Lytec 2007 started shipping
on Dec 8th, 2006, due to the delay in shipping, Pre-Se has extended
the deadline for taking advantage of their upgrade discounts until
Feb 16th, 2007.
discounts are available for upgrading from 2005
& 2006 to
2007 only. For older versions of Lytec
Contact us for the lowest cost to Upgrade.
Pre-se (Lytec) has published a letter on the
new NPI requirements. Click here to View.
What is the Cost of Free
Many of our clients are using a "free" clearing house to send their
insurance claims electronically. In some cases it's because an IPA
uses that clearing house. "Free", that sounds great and many jump at
the opportunity to "save" money. Well, just a minute,
while it sounds like "free" claims is a great deal, there
is a "cost". The "free" clearing house does not include critical
that allows the ERA (electronic EOB) file to be used with the Lytec
ERA payment posting software. So that means manually posting
payments. What is your labor cost to post the payments?
Our preferred claims clearing house, GatewayEDI, cost $99.00 a month
per tax ID. They process your Primary, Secondary and paper claims
and you get your ERA files that are coded with the required info to
allow being used with Lytec versions that have the ERA posting
software. This does require a special claim form to be used with the
Lytec software and you will get ERA files from those insurance
companies that supply ERA file.
(click here to see list)
Penny wise and performance foolish
With the 2006 and 2007 versions of Lytec comes the requirement of
insuring that your computer environment is adequate. The new Windows
SQL database being used and increased Lytec features, it is of great
importance that your workstations have Windows 2000 Pro or XP Pro
and a minimum of 512MB of memory and it is highly recommended to
have 1GB of memory. We are now recommending 2GB of memory in the PC
that contains the data. If Client Server is being used, then 4GB of
memory. We see a lot of practices are
still not putting enough value in there billing system. We still see
Windows 98 being used. This is 6 year old technology and is not as
secure as newer windows versions. Unlike Lytec 2005 and earlier
versions that allowed the Client/Server 5 and 10 user to work on
Windows 2000 Pro and XP Pro, All 2007 Client/Server versions require
Windows 2000/3 Standard or higher Server or Windows Small Business
Server (R1 only). PC processor speed is
becoming an issue also. Workstations should have a Pentium 4 2.4Ghz
processor and 2.8Ghz is better. Servers should be 2.8Ghz minimum and
3Ghz or higher better. PCs and memory costs
are getting lower and the increased performance with result in more
productive staff time. Lytec
has not been certified on Windows Vista as of 01/01/2007 and is only
being tested on the business version of Vista.
Spirometry and ECG systems are imbedded in the Medinotes e
software. We now offer these products along with Midmark's ECG
Holter Monitor at great prices.
Date Security and Recoverability
There are a number of
data integrity problems in most Medical Offices we visit. Common
problems include improper or no Backups, outdated Virus software,
missing Spyware, Spam and Anti-Popup software. It is Very Important to
do data backup every day that work is performed. It is especially
important when using the Appointment Scheduler.
Also, we find that users do not have the
Lytec Audit Trail. The audit trail serves to monitor staff
activities, assists in data recovery and is a HIPAA requirement.
Your usage of these items makes business
Improving Office Efficiency
hear, all too frequently, that “we are waiting for the technology to
mature”. Based on my experience in a number of fields, this is an
infinite process. Hardware and software will never stop improving.
To wait until it is all done, means it will never get done.
Computers and software like Electronic Patient Records (EPR) have
been offering significant opportunities to enhance the quality of
patient care while reducing charting time and cost. Whether you
choose just charge capture or take advantage of the amazing things
that you can do with an EPR. You really should review the products
that we have chosen to offer our clients.
Electronic Medical Records
are thinking of taking advantage of the benefits in using Electronic
Patient Records (EPR or EMR), check out
and click on “The EMR
Road Show”. If you attend one of the other shows and/or you buy
something at or because of these shows or this Newsletter, please
ask them to send some of their profit to us in appreciation of our
effort in getting you to them. (helps pay the postage). We are
prepared to provide on-site presentations upon request.
if you any questions
Things Commonly Missed on HCFA
When printing Medicare
claims there are a number items they want printed on the HCFA forms.
This is true whether you are still using paper claims or doing it
Electronically. Lytec’s method of printing Medicare claims
requires special care. One of the most confusing entry items
is the choice of “Insurance Type” in the Primary and Secondary
insurance entry in the Patients file.
Medicare in the Primary
section is always “Non-Group”.
In the Secondary section
you must use one of the following:
For Medicaid or Medical
For Medigap Insurances
For “ALL” others you must
Theses choices put the
appropriate Medicare information on the form. This also means you
must use one of Lytec’s Medicare lci forms when printing claims.
