQL Server on your system, follow the instructions below:
Back up your OfficeMate database. For more information on backing up your database, go to http://www.officemate.net/omkb/Article.aspx?id=10006.
Detach your OfficeMate database from the current instance. For more information on detaching your database, go to http://www.officemate.net/omkb/Article.aspx?id=20239.
Install Microsoft SQL Server 2005 (Express, Workgroup, Standard, or Enterprise).
- Use the installation defaults
- Use the mixed-node security
- Enable named pipes and TCP/IP ports
- Start SQL Browser and set it to auto-start
Attach your OfficeMate database to a new SQL insta

CARE & SQL Databases

Customer Care — Thu, 21 Jan 2010 12:51:00 GMT
Abstract:
If you are using CARE to maintain documents in OfficeMate, you will no longer be able to do so after you upgrade to a SQL database; instead, you will need to use the Maintain Documents module in OfficeMate. See the “Maintaining Documents” chapter in the OfficeMate User’s Guide or F1 online help for instructions on using this module.

Uploading & Attaching Photos to Patient Records (OfficeMate Enterprise)

Customer Care — Thu, 21 Jan 2010 09:43:00 GMT
Abstract: See the document attached to this article for instructions on uploading a photo from your digital camera or Web camera to your computer and attaching it to a patient's demographic record in OfficeMate Enterprise.

Dymo LabelWriter 450 and 450 Turbo

Customer Care — Tue, 12 Jan 2010 09:57:00 GMT
Abstract:
Before using the Dymo LabelWriter 450 or 450 Turbo printer with OfficeMate or OfficeMate Enterprise, you must install updated printer drivers from Dymo. Follow the instructions below to properly connect the printer, install the software, and install the updated printer drivers.
Connect the Dymo LabelWriter 450 to your computer via a USB port.
Ensure that all Windows updates are installed on your computer.
Install Dymo software version 7 at Ensure that the external power supply is securely plugged into the back of the printer power connector and to a functioning AC outlet. If necessary, unplug the AC adapter and remove the four screws from the bottom and check the fuse (6A/250V) to ensure it is not blown.
Note: Be cautious if you are unplugging the power supply from the back of the printer so that it does not to come into contact with the retainer clip on the parallel interface, as this may cause the fuse to blow.

SATO CX400 Red and Green LED Blink Together and Media Does Not Register Correctly

Customer Care — Mon, 11 Jan 2010 10:28:00 GMT
Abstract:
This issue usually indicates a Media index failure (sensing) or media out. First, ensure that the media is present or not jammed and that the media is properly installed via the Media Loading diagram placard in the upper cover. Next, ensure that the parameters for the printer operation have been defined appropriately within the printer driver settings and perform a Calibrate (Printer Properties>Printing Preferences>Advanced Setup>Immediate) to have the printer perform the sensor adjustment for the media being used.

SATO CX400 Green LED is On and the Red LED is Blinking

Customer Care — Mon, 11 Jan 2010 10:07:00 GMT
Abstract:
The likely scenario causing this issue is the print head assembly is not fully latched properly. Open the print head assembly by pressing on the two purple buttons and then lower the assembly back to the closed position. Press on the two locations on the left and right hand side (marked PUSH) firmly until both buttons click securely.

SATO CX400 Labels Feed Continuously and Printer Lights Flash

Customer Care — Mon, 11 Jan 2010 10:03:00 GMT
Abstract:
Ensure media is routed through the left-hand paper guide, as this is where the media sensor resides. Perform a Self Test and verify the sensor (INDEX) selection on the test print, which will indicate GAP for see-thru (gap) media and BAR for eye-mark (black line). If necessary, set the media parameters within the printer driver settings and Calibrate the printer.

