FAQ

• Dictation
• Billing
• Faxing
• Others

Dictation

• Toll Free
• Digital Voice Recorder (DVR)
• Secure-Mobile

Q.How does the Phone-in dictation system work?
A.The Phone-in dictation system is easy to work and learn. It works via any touch-tone phone including extensions and office phones. The best way to get familiar with our Phone-in Dictation System is to take advantage of the free trial offer that is available to all new customers. After you submit sign-up form, you will receive a Nationwide Toll-Free Access Number along with your 6-digit PIN. Our Customer Support professional can get you started with step-by-step instructions. Call us at 1-866-510-1111 x 11 to get started.

Q.Is this system difficult to learn?
A.Not at all. In fact working with this system is as simple as using a phone for checking your balance at a neighborhood bank. Today, most business users are quite familiar with phone-based prompt systems.

Q.Can I check the status of my dictation?
A.Yes you can. You will have access to all the dictations dictated on our server along with time stamps (CST) of Dictation and Report, length of dictation in minutes, Dictator Name, Patient Name, Report Type, Priority of Job, etc.

Q.What about support in case I forget my ID?
A.Call us toll free at 1-866-510-1111 or send an email to support@medofficepro.com. We should be able to resolve the issue within 24 hours (one business day).

Q.How do you get patient demographic information?
A.We can either get this information from ADT feed to your information system or you can fax us demographic information at 1-866-800-4020. If we do not receive demographic information, we will try our best to get the patient names and other relevant information from the dictation itself.

Q.How do I sign up?
A.Please call us toll-free at 1-866-510-1111 or go to Free Sign up and we will get you started in 24

Q.Why should I use an Olympus Digital Voice Recorder (DVR)?
A. We are an Authorized Value Reseller for Olympus recorders. Though as a MedOfficePro customer, you can use any DVR, Olympus offers professional dictation products, and, we support Olympus DVRs extensively. We recommend Olympus products.

Some of the advantages of an Olympus DVR over tape-based products include:

Portability and large capacity: (up to 70 hours) that allows you to have quality recording for a long time without having to worry about "tape finished ", "wear and tear", etc.

Ability to track dictations: You can access and backup your dictations easily unlike tape-based recorders. This gives better ability to track information and improves overall productivity of your practice.

Editing capability: You can insert a sentence between two sentences without erasing or re-recording subsequent dictation.

Q.If I use a DVR to dictate, how will my dictations reach you?
A. Sending dictations (or uploading audio/voice files) via a digital voice recorder (DVR) to our servers is easy. DVRs store voice files or dictations on removable SmartMedia cards or Flash Memory. To transfer dictations:

• Connect your DVR to a PC with Internet connection via the USB cable provided by Olympus
  
• Our proprietary and easy-to-use software tool transfers dictations securely from customer PC to MedOfficePro servers. Login with your username and password, and follow prompts to send dictations for transcription. A couple of clicks later dictations will be sent, and you are done!. Read HelpGuides and Quick Start Guides for more information.

Q.Is Internet-based transfer secure and HIPAA compliant?
A. Today, many companies all over the world use Internet with 128-bit SSL technology to transfer confidential data. MedOfficePro also uses secure Internet with 128-bit SSL technology to send dictations and receive transcription reports. The system adequately meets HIPAA's security requirements and is considered secure and reliable by industry experts.

Q.Can I use other brands of DVRs?
A. We support most digital voice recorders. These include Sony, Olympus, Grundig, Uher and others. However, we recommend Olympus handheld recorders for their superior file compression technology among other reasons.

Q.How do I decide which Digital Voice Recorder to purchase?
A. MedOfficePro features Olympus recorders and is a reseller of Olympus products. Olympus is continually improving its products and brings newer models. You can visit the following Olympus link to make the decision or simply call our sales office to discuss your needs and we will identify the right product for you:

http://www.olympusamerica.com/cpg_section/productcompare/productcompare.asp

Q.Where can I buy a DVR?
A. If you are an MedOfficePro customer, you will get a Preferred Price from MedOfficePro. MedicOfficePro Customer Support professionals will help you set up the Olympus software and configure your PC for transferring dictations. Place an order by sending an email to Support@medofficepro.com or call us toll-free at 866-510-1111. Please call us for rates and availability.

