Quick Step by Step instructions are described under Brief Description. If a more comprehensive explanation is necessary, simply scroll down. You may also view the attachment and or the flash tutorial.
BRIEF DESCRIPTION:
1. Click on the Admin icon
2. Click on the Clinics button
3. Click on the Add button
4. Enter the Clinic demographic information
5. A check in this box next to Deposit Slips will automatically mark all payments for inclusion in deposits
6. Enter your sales tax rate into the sales tax field
7. Click on the group billing tab, if applicable, and complete information.
Quixote supports the use of multiple clinics, and you may create as many as you need to run your operation. To create additional clinics, simply repeat the process that is explained in this tutorial.
DETAILED DESCRIPTION:
From the main Quixote window; click on the Admin icon.
This will open the Admin menu window.
Click on the Clinics button, this will open the Clinics window. Notice the add, edit and delete button at the bottom left on this window. (If you do not see these buttons when you log into your system, you do not have permission to add, edit or delete a Clinic.)
Please return to the training Menu and view the ADMIN ?USERS tutorial to learn how to assign your user name the appropriate privileges.
Click on the add button, the add clinic window opens, with the general tab selected.
1. Enter the Clinic name as you would like it to appear on reports in the Name of Clinic field.
2. Enter the Clinic?s actual street address into the address, city, state and zip fields.
3. Enter the Clinic?s main phone number into the phone number field, if the clinic has a separate fax number enter that into the fax number field.
4. If you have an email address where patients can contact the Clinic, enter the address in the email field.
5. If your clinic has a website, enter the address into the website field. If your clinic does not have a website or email address just leave these fields blank.
6. Note the ?Deposit Slips? check box. When the ?deposit slip? feature is activated, a check in this box will automatically mark all payments for inclusion in deposits made by the clinic.
7. If you plan on charging sales tax for any item or service you provide, enter your sales tax rate into the sales tax field. An example of the form that the number should take appears below the field. Please ensure that you do not enter the percent sign into this field. The percentage is assumed. Entering an amount here does not mean Quixote will charge tax on anything. Your clinic determines what CPT codes have the tax added when you set up your fee schedules. It may be that you have not entered fee schedules at this stage of your setup and training. For information on Fee schedules, please return to the training menu and view the Admin ? Fee Schedules Tutorial.
8. Click on the group billing tab. You only need to complete this tab if your clinic bills as a group or some of your Payors require you to have different ID numbers in box 33 and 24k on the same HCFA form. If either of those things apply to you, click in the box marked this clinic uses Group Billing.
9. Enter the number you want to print in box 25 of the HCFA form into the Clinic/group EIN field.
10. Enter the name and title that you want to ALWAYS print in box 31 of the HCFA from in the name/title of group representative field. Please be aware the name entered here is just the group representative and may not necessarily be the treating provider. If you want to bill as a group, yet have each Providers name appear in box 31, you will need to set up a separate clinic for each provider. The clinic?s address and the appropriate group number from the list below will print in box 33 of the HCFA/CMS 1500 form, and the Actual treating providers id# will print in box 24k for each charge.
11. If you have a number that you want to be the default to print in box 33, enter it in the group PIN field. The use PIN is defaulted to checked.
12. If your clinic has a group NPI number, enter it in the NPI field and click the circle next to use NPI. NPI stands for National Provider Identifier. All Clinics and providers will have to have an NPI number, since HIPAA mandated the adoption of standard unique identifiers for healthcare providers.
[Information and applications for an NPI# may be found on the web at:
https://nppes.cms.hhs.gov/NPPES/welcome.do ]
Your Clinic must be saved before you can enter Payor specific codes into Quixote. After you have entered your Payors, you will need to return to this screen to enter any specific PIN or Group numbers. Each time you enter a Payor into Quixote, a field will be created for them on this screen. If the Payor has given you a specific number that they want printed in box 33 of the HCFA form, enter it in the field to the right of the name.
If the field next to the name is left Blank, depending on what is selected, Quixote will print either the Group PIN or the Group NPI number in box 33 of the HCFA form.
For more information on adding Payors, please return to the training menu and view the Admin ? How to Add a Payor Tutorial.
Click on the Scheduler Time Interval Tab.
From the Default time interval drop-down, select the time increment you would like your appointment view to display. Do you tell you Patients to come in at 9, 9:15, 9:30? Then you will want to select 15 minutes intervals. However, the length of each Reason of Visit must be a multiple of the Time interval for this Clinic. In other words, if you want appointment lengths to be of 10 and 20 minutes, your default interval should be 10 minutes. If you want appointments with intervals of 15 and 20, minutes you will need to select 5 minute intervals. You may schedule as many appointments per time slot as you wish.
This screen will look different after you have created your Reasons for Visits, the reasons, and the colors and dropdown menus for the time intervals will be displayed.
Click Save.
This concludes the tutorial on entering a clinic. You will need to return to the training menu and view the Admin ? Clinic Hours ? Setting or changing, to set up your Clinics hours of operation.