SATO CX400 Print Will Not Print

Customer Care — Mon, 11 Jan 2010 09:53:00 GMT
Abstract:
First, ensure that the printer driver is defined correctly for the port to which the CX400 printer is connected and the driver settings are defined for the media being used. If you are unable to print using the Windows Test Page, perform a Self Test by powering the printer off and, while holding purple feed button, powering the printer on. Releasing the button will produce a test label (4” wide) that provides the printer configuration information. The printer will then be in in Hex Dump mode, which might be advantageous in deciphering what, if any, information is being received. Cycle the power off/on to return to normal operation.

Errors 13 and 41501 in OfficeMate Enterprise 2.0.38 with SP3

Customer Care — Tue, 29 Dec 2009 14:59:00 GMT
Abstract:
If you are using OfficeMate Enterprise 2.0.38 SP3 and you receive error 13 or 41501 when trying to open the Patient Ledger window, navigate to your OfficeMate folder in Windows Explorer and double-click RegGrdBAndComLib.bat.
Note: If you are using Terminal Services and do not have OfficeMate Enterprise installed locally on your system, contact your computer technician and ask him or her to log on to the Terminal Server, navigate to your OfficeMate folder in Windows Explorer and double-click RegGrdBAndComLib.bat.

Preparing for Using a SQL Database with OfficeMate

Customer Care — Fri, 18 Dec 2009 12:51:00 GMT
Abstract:
The next version of the OfficeMate Suite will leverage the SQL database architecture's increased sophistication and speed to record and store patient and exam data. In addition to the OfficeMate Suite, program installations will include Microsoft SQL Server 2005 Express Edition.

The Microsoft SQL Express 2005 database is geared toward applications that have more than 10 users and offices that would like a more consistent database structure. Based on our SQL experience, customers who have converted to SQL have noticed an increase in performance speed and reliability.

In order to complete a successful upgrade to the next version of the OfficeMate Suite and a conversion to using a SQL database, you must meet the following pre-conversion requirements:
Your server must be running OfficeMate 7.4.1 or later.

OfficeMate Year-End Procedures

Customer Care — Fri, 18 Dec 2009 08:18:00 GMT
Abstract:
These instructions are intended to provide you with a general guide to running year-end reports and setting up OfficeMate for the upcoming year; they are not required. The actual steps you take will depend on your office’s policies and procedures for year-end reporting and maintenance.
OfficeMate does not “close out” the year, which means staff can open the closing year’s data and make corrections as needed. If any changes are made, you should print the year-end reports again.

Year-End Reports

The Reports should be printed by Production or Financial Group. These reports will display the month-to-date and year-to-date sales tax total. OfficeMate Software Solutions suggests printing the following reports, which can be found under the Monthly tab of the Reports window, at t

Deleting Products and Services in OfficeMate, ExamWRITER, & OfficeMate Enterprise

Customer Care — Wed, 16 Dec 2009 10:57:00 GMT
Abstract:
You can use the Delete Products Utility to delete products and services that are NOT linked to a fee slip or Rx order or do NOT appear on your physical and scan count sheets. If the product or service is linked to a fee slip or Rx order in OfficeMate, you can select the Inactive check box in the Products window, but you cannot delete it. If the product or service appeared on your physical or scan count sheets, you can manually delete it from within OfficeMate or OfficeMate Enterprise.
To use this utility, follow the instructions below:
Close OfficeMate and all other applications on all computers. Note that because you must close all OfficeMate programs before running this utility, we recommend running the utility during nonbusiness hours.
Back up your data!
If you do not have an OMATE32/Utilities folder (for OfficeMate) or OfficeMate/Utilities folder (for OfficeMate Enterprise) folder on your computer, read the related article below for instructions on on how to download the utilities.
Navigate to your OMATE32/Utilities folder (for OfficeMate) or OfficeMate/Utilities folder (for OfficeMate Enterprise).
Double-click Prddel01.exe.
Select a product or service type to delete.
Click Continue.
Products or services not linked to fee slips or Rx orders are deleted from your OfficeMate Suite or OfficeMate Enterprise database.
Click OK when the Update Complete window appears.
Complete steps 6-8 for each product or service type you want to delete; otherwise, click Close.
After you have finished deleting products and services, you can resume using the OfficeMate Suite or OfficeMat

How do I move products from one Product Type to another?

