Database Setup Steps

Prior to setting up a new database, you must contact CGM webPRACTICE customer service to have the new database created in CGM webPRACTICE. You will also need to ask if your Tables are set up as Shared or Not Shared, if you do not already know.

This section is intended for practices with established CGM webPRACTICE systems that are adding an additional database. It provides an outline of the steps required when setting up a new database in CGM webPRACTICE. Links are provided within each step to access the detailed Help information for each function. The following steps should be performed in the order presented when you set up a new database:

Step 1 - Table Setup
Step 2 - System Management Setup
Step 3 - User Management Setup
Step 4 - Form Wizard Setup
Step 5 - Scheduling Setup
Step 6 - Collections Setup

Step 7 - CGM webTOOLS Setup

Step 1 - Table Setup
If your tables are set up as Shared, you can skip this step with the exception of the items that have an asterisk (*) next to them. If your tables are set up as Not Shared, we recommend you copy any tables that are applicable, from your existing database into the new database to save data entry time.

Adjustment Codes
Allergy Codes
Billing Group Codes
Capitation Schedule - see Capitation Setup Process*
Case Management Codes*
Department Codes
Diagnosis Codes
Doctor Codes*
Doctor Provider Numbers* - Reminder: contact the insurance carriers to complete any paperwork required to receive provider numbers.
Doctor Provider Group Numbers*
Doctor Provider Group NPI Numbers*
Doctor Provider Group Taxonomy Numbers*
Employer Codes
Fee Schedules - see Fee Schedule Setup Process*
Image Types*
Insurance Carrier Codes
Insurance Denial Codes
Insurance Plan Codes
Label Codes
Language Codes
Location Codes
Patient Class Codes
Payment Codes
Pharmacy Codes
Practice Denial Codes
Procedure Codes
Procedure Grouping Codes*
CPT/DX Cross Linking*
Protocol Codes
Recall Type Codes*
Referral Source Codes
Referral Source Provider Numbers*
RVS Schedules - see RVS Schedule Setup Process*
Task Type Table
Type of Service Table
CLIA Number Setup Process
EPO Procedure Setup and Posting Process
DMERC Setup Process
NDC Number Setup and Posting Process

Step 2 - System Management Setup
If you have any questions while completing the following functions, you can look at the function within your existing database and print the screen for reference.

Change Database Parameters
CGM webPRACTICE Integration Options
CGM webPRACTICE Default Values
Defaults, Fixed, and Required Fields
Service Charge Control File - if you will be using service charges
Electronic Claims Integration - Note: You must contact the CGM webPRACTICE EDI Department to complete registration forms and setup prior to sending claims for the new database.
DMS Integration
DMS Report Integration
Image Managment Integration - if you will be scanning images into CGM webPRACTICE
Configure Colors
E-mail Integration
Search Integration
Smart List Control
Service Pack Integration
Batch Control Integrations
Statement Aging Messages - Note: If you send electronic patient statements to CGM, contact the CGM webPRACTICE customer service team to complete registration forms prior to sending statements for the new database.
Determine Starting Patient Account Number - Select which number you want your patient accounts to start with and contact the CGM webPRACTICE custormer service team to set it up.

Step 3 - User Management Setup

User Management - Identify which users will have access to the new database by selecting the Allow DB Change check box in Maintain Users for each user code. If you want users to automatically log into the new database, enter the new database number in the Database Number field within each user code.

Step 4 - Form Wizard Setup

Superbill Wizard - Create any superbills needed for this database.
Insurance Claim Form Wizard - After you have performed the Create Insurance File function for the first time, you will need to print an insurance form to test the data alignment. Contact CGM webPRACTICE customer service for assistance if the form is misaligned.
Form Generator - Create any custom forms needed for this database.

Step 5 - Scheduling Setup

Scheduling System Setup Process

Step 6 - Collections Setup

Step 7 - CGM webTOOLS Setup

Complete the integrations for any of the CGM webTOOLS (CGM webCODER, CGM webMOBILE, CGM webVERIFY) or other add-on programs that you may have purchased with this database, under System, Database Maintenance Menu.