Q.What is Secure-Mobile dictation ?
A. Secure-Mobile is a new and innovative offer. It allows Providers to dictate using any SmartPhone ( like IPhone, Blackberry, HP IPAQ, etc.) and dictation are sent to our server – securely and wirelessly. Providers can use the wireless connectivity to SEND voiuce files or the WIFI in the office (clinic) can take care of transfer.

Q.Can I dictate from any SmartPhone?
A. Yes you can, we transform your smart phone into an all-in-one dictation station. You can also dictate from Windows & Android based smart phones.

Q.Is it secure and HIPAA compliant?
A. Yes, Secure-Mobile fully secure and HIPAA complaint.

Q.Can I view the list of patient schedule on my mobile?
A. Yes, that is the best part. Mobile Dictation solution ensures your EMR/PM is integrated with our servers and we receive PMI on a regular basis. These patient details (based on the criterion you choose) are always displayed on the SmartPhone when you dictate. Basically, using your mobile device you’ll always be connected to your patient schedule, census list, and demographic information, without having to rely on paper based charts or wasting time with a busy, shared computer terminal.

Q.Can I add patients to the schedule through my mobile?
A. Yes, patients can be added quickly and easily whenever a patient is not displayed on the device.

Q.How will Mobile dictation benefit me?
A. There are many benefits. Examples are:

• Dictate notes on your patients when and where you want.
• Document encounters in real time by location
• View and dictate on other providers patients. Sort by Location, specialty on the device itself.
• Patients can be added quickly and easily
• Secure Anytime, Anywhere Access

Q.Do I need to purchase any software to get started?
A. No, MedOfficePro’s Secure-Bill+ is a secure, Web-based Practice Management and Billing solution that does not require purchasing software. All you need is a Windows-based PC, IE 6.0 or higher and broadband Internet connection like DSL, Cable, etc. (Ask for minimum PC configuration for optimum performance). Secure-Bill+ software is not sold as stand alone.

Q.Do you work for any specialty?
A. Yes. We support all clinical specialties. We do not offer Billing services to hospitals yet.

Q.Do you provide training and setup or is it ‘get started’ without help?
A. The software itself is quite easy and intuitive. We recommend a minimum training time – both Offsite and Onsite for users to become proficient. Please refer to Pricing and Proposal for more information on Training and Implementation fees.

Q.How do I get started with Secure-Bill+?
A. Configuring user PC, IE settings is critical before getting started with Secure-Bill+. Our Support Specialist will walk you through the entire process. It should not take more than 15 minutes. At a minimum, you should add http://*.advancedmd.com to the list of Trusted Sites for IE. This is done by doing the following: Choose Tools > Internet Options > Security > Sites. Add http://*.advancedmd.com to the list.

Q.What data is migrated from our old system and what happens to our old A/R?
A. We import patient schedules and patient demographic data. We will work with your old A/R as much as possible to ensure a smooth transition. However, we recommend selecting a cut off date and asking your existing billing company to take care of A/R up to that day. If you want us to follow-up on your existing A/R and Denials, we can take care of that and the same will also be charged as per our pricing.

Q.Would you update the Fee Schedules?
A. Yes, we will. We will make sure the fee schedules are always updated and current.

Q.How many insurance companies comprise the most commonly used list?
A. It depends on the practice. At a minimum at least 15-20 insurance companies is a good number to start with.

Q.Do you support different fee schedules for each provider?
A. Yes, different fee schedules can be applied across all providers or each provider can be assigned their own fee schedule. These schedules are set up during the implementation process and can be maintained easily.

Q.Can you manage patient documents in the application?
A. Yes. Secure-Bill+ software features a ‘Chart Files’ section where you can maintain all the patient documents securely and ensures everyone has access to the most up-to-date information.

Q.How do I keep track of my revenue?
A. You can check your billing status online, from your home or office, 24-hours a day and 7 days a week, through dashboards and custom reports that provide instant access anytime anywhere.

Q.Would we still have direct access to our billing information?
A. Yes. Secure-Bill+ software allows providers to have access to their billing information 24/7.

Q.How often do you send out patient statements?
A. Patient statements are sent per your preferred billing schedules. Usually, patients are billed every 30 days for any balance due, after the receipt of an EOB from their carrier.

Q.If our patients have a question on their bill, can they call you?
A. Yes. The patient can reach us on our toll free number @ 877-963-3633 and we will answer all the questions and assist patients with their billing concerns. All efforts are made to expedite a settlement.