Customer Care — Wed, 16 Dec 2009 10:57:00 GMT
Abstract:
You can use the Move Products Utility to move products from one Product Type to another. To use this utility, follow the instructions below:
Close OfficeMate and all other applications on all computers. Note that because you must close all OfficeMate programs before running this utility, we recommend running the utility during nonbusiness hours.
Back up your data!
If you do not have an OMATE32/Utilities folder (for OfficeMate) or OfficeMate/Utilities folder (for OfficeMate Enterprise) folder on your computer, read the related article below for instructions on on how to download the utilities.
Navigate to your OMATE32/Utilities folder (for OfficeMate) or OfficeMate/Utilities folder (for OfficeMate Enterprise).
Double-click MoveProd.exe.
Ensure that you have backed up your data and click Yes.
Find the products and services for which you want to change product types and select new product types from the drop-down menu under the Move to Product Type column.
Note: Click Print to print a list of the products and services that are displayed in the table. If you have a large quantity of products and services to move, you might find that reviewing the printed list will help you select the correct products and services to move.
Click Move after you have finished selecting new product types for all the products and services that you want to move.
Click OK.
If you want to move additional products, click Yes; otherwise, click No.
After you have finished moving products from one Product Type to another, you can resume using the OfficeMate Suite or OfficeMate Enterprise.

Using the Change Provider Utility

Customer Care — Wed, 16 Dec 2009 10:54:00 GMT
Abstract: You can use the Change Provider Utility to transfer patients and all of their transactions from one provider to another provider. To use this utility, follow the instructions below:
Close OfficeMate and all other applications on all computers. Note that because you must close all OfficeMate programs before running this utility, we recommend running the utility during nonbusiness hours.
Back up your data!
If you do not have an OMATE32/Utilities folder (for OfficeMate) or OfficeMate/Utilities folder (for OfficeMate Enterprise) folder on your computer, read the related article below for instructions on on how to download the utilities.
Navigate to your OMATE32/Utilities folder (for OfficeMate) or OfficeMate/Utilities folder (for OfficeMate Enterprise).
Double-click Provider.exe (for OfficeMate) or OME_Providers.exe (for OfficeMate Enterprise).
Select the provider from which you want transfer patients.
Select the provider to which you want to transfer patients.
Click Continue.
Verify that the providers that you selected are correct. If they are not correct, click Back and repeat steps 6-8.
Chose the appropriate radio button to transfer or delete patient appointments with the old provider.
If you want to assign patients with no provider to the "TO" provider, select the first check box.
If you want to delete the old provider from the OfficeMate or OfficeMate Enterprise program, select the second check box.
Click Update to update your providers in OfficeMate or OfficeMate Enterprise.
Verify that all of the options you selected are correct and click Yes.
Click OK after the update is complete.
The provider from whom you trans

Using the Do Not Print Utility

Customer Care — Wed, 16 Dec 2009 10:53:00 GMT
Abstract: You can use the Do Not Print Utility to remove the "Do not print on patient statement" flag on fee slips to allow statements and aging reports to print correctly. To use this utility, follow the instructions below:
Close OfficeMate and all other applications on all computers. Note that because you must close all OfficeMate programs before running this utility, we recommend running the utility during nonbusiness hours.
Back up your data!
If you do not have an OMATE32/Utilities folder (for OfficeMate) or OfficeMate/Utilities folder (for OfficeMate Enterprise) folder on your computer, read the related article below for instructions on on how to download the utilities.
Navigate to your OMATE32/Utilities folder (for OfficeMate) or OfficeMate/Utilities folder (for OfficeMate Enterprise).
Double-click Donotprt3.exe.
Select the Search Fee Slip Items radio button.
Click Search Data.
Complete one of the following actions:
--Note the fee slip number and then edit the fee slip or adjustment in OfficeMate or OfficeMate Enterprise.
--Click Remove Checked Items to delete the checkmarks from currently checked boxes.
Select the Search Fee Slip Transactions radio button.
Click Search Data.
Complete one of the following actions:
--Note the fee slip number and then edit the fee slip or adjustment in OfficeMate or OfficeMate Enterprise.
--Click Remove Checked Items to delete the checkmarks from currently checked boxes.
Click the red X in the top right corner of the window to exit the utility.
After you have finished removing the "Do not print on patien

