Maintain Type of Visit Codes

With the Maintain Type of Visit Codes function you can review information for a specific code, add a new code into the table, change the information for existing codes, inactivate or reactivate a code, or print the table.

Upon accessing this function the Maintain Type of Visit Code screen will be displayed containing blank data fields.
 


Data Field Information
Prompt Response Req Len
Type of Visit Code Type the code you want or click the magnifying glass to search the table. The code cannot include spaces.   3
Description Type a description of the code. 20
Number of Units Type the number of units typically required for this type of visit. 3
New Patient If this Type of Visit code is for new patient appointments, select this check box. If you select this code while scheduling a new appointment, the New Patient check box in the Appointment screen will be automatically selected.
 
Note: When existing appointments are edited and you change the Type of Visit code to one that has this check box selected, the New Patient check box within the Appointment screen will not be changed. You must manually change the field.		   3
Recall Type If you use Patient Recall functionality to print the Patient Recall Listing or cards/letters, you should select the Recall Type to be linked to this type of visit. This allows the Patient Recall listing to correctly match patient appointments from the schedule to any recalls on file.   6
DMS Letter to Print Select the DMS Letter to print for this type of visit. When you save an appointment for this type of visit, the Printers dialog box will display so you can choose whether or not to print the document at that time, in preparation for the patient's appointment.   30
Type of Service Type the code you want or select a code from the Type of Service list.

If you link a Type of Service to this Type of Visit, the Missing Charge Report will include all scheduled appointments where the posted procedures do not match the Type of Service linked to the Type of Visit.

For example, if you schedule an appointment with a 'Follow-Up' Type of Visit that has the 'Medical Care' Type of Service linked to it but you only posted an x-ray procedure (type of service), then the appointment will show on the Missing Charge Report because it is looking for a procedure that is tied to the 'Medical Care' Type of Service. 		  3
Schedule Room Type the Room or Resource doctor code you want or select from the Schedule Room list. The list will only display doctor codes that are designated as Resources. You should only select a code if you want to have an appointment automatically scheduled for a Room or Resource when scheduling this type of visit code for a doctor.   4
Room Location If you selected a Schedule Room code, type the Location code for the Room or select from the Room Location list.   3
Database Locator This field defaults to the current database, but if you selected a Schedule Room code and the schedule for the Room resides in a different database than the Doctor's schedule, type the database where the schedule has been created for the Room. 2
Scan Visit Code If you want to include this Type of Visit when using the Scan function to schedule appointments, select this check box. 1
Suppress Superbill If you want to suppress superbills from printing for this Type of Visit code, select this check box.   1
Color Click the magnifying glass to search the Color table and select the color you want to assign to this code. If you select a dark color, the font color for the text displayed in an appointment slot for this type of visit will automatically switch to display white text instead of black.

If you assign colors to your Type of Visit codes and schedule an appointment for multiple units, the schedule will display the color for each time slot containing a unit.		   10
Location Code This field is not currently in use.   3
Unit Value A unit value may be assigned to each type of visit to limit the number of appointments.   3

Inactive Codes - If you select a code that has been inactivated, CGM webPRACTICE will display the existing information for the code but the data fields will be unavailable and you cannot make any changes. Reactivate will be the only active function in the Action Column. You must Reactivate the code first, if you want to change any of the data stored for the code.

If you are the System Manager for CGM webPRACTICE, we recommend you limit access to the Maintain function to select staff members in your practice. We also recommend you provide guidelines customized for your practice to these staff members for entering table data in a consistent manner. This should protect the integrity of your table information.

To create new codes or edit existing codes in the table a user must have the Allow Table Update option selected in the Maintain Users function and be given the appropriate security level. For additional information about security levels, see the Function Security Menu and for setting up user codes, see Maintain Users. If the Maintain function is accessed and the user is not authorized to 'Allow Table Update', the New, Inactivate, Reactivate, and Save functions will be unavailable. These functions will appear dimmed on the screen and the user will only be allowed to Review codes. If the user does not have the appropriate security level to access the Maintain function, codes can also be reviewed using the Review a Type of Visit Code function.

Action Column Functions
The Action Column functions are provided so you can perform multiple functions quickly and efficiently from within the Maintain function.

Select - Will display a new screen with blank data fields so you can select another code.

New - Will display a new screen with blank data fields so you can enter the information for a new code.

Next - Displays the next code in the table. If you are viewing the last code in the table and click Next, CGM webPRACTICE returns to the main Tables menu. If you make changes to the table and click Next, the changes will not be saved. You must click Save to save the changes before proceeding to the next table item.

Previous - Displays the previous code in the table. If you are viewing the first code in the table and click Previous, CGM webPRACTICE returns to the main Tables menu. If you make changes to the table and click Previous, the changes will not be saved. You must click Save to save the changes before proceeding to the previous table item.

Print - You can print all or part of the contents of the table. For additional information about printing, see Print the Type of Visit Table.

Inactivate - Will immediately inactivate any active code currently displayed on the screen. When you inactivate a code in the table, it is not actually removed from the table but is assigned an inactive status. CGM webPRACTICE needs to retain information about the inactivated code for any data that was previously entered with that code. After a code has been inactivated you cannot use it for any data entry operation. An entry will be logged in the Changes to Table category in the System Log function located on the System, File Maintenance, Look-Up Functions menu.

Reactivate - Will immediately reactivate any inactive code currently displayed on the screen and allow it to be used in data entry again.