Q.Where do the payments/reimbursements from insurance carriers go to?
A. All reimbursements are sent directly to you. MedOfficePro will receive no payments from insurance carriers or patients.

Q.How often are our claims processed?
A. All claims are typically processed within 24 hours of receipt.

Q.Do we bill secondary insurance companies?
A. MedOfficePro bills all primary and secondary insurance companies.

Q.What insurance carriers do you work with?
A. MedOfficePro works with all major insurance carriers, both private and government.

• General
• Receiving faxes
• Sending faxes
• Managing Faxes

Q.I have an existing fax number that I have been using for years with a conventional fax machine. Can I switch to Secure-Fax without changing my existing fax number?
A.Yes, it can be done easily. All you have to do is to set up Call Forwarding from your existing Fax number to your new Secure-Fax number, and eliminate extra costs for hardware and paper.

Q.Will my faxes with Secure-Fax remain private and secure?
A.Online faxing is more always more secure than using a conventional fax machine shared by many people to send and receive faxes. With Secure-Fax account, you have a unique username and password that allows you to Send or receive faxes on your PC. Our servers have close to a 99.99% uptime which means no busy signals and secure, encrypted delivery of your faxes.

Q.Do I need to sign a contract?
A.No. There are no contractual obligations . You may sign up and cancel anytime.

Q.What equipment/software do I need to use Secure-Fax?
A.All you need is an internet enabled Windows PC. No additional software or equipment is required.

Q.How will faxing with Secure-Fax services benefit me?
A.There are multiple benefits of any Online Faxing solution. But Secure-Fax is unique since it builds a Workflow that is completely customizable for your practice. It can interface with your EMR as well. Some of the benefits include:
Mobility: Send and receive faxes by email anywhere you have Internet access.
Privacy: Faxes are delivered securely directly into your secure-fax account
Reliability: No more busy signals, paper jams or misplaced faxes.
Workflow: Edit, highlight, sign, comment and forward your faxes. Create stages and tasks on faxes for multiple users. All functions can be done online.
Savings: No more printing or receiving faxes in your fax machine. Avoid fax maintenance costs. Print when you want as all faxes are always archived on our server and are searchable.

Q.Will I get a dedicated fax number?
A.Yes. For every account you set up, you will get a dedicated Fax number.

Q.Does my computer have to be turned on to receive faxes?
A.No. All messages are stored in your account. When you login with a username and password provided, faxes can be viewed in your Inbox – just like any email software.

Q.Will I receive advertising or spam as a result of joining Secure-Fax?
A.No. We do not sell advertising space and we will not sell, lend or pass on your information to any third party.

Q.Is there a limit on the number of Faxes I can receive?
A.No, there is no limit.

Q.What file formats can I send via Secure-Fax?
A.Secure-Fax supports most document formats including MS Word, MS Excel, MS PowerPoint, Adobe Acrobat PDF, Plain Text, RTF, TIFF , HTML, ASCII Files, BMP, GIF, JPG, PNG, etc.

Q.Will anyone get a busy signal when attempting to send me a fax?
A.No, our fax service ensures that your customers will never receive a busy signal when faxing documents.

Q.Can I customize my cover sheet?
A.Yes, you can choose to have your own cover sheet or none.

Q.How can I annotate faxes that I receive?
A.You can use the annotation features like Name, DOB, Medical Record Number, etc. to a fax without the need for printing and scanning. It is fully customizable.

Q.Can I add notes to my faxes without printing?
A.Yes, you can add free text or notes to a fax online. There is standard text also available and you can use that as a default.

Q.Can I sign my faxes without printing?
A.Yes.

Q.Can I limit users to view faxes?
A.Yes, you can configure the users at any stage.

Q.Can I filter faxes based on the fax numbers?
A.Yes, faxes can be moved automatically based on the fax number to appropriate folders. This provides better document management. And folder names are customizable as well. For instance, folder names can be Labs, Invoices, etc.

Q.Can I create customized workflow?
A.Yes, you can customize the workflow that suits your organization.

Q.Can I search for my faxes?
A.Yes, you can not only search faxes by dates and fax number but also by tags that are created during configuration stage. Examples of tags are Invoice number, Vendor name, etc.

Coming Soon