Opening CMS Forms with the Open HCFA Utility

Customer Care — Wed, 16 Dec 2009 10:53:00 GMT
Abstract: You can use the Open HCFA Utility as often as often as needed to open all CMS forms or specific CMS forms in the Third Party Processing window in OfficeMate. To use this utility, follow the instructions below:
Close OfficeMate and all other applications on all computers. Note that because you must close all OfficeMate programs before running this utility, we recommend running the utility during nonbusiness hours.
Back up your data!
If you do not have an OMATE32/Utilities folder (for OfficeMate) or OfficeMate/Utilities folder (for OfficeMate Enterprise) folder on your computer, read the related article below for instructions on on how to download the utilities.
Navigate to your OMATE32/Utilities folder (for OfficeMate) or OfficeMate/Utilities folder (for OfficeMate Enterprise).
Double-click OpenHCFA.exe.
The OfficeMate Open HCFA Program opens.
Choose the appropriate Sort radio button to sort the CMS forms by date, fee slip number, patient last name, or insurance company name.
If you want to open CMS forms from a specific date range, select the Select HCFAs for specific date range check box and type dates (in MMDDYYY format) into the From and To text boxes.
If you want to open CMS forms from a specific insurance company, select the Select HCFAs for specific insurance check box and select an insurance company from the drop-down menu.
Click Load.
CMS forms meeting your search criteria are displ

Using the Fix HCFA Margin Utility

Customer Care — Wed, 16 Dec 2009 10:52:00 GMT
Abstract: You can use the Fix HCFA Margin Utility to correct error 13 when you are trying to modify CMS margins. This utility will verify that your OfficeMate database has the CMS margin record in the control table. If the record is missing, the utility will add it to your database. To use this utility, follow the instructions below:
Close OfficeMate and all other applications on all computers. Note that because you must close all OfficeMate programs before running this utility, we recommend running the utility during nonbusiness hours.
Back up your data!
If you do not have an OMATE32/Utilities folder (for OfficeMate) or OfficeMate/Utilities folder (for OfficeMate Enterprise) folder on your computer, read the related article below for instructions on on how to download the utilities.
Navigate to your OMATE32/Utilities folder (for OfficeMate) or OfficeMate/Utilities folder (for OfficeMate Enterprise).
Double-click FixHCFAMargin.exe.
Ensure that you have backed up your data and click Yes.
Follow the on-screen instructions to fix your CMS margins.
Click OK after your CMS margins haved been fixed.
After you have finished fixing your CMS margins, you can resume using the OfficeMate Suite or OfficeMate Enterprise.

