0. How does IAA Pro help work with multiple doctors' medical group?
IAA Pro networks any size of medical group into one professional healthcare facilaty like a conventional hospital. The numbers of doctors, receiptionists, assistants, herbal pharmacies in the group can be unlimited. As an example, assuming your group has 4 doctors, 2 front desk receptionists and 1 herb room (herb pharmacy), then total 7 PC units will connect to the local server as shown in the following figure.
The work flow will be like this:
1) Appointment Scheduling: When one of the front desk receptionists (e.g., Receptionist 1) received phone call from a patient, she schedules an appointment for one of the doctors (e.g., Doctor 1) and save it to the server with IAA Pro installed on her local computer. Then Doctor 1 will see that appointment immediately on his local computer upon IAA Pro automatically pulling the data from the server. At the same time, Receptionist 2 also can see the appointment on her computer, so she won't schedule other patients on the same appointment time for Doctor 1.
IAA Pro has Waiting List function in case doctors' schedules are full. The Waiting List is saved in the database and can be viewed by the receptionists. If there is any appointment cancellation, the patient who called in at the earliest time (on top of the waiting list), will be automatically scheduled in, and IAA Pro will notice the receptionists to notify the patient.
2). Patient Administration: When new patient comes in for the first appointment, one of the receptionists can help create patient profile by collecting information and save it in the client profile with IAA Pro. This profile is automatically stored on the server and will be seen by Doctor 1 and other receptionists (if allowed), but not by other doctors unless they have permit to access to that doctor's password.
3). Doctor's Diagnosis and Treatment: When the doctor started seeing the patient, he can retrieve the patient's profile from his computer, and create patient records including diagnosis and treatment information, medical codes (ICD-9 and CPT), acupoints and herbs chosen for the treatment. These information can be viewed by the receptionist(s), so she can perform transaction, insurance billing after the session is done. The herb room also can see the herb formula created by the doctor, so before the patient leaves, the herbs will be ready for the patient to take.
4). Receptionist(s) Transaction: Receptionist can review the doctor-created treatment records, ICD/CPT codes, herbs selected for the patients, so she can prepare invoice, receipt, receiving payment, and create insurance claim form, and submit it electronically, before and during the patient leaving. If superbill is needed, it can be printed out at the same time.
5). Get Herbs Ready: The herb room at the same time can also see the herbal formula written by the doctor, and starts the preparation during the treatment session, so the herbs will be ready for the patient to take away after session is over. If the doctor uses external herb pharmacy, a herb formula in Pinyin and Chinese along with the doctor's and patient's information (optional) can be printed out for the patient to take with.
All above tasks performed by IAA Pro make the management and practice smoothly flow, save a lot of time and manpower, and ensure quality services without mistakes.
1. Does IAA Pro help book appointment? Does it connect with patient account?
Yes, appointment calendar book is included in the software. All appointment information are stored in a database that can be viewed or edited anytime. Best thing is that this calendar book is cross linked with patient records. In other words, you can simply click on a patient name on the appointment book to directly go to that patient's profile, payment account, medical records, prescription/herbal formula, superbill/invoice/receipt and insurance claim form. By single click on a button in the appointment book, IAA checks through all payment records and reminds you if there is any unpaid account in the month. See IAA Calendar Book Screen Shot
2. Does IAA Pro help select acupoints and herbs? How does it work?
Yes, IAA Pro helps you select both acupoints and hears. The searchable database and acupoint chart dynamically interact with each other to help you quickly find the acupoints and add them to the patient's treatment record. The acupoints and Chinese herbs listed in Pinyin, Chinese and Latin side by side to help you choose and create the acupuncture prescription or herbal formula. See for Acupuncture Screen Shot or Herbal Formula
3. Can I create herbal formula in Pinyin and/or Chinese and print it out or email to pharmacy or patient?
Yes, you can choose herbs in both pinyin and Chinese, or just Pinyin or Chinese. The professionally formatted printable formula includes optional information such as Doctor's information, signature, patient's contact, dosage, instruction to use the herbs or any notes on each herb. It can be printed out or emailed directly to herbal pharmacy or patient. See Formula Printout by IAA Pro
Even you may not read Chinese, both pinyin and Chinese in your formula printout are still helpful because not all Chinese herbal pharmacies understand Pinyin nor all of them understand Chinese. Also for some Chinese people in the pharmacy, pinyin is not easiest form for daily use. The formula with both Pinyin and Chinese next to each other will help the pharmacy recognize it without mistake. They actually appreciate the professional printout of the Formula created by IAA Pro. IAA Pro provides options to output Pinyin Name, Chinese Name or both in the formula. It will remember your last preference and keep it until you change it.