Another mis-used Type is
the infamous “Medicare Secondary”, This is Medicare “as” the
Starting a short time ago, Medicare has required Hospital Admission
Date on claims having hospital charges. This is entered in the Hospitalization From Date. You will
find the entry in the Claim Information/More Information section of
the Patient file. You can also find it for a one time entry in the
Billing Options (F8) while entry the Charges. Press F8, then click
on Billing Information then More Information
We have recently acquired
a great asset. This programmer has created for our clients some
valuable reports not currently available directly from the Lytec
software. Depending on your requirements, turn around time as been
less then 30 days. Most recently we created a line item payment and
balance report with an option to export the results to Excel. If
you wish a quote on a report, send us detailed information on the
report and how you would like the output formatted
(We are continuing to get calls about
recovering lost data and "No Backups or bad ones". Many Lytec users
are using hardware support people that do not understand the
requirement for Lytec backups, do not educate their clients on the
importance of backing up, do not know the requirements prescribed by
HIPAA or just recommend bad backup practices. If you are not sure of
the backups you are doing, please contact us.)
If you have Lytec that
has the Backup option, you have a number of options. Per Lytec,
their backup creates a Zipped file of everything in the Practice
folder. This is good and bad. Good in that you can place important
items like custom forms, DDF files and other Lytec items that
need to be backed up. Bad in that you must be sure that unwanted
items like file copies, temp files or folders must be deleted or
moved. This to insure maximum usage of the media chosen to backup
We recommend using CDR/W
or DVD R/W drives, depending on the database size. In both cases the
cost of the media is small and the backup usually takes a small
amount of time.
We also recommend using
BackupMyPC by Stomp. This is a low cost software that can be
purchased at most stores, like Best Buy, Staples and Office Depot.
software also auto backup. A number of our clients use in
combination, Lytec’s and BackupMyPC. We see a lot of offices that
backup to another Hard drive. This is a bad
practice. We have also seen the consequences of doing this.
The cost of installing a CDR/W or DVDR/W is small these days. With
removable media you get the comfort of having off-site backups and
HIPAA likes it too. We offer Internet backup services.
Check our website for info.
Data Integrity and Speed
cost to improve the speed and saving your data files from
destruction has come down a lot over the past few years. Adding a
RAID controller is an inexpensive way to increase the speed of your
current server and will help reduce the possibility of data loss and
staff time loss by saving the data over 3 or more drives (RAID 5).
In a RAID system, if one of the drives crashes (before their usual 5
year life cycle) the others know the missing data and continue to
work. This is becoming more important due to HIPAA and in the
increased usage of electronic Appointments and Patient Records
(EPR). Also, as a result of client testing, it has become apparent
the PC memory is "very" important in increasing processing speed.
Since memory is inexpensive these days, we are now recommending
512MB minimum and 1GB much better. Current pricing for 1GB is
between $80.00 and $120.00 for name brand memory.
(we are a Dell Solutions Provider)
We became one due
to a study that our staff did on their own. They found that our
clients that had Dell PCs rarely called us with problems. We now
offer Dells at our cost. We do this because it helps keep our
staffing cost down. Of course we are not all that magnanimous
because the profit margins are very small these days anyways. This
makes it very easy for us to offer top of the line systems that are
valuable to our clients. Please call us with your requirements.
Depending on your needs and location we can offer installation,
setup and data transfer.
Instant Medical History (IMH)
Instant Medical History is patient
interview software that organizes patient concerns and enables
physicians to manage patient encounters more efficiently while
improving charting automatically.
Instant Medical History gathers
complete present illness and past medical histories before the
encounter. Patients respond to multiple choice questions that branch
based on their responses. These questions are mapped to the objects
used in Charting Plus and can be directly imported into the patients
note, requiring much less time and effort for the clinical staff.
Once the information has been imported into the system it can be
reviewed with the patient for accuracy before moving on to the
Enabling the patient to enter the
data necessary to populate the subjective portion of the medical
record makes the time spent in the encounter more efficient and
enhances communication. Both the patient and the doctor are focused
on the health concerns presented at the start of the encounter.
Medical History software has a number of benefits for physicians.
More efficient patient interviews
Additional revenue from treating more patients
Dictation and Transcription savings
Improved documentation for coding and audit defense
Accurate/reliable information provides a base for better care
Patient feels more involved in their care
Return on Investment
Instant Medical History has a
powerful impact on the economics of a practice. Seeing more
patients, reducing expenses, and coding appropriately all
contribute dramatically to the profitability of physicians.
Physicians are seeing 25 patient
visits per day
Physicians are under-coding their
visits by one level due to lack of documentation
Physicians are currently employing
dictation of records as a part of their workflow
Using these assumptions, projected
cost savings from Instant Medical History™
are as follows:
When patients use
IMH to enter
their own medical history, the documentation is completed for the
subjective note before the exam begins. Since two thirds or more of
a medical record is the history, having it complete saves time. 4
minutes saved in documentation time per patient X 25 patients per
day results in 100 minutes saved. At 15 minutes per appointment,
this would increase productivity by 6 visits per day. At 4 days
worked per week per physician this would be 24 visits per week, or
about 100 extra visits per month. Using IMH the physician can spend
all of his time serving patients. At $50 per visit, the net increase
would be worth $5000 per month per physician.
Dictation costs per physician were
estimated at $2000 per physician per month. Since using
eliminates about 60% of dictation, the savings would be about $1200
per physician per month.
Getting Paid for
Under-coding visits costs
about $10 per visit. Recovering this lost revenue would result in
$250 per physician per day, or $1000 per 4 day week, or $4000 per
physician per month.
being added to this issue)