Closing CMS Forms with the Close HCFA Utility

Customer Care — Wed, 16 Dec 2009 10:42:00 GMT
Abstract: You can use the Close HCFA Utility as often as often as needed to close all CMS forms or specific CMS forms in the Third Party Processing window in OfficeMate and OfficeMate Enterprise. To use this utility, follow the instructions below:
Close OfficeMate and all other applications on all computers. Note that because you must close all OfficeMate programs before running this utility, we recommend running the utility during nonbusiness hours.
Back up your data!
If you do not have an OMATE32/Utilities folder (for OfficeMate) or OfficeMate/Utilities folder (for OfficeMate Enterprise) folder on your computer, read the related article below for instructions on on how to download the utilities.
Navigate to your OMATE32/Utilities folder (for OfficeMate) or OfficeMate/Utilities folder (for OfficeMate Enterprise).
Double-click CloseHCFA.exe.
The OfficeMate Close HCFA Program opens.
Choose the appropriate Sort radio button to sort the CMS forms by date, fee slip number, patient last name, or insurance company name.
If you want to close CMS forms from a specific date range, select the Select HCFAs for specific date range check box and type dates (in MMDDYYY format) into the From and To text boxes.
If you want to close CMS forms from a specific insurance company, select the Select HCFAs for specific insurance check box and select an insurance company from the drop-down menu.
Click Load.
CMS forms meeting your search criteria are displayed. If you want to print a list of the CMS forms that are displayed, click Print.
Select the Close check boxes next to the CMS f

Error 62 on ExamWRITER 6.4, "Run-time error 62..Input past end of file"

Customer Care — Mon, 14 Dec 2009 08:00:00 GMT
Abstract:
If you are receiving error 62 while you are using ExamWRITER 6.4, you have a locked record that you are trying to access. To rectify this error message, upgrade to the latest version of ExamWRITER.
Note: The information in this article applies only to ExamWRITER 6.4. If you receive error 62 while using a newer version of ExamWRITER, call Client Services at 800.942.5353.

Installing the ATEN USB to Serial Driver for Printing Barcodes

Customer Care — Fri, 11 Dec 2009 16:35:00 GMT
Abstract:
If you purchased an ATEN USB to Serial adapter and need to install the driver, click http://www.aten-usa.com/?support_df&Item=UC232A and download and install the driver for your operating system.
Note: Eyefinity/OfficeMate recommends that your IT professional install this driver on your computer system.

How do I refund a patient money when the patient paid and the insurance EOB displays discounts?

Customer Care — Thu, 03 Dec 2009 15:04:00 GMT
Abstract:
If an insurance EOB displays discounts after you have billed a patient full retail charges and the patient pays in full or in part and billed the patient's insurance carrier, complete the instructions below to refund the patient the discounted amount.
If the patient does not have an open balance:
Open a patient's receipts and adjustments.
Click History.
Select the patient payment and click Select.
Adjust the line item(s) to create a patient credit.
Click Record.
Open the patient's ledger.
Click the Patient Receipt History tab.
Right-click on the payment and select Refund Patient Credit.
Complete the fields in the Patient Refund section.
Click Refund.
If the patient has an open balance:
Open a patient's receipts and adjustments.
Adjust the open balance line item(s) to reflect the insurance discounts.
Click Record.

If I'm using the OfficeMate VSP Interface, am I charged twice for split authorizations?

Customer Care — Thu, 03 Dec 2009 08:46:00 GMT
Abstract: Yes. If you are using the OfficeMate VSP Interface, you are charged for each VSP authorization that you retrieve through the interface. If you are retrieving an authorization for an exam only, then you are charged $0.29 for the authorization. If you are retrieving a second authorization for materials, then you are charged another $0.29.

Backing Up & Restoring Data

Customer Care — Wed, 02 Dec 2009 12:13:00 GMT
Abstract:
Refer to the attached document entitled "Backing Up Access Database" to properly back up and restore your OfficeMate and ExamWRITER Microsoft Access data.
Refer to the attached document entitled "Backing Up SQL Database" to properly back up and restore your OfficeMate and ExamWRITER Microsoft SQL data.

