When you first log into TotalMD, in the Home screen, you will get a wizard that will cover most of the items in this article. Here is a link to a YouTube describing these steps and below you will find instructions.
To begin, this is the Home screen:
You will see in the upper left-hand corner, the name of the screen you are in will always be there. The options you have to move to are listed above the current screen at the top. To access those screens is a single left-click. To the left side of each screen is an options menu:
If you are not seeing the option you are searching for, it is likely you are in the wrong screen. We will begin in the Setup screen:
You will notice many blue lines in this screen. Each of those is a hyperlink that will take you to a new screen. We will begin by going to Set Up the Practice:
You will then see the Program Preferences:
In the Practice Info tab, you have the opportunity to set your Practice Name and Address:
From within this screen, if you enter your bank account information, you are able to print out a deposit slip that is able to be sent to the bank. You can also add a Default Area Code. By entering this, all telephone numbers entered into the system on-going will default to this area code. It can be changed manually. The NPI that you want to show up as your billing NPI.
Moving on to Schedule Settings, this will limit what times are seen on the Scheduler:
By changing the times, only those days and hours will show up in your Scheduler.
Below the Business Hours, there are three choices that help create the look of your Scheduler:
The time interval determines whether you see your calendar in 5, 10, 15, 30 or 60 minute intervals. The Time Height adjusts the amount of space between the lines on the Scheduler. If you want to see more information on the Scheduler, you will want to increase your line height. The Appointment Color Names section allows you to chose dark or pastel colors and to add designations to colors:
You can see that the aqua color has been designated as a New Patient and the light blue is a Discount. Now when those colors are assigned to a patient, everyone in the office will know that this is a new or discount patient. There are 20 color options in the system.
Below the this in the Schedule Settings tab is a box that will allow you to designate how many days in advance appointments can be scheduled:
Hide Patient Names on Scheduler will display only the patient chart number on the Scheduler. Use Resource Scheduling will allow you to add rooms, such as an x-ray or massage room to the Scheduler, in addition to the providers. You can also, in this box, choose to show the patient’s last name first.
In the middle section allows you to choose what information is shown about the Patient in the Scheduler:
Each App Line has a drop down with several choices of information that you can customize to fit your needs.
On the right-hand side of this tab there is a box where dates that the providers are not available can be blocked out of the calendar:
By clicking on Add, you can name the day and pick a date:
Under Program Settings in the top section:
These options are:
- Using the Enter key to tab through fields in TotalMD. Using this the Tab key still functions as Tab as well
- Show Global Popup Messages can be turned off if you do not wish to see popup messages
- Auto Calculate Ledger Balances is a nice feature that will save you time
- Show Patient Alert Messages will show any alert messages set up in the Patient Chart
- Manual Searching is a good option to have selected for searching within TotalMD
- Numeric Chart Numbers will create a strictly numeric chart number rather than the default alpha/numeric one
- Hide Inactive Items will hide any item you mark as inactive in any screen
- Office Message by User will allow users to see the Office Message Option
- Idle Minutes will allow you to set the Log in time requirement
Transaction Detail has a couple of options:
This will allow your billing to automatically multiply unit cost for you and will automatically save Contracted Allowed Amounts when doing a payment reconciliation.
Patient Entry allows you to activate tabs in the Patient Entry screen:
The Defaults will allow you to default both a Facility and a Provider:
If you have multiple Providers in the practice you will probably not want to set the default for the Provider, however, both can be changed at claim-level when necessary.
There is an area to default tax information if your office charges taxes:
You can enable either Manual or Auto Tax and enter a tax rate as well as creating a Tax Code here.
The Eligibility Verification can be set up for just about any clearinghouse, however the three that we partner with take a little less work to send and receive the inquiries and reports. This is something that tech support will help you set up.
The Collections area is another area that tech support will help you set up if you are working with a collection agency:
We have this section designated for Dr First – your e-prescribing program should you decide to subscribe to this service through TotalMD. This section is set up by tech support for you:
Claim Edit Verification can be set for whenever you wish, however, we recommend When the claim is created be left as the default.
eStatements sends your claims to our vendor for collections. This area is also set up by tech support.
In the Statement Messages tab, you will see your standard messages that are sent on Statements:
The common message can be changed often as it appears on every statement. As you can see, the font and color can be changed for any message and the text is customizable as well. The Dunning messages are sent based on the age of the charges for any given account.
The next tab over is the Email Setup:
You do have the basic ability to send out an email message to remind your patients of their upcoming appointment. The information in [brackets] is picked up from the Scheduler and sent from there as well. The upper part of this tab will be set up for you by tech support.
The Office Messaging tab allows you to change the tone that is heard when a message is received within TotalMD:
Once you have completed your changes, you will Save Changes to the left:
Once you Save Changes, it takes you back to the Setup Screen. You will see at the upper left there are forward and backward buttons as well as a home button to navigate within TotalMD:
There is also a drop down arrow that shows you the screens that you have open at the moment:
To close all open screens, simply go to the File drop down and choose Close all Screens:
This concludes setting up the practice in TotalMD. In other articles, there are other areas to set up in TotalMD.
If you have questions regarding this functionality of TotalMD, please contact our support or training departments at 800-613-7597 Option 2 for Support or Option 3 for Training. If you would like a printable copy of this article, please contact Training at Option 3.