Getting Started

This chapter defines important terms used in the manual and describes PC and browser configuration.  

Important Terms

Super User

Each account or medical practice will have at least one super user whose login ID and password is setup by HealthNautica at the time the practice is setup on the servers. A super user is the person who is the administrator for the concerned account. The super user maintains all the user logins and can reset the passwords of the existing users. He also makes the PCs trustworthy so that regular users can login and start working from only those PCs which have been branded as trustworthy.

Office Level Login

Appointments can be scheduled at multiple offices, if applicable, in a medical practice. Through Office level login, only those appointments which are being scheduled for that office can be seen and manipulated. Also, all the service details entered by this login is automatically assigned to this office.

Practice Level Login

In Practice Level login, the user is able see all the offices, if applicable, belonging to a medical practice. If this login is used, then the user has to choose an appropriate office (from the WebPractice home page) before entering service details.

Making PC Trustworthy

The individual PCs in the office can be branded trustworthy. It is the function of the super user to brand a PC as trustworthy. Once it is made trustworthy, WebPractice can be accessed by a non-super user only from that PC. A user (other than a super user) is thus prevented from accessing WebPractice from non-trusted PCs.

Masks and Formats

The following fields are validated, i.e., the formats of the following fields is pre-defined.

• Date,
• Zip Code,
• State,
• Phone Number,
• Fax Number and
• Social Security Number (SSN).

Spawning of Windows

In WebPractice, several windows are opened (by the software) so that the user can view various details simultaneously. The various windows that can be opened simultaneously are :-

• Practice Home Page - This is the main window that spawns all the remaining windows.
• Patient Information Page - This window allows you to specify the input for the retrieval of data for an individual patient.

• Patient / Subscriber Profile - This window displays the details of a patient or a subscriber.
• Service Details - This window displays the details of a patient's service details.

• Scheduler - This window displays the scheduler of a provider at an office.
• Claims - Displays either Electronic Claims Ready for Submission Paper Claims Ready for Submission or Raw EMC Files or Current EMC Reports or Archived EMC Reports or EMC Error Log Files or Paper Claims Error Log Files
• Electronic Claims Submitted - Displays list of claims files submitted with each file a hyperlink giving claim details
• Electronic Remittance Advice - Displays list of ERA Files to be processed or Processed ERA Files or ERA Error Log Files
• Post Payments Through ERA - Displays list of processed ERA files with subsequent selection and posting
• Reports - This is the main window from which all the reports can be run.
• Provisioning - This is the main window from which all the practice data is provisioned.
• User Manual - User can peruse and print the details on the working of WebPractice through this window.

Thus, a physician can have upto twelve open windows at a time. In addition, there will be other help windows which will be transient in nature.

User Interface

Please make a note of the following:

• In all the screen shots in the chapters that follow, an asterix (i.e. *) to the right of an input field indicates that it is mandatory.
• Menus that are expandable or collapsible are denoted by a + / - image. Clicking on the + image expands the menu and the + image changes to a - image. Clicking on the - image collapses the menu and the - image changes to a + image.
• A request that will result in a wait is indicated in one of the two ways:
  • A message in the browser status area at the bottom.
  • A cursor changing from an arrow to a hour glass icon.
  
  Some of the examples of this are when one executes a report, processes claims in batch mode or types in a CPT code when entering service details.

Before begining to use WebPractice

Ensure that you are using Microsoft Internet Explorer version 6.0 or later as your browser.

Page Setup for Printing

To print any page through WebPractice, the margins have to be fixed. To fix the margins:

• In the IE browser, go to File -> Page Setup
• Under the Margins section, fix the margins as follows -

• Left - 0.30"
• Right - 0.25"
• Top - 0.30"
• Bottom - 0.25"

Blank out all the text from the Header and Footer text input area.

Check Internet Options

Please check the following:-

• Go to Tools -> Internet Options
• Click on Settings and select the first radio button - Every time I visit the webpage

Check Local Settings

Please check the following:-

• Go to MyComputer -> Control Panel Regional Options -> Date tab.
• Check and set if necessary the date format as follows: -

• MM/dd/yyyy

Check Date and Time

Please check that the date and time are set properly on your PC. In order to do that:

• Go to MyComputer -> Control Panel Date / Time -> Date & Time and Time Zone tabs.
• Check and set if necessary.

How to setup multiple PCs in an office

WebPractice is a cloud based multi-user software that can be accessed by any number of users from different locations. Once the PCs are set up, the super user will provision the Login ID and password for the users in the concerned practice and make the PCs trustworthy. The users are now ready to login and start working.
This procedure can be repeated for all the offices belonging to a practice.

Now you are ready to use WebPractice. The first step is to provision all the master tables. The next chapter explains this in detail.