ANSI 837 version 5010

Customer Care — Tue, 24 Nov 2009 08:28:00 GMT
Abstract:
To prepare for new HIPAA standards and the adoption of ICD-10 codes, the Department of Health and Human Services has adopted new standards for electronic claims in the ANSI 837 format
The compliance date for the ANSI 837 version 5010 is January 1, 2012. Insurance carriers and clearinghouses will accept the current ANSI 837 files through 2011.
Eyefinity/OfficeMate is aware of the changes to the ANSI 837 format, and our products and services will be ready prior to the compliance date.
ANSI 837 is the file format that OfficeMate uses to send electronic claims to insurance carriers and clearinghouses (unless the user specifies a different format for a specific carrier or clearinghouse). Since OfficeMate creates the electronic claim files in the background, the change to the ANSI 837 format will go unnoticed by you and your staff and will not impact your daily operations. With the change to the ANSI 837 format, however, there are changes to the diagnosis (ICD) codes that will impact you and your staff. Refer to the related article, below, for information about the new ICD-10 codes.

ICD-10 Codes

Customer Care — Tue, 24 Nov 2009 08:28:00 GMT
Abstract:
The International Statistical Classification of Diseases and Related Health Problems 10th Revision (ICD-10) is a coding of diseases and signs, symptoms, abnormal findings, complaints, social circumstances and external causes of injury or diseases, as classified by the World Health Organization (WHO). The code set allows more than 155,000 different codes and permits tracking of many new diagnoses and procedures, a significant expansion on the 17,000 codes available in ICD-9.
ICD-10-PCS is the new procedure coding system that is being developed as a replacement for ICD-9-CM, Volume 3. ICD-10-CM is the new diagnosis coding system that is being developed as a replacement for ICD-9-CM, Volumes 1 & 2.
Go to the CMS Web site at http://www.cms.hhs.gov/ICD10/ for more information on ICD-10 codes and implementation timetables. In August 2009, CMS released the "ICD-10-CM/PCS: An Introduction" document, which provides an overview of the next generation of coding. Got to http://www.cms.hhs.gov/MLNProducts/downloads/ICD-10factsheet2009.pdf to view this document.

How can I print a list of our referring providers that we have listed in OfficeMate?

Customer Care — Mon, 23 Nov 2009 09:39:00 GMT
Abstract:
In OfficeMate 8.0 or later or OfficeMate Enterprise 2.0, run the Referrals report.
To run the Referrals report, perform the following steps:
Click the Reports icon in OfficeMate.
Click the On Demand tab.
Select the Referral report.
Note: If the Referral report is not visible, click Add, expand the Patient Demographics group, select Referrals, and click Select to add it to the On Demand tab.
From the selection criteria and sort order options on the right side of the window, select a month and select Referring Professional.

"No records were updated" Error when Opening a CMS 1500 Form

Customer Care — Fri, 20 Nov 2009 14:32:00 GMT
Abstract:
This article should be read by OfficeMate 8.0 and OfficeMate Enterprise 1.0 users.
If you receive an error stating "No records were updated" when opening a CMS 1500 form in the Third Party Processing window, perform the following steps to open the CMS 1500 form without the error:
From the OfficeMate main window, click the Third Party icon.
Click Billing History.
Expand the Receiver(s)/Date(s) category.
Select the receiver.
Select the claim that you want to open.
Right-click the claim and select Open CMS.

OfficeMate Knowledge Base

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Deleting Products and Services in OfficeMate, ExamWRITER, & OfficeMate Enterprise

How do I move products from one Product Type to another?

Using the Change Provider Utility

Using the Do Not Print Utility

Opening CMS Forms with the Open HCFA Utility

Using the Fix HCFA Margin Utility

Closing CMS Forms with the Close HCFA Utility

Error 62 on ExamWRITER 6.4, "Run-time error 62..Input past end of file"

Installing the ATEN USB to Serial Driver for Printing Barcodes

How do I refund a patient money when the patient paid and the insurance EOB displays discounts?

If I'm using the OfficeMate VSP Interface, am I charged twice for split authorizations?

Backing Up & Restoring Data

ANSI 837 version 5010

ICD-10 Codes

How can I print a list of our referring providers that we have listed in OfficeMate?

"No records were updated" Error when Opening a CMS 1500 Form