Maintain Referral Source Codes

With the Maintain Referral Source Codes function you can review information for a specific code, add new codes to the table, change the information for existing codes, print the table, and inactivate or reactivate a code.

Upon accessing this function, the Maintain Referral Source Codes screen displays containing blank data fields.

Data Field Information

Prompt	Response	Len
Source Code	Type the code you want or click the magnifying glass to search the table. This code cannot begin with a zero.	6
Sort Name	Type the name to be used when sorting referral source codes alphabetically.	40
Last Name	Type the last name of the referral source.	60
Suffix	Enter the Source's Suffix.	10
First Name	Type the first name of the referral source.	35
Middle Name	Type the middle name of the referral source.	25
Specialty	Type the specialty for this referral source.	30
Address Line One	Type the address for the referral source.	40
Address Line Two	Type any additional address information for the referral source.	40
Zip Code	Type the zip code.	10
City	Type the city and state. It should be entered in the exact format shown. For example, Phoenix, AZ. Type the city name - then a comma - then one space - and the two letter state code.	20
State	Type the State.	3
Home Phone Number	Type the home phone number for this referral source.	20
Business Phone Number	Type the business phone number for this referral source.	20
Fax Number	Type the fax number for this referral source.	20
Printing Name	Type the name in the format you want to print on any reports and insurance claim forms.	40
Print on Insurance	If you want this referral source to print on insurance forms, select this check box.	1
Referral Type	If you want to designate this referral source code as a referral type, select this check box. You can then specify a referral type on the Patient Name and Address Information screen in Change Patient Data.	1
Person or Entity	Select the option to indicate if this is an actual doctor or if it represents a group or business. This is used for electronic claims	1
Practice Physician	If this referral source is a provider in your practice, select this check box so you can differentiate the providers in your practice from outside referring providers.	1
License Number	Type the license number issued by the state, if applicable.	20
NPI Number	Type the referral source's NPI number.	10
Provider/UPIN #	Type the referral source's UPIN number.	10
Tax ID	Type the referral source's Tax ID number.	20
Taxonomy	Type the referral source's Taxonomy number.	20
Comment	Type any necessary comment text.	45
Comment	Type any necessary comment text.	45

After you Save the code, the information refreshes on the screen.

Inactive Codes - If you select a code that has been inactivated, CGM webPRACTICE displays 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 before you can change any of the data stored for the code.

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

Use the Action Column functions to edit or create codes. To create new codes or edit existing codes in the table, a user must have the Allow Table Update check box selected in Maintain Users under System, User Management, and be given the appropriate security level. For additional information about security levels, see the Function Security Menu under System, User Management. 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 in the Action Column 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 Referral Source 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 - Displays a new screen with blank data fields so you can select another code.

New - Displays 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 on printing, see Print the Referral Source Table.

Inactivate - Immediately inactivates 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 under System, File Maintenance, Look-Up Functions.

Reactivate - Immediately reactivates any inactive code currently displayed on the screen and allows it to be used in data entry again.