4. What are included in Herb database and Acupuncture Database? Are they searchable?
Yes. Both databases are searchable with almost all information you need in your practice.
Herb Database: Herbs are classified into as many as possible groups based on their functions (e.g., exterior reliving, clear heat, notifying Qi, regulating blood, ... over 20 kinds with much more sub classes under each main group), properties (characteristics, e.g., sweet, bitter, salty, cold, hot, ... over 18 kinds), meridians entered (lung, liver, kidney, ... 12 meridians). You can search with any single category or combination of them to quickly find the right herbs you need. Each herb comes with full descriptions in the following fields:
Pinyin Name, Chinese Name, Latin Name, Actions, Indications, Medical Functions, Dosage, Toxicity / Cautions / Allergy Reactions.
All these fields are searchable. So beside the classifications, you also can type in any keyword in any of these fields to find the herb that has specific functions or properties. See for Herb Database Search Window
All selected herbs can be added and saved to the patient's treatment record or saved as your own formula for use anytime you need.
Acupuncture Database: Acupoints are grouped based on meridian names and fully described with following fields:
Pinyin Name, Chinese Name, Alphabetic/Numeric Name, Anatomic Location, Indications (disease and symptoms treated by the points) and Therapeutic Effects. The acupuncture chart is dynamically moving to the exact position when you select or click any acupoint name or the point on the chart. You can search with any of these fields or combinations of them to find the acupoints you need. Similar to the herb formula, these selected acupoints are also added and saved to the patient's record or saved as featured treatment protocol for future use. See Acupoint Selection Window
5. Can I write notes in the patient records? What are included in the patient profile and records?
Yes, you can. Patient profile includes patient's photo (optional), first/last/middle names, gender, DOB, Driver's license #, Insurance Plan (company or type, e.g., Medicare), Insurance Code, SS#, street address, city, zip code, phone numbers (home, work and mobile), email address, patient #, notes, etc. Patient record has unlimited space for you to write. The record includes following fields: history, symptoms, diseases, concerns, physiological and pathological information, diagnosis, treatment, acupoints, treatment result, herb formula, ICD-9 code, CPT codes, transaction of payment, orders (e.g., herbs or supplies), credit card / check payment account information, and any other notes. IAA Pro provides text boxes and checkboxes to let you type, edit, copy / paste or simply check with. All these are saved in the record. You can retrieve it later and make modifications and save it again as new record for returning patients. See one of examples of Patient Record Notes Edit Box
6. How do I store the information about the type of pulse, energy problem and treatment methods?
IAA Pro prepared some check boxes to allow you to check based on Chinese medicine's principles, diagnosis methods and treatment techniques, such as type of pulse, type of energy problem (e.g., five elements), type of treatments, etc. See one of examples of Patient Record with Diagnosis Data Fields
7. How do I add or modify the dosage (grams) of herbs in the formula?
It's very easy to do. The herbs you selected are in a list. Highlight the herb name in the list, then change the preset number of grams, then click Ok to confirm. The grams along with the herb names is shown on the formula to print out or email to pharmacy or patient. See how to modify dosage of herbs at the Left Panel of Herbal List
8. Do I have to choose the herbs again for returning patient if some of them remain no change?
No, you don't need to choose again. You can retrieve previous record (any day if possible), make any modification, and then save it as a new record for today.
9. How do I choose ICD-9 and CPT codes?
It is very simple to do. IAA Pro has a built-in database containing updated ICD-9 and CPT codes for acupuncturists and an advanced search engine to search the codes. You can find the codes you need with keywords, category, code number, or any combination of them. IAA remembers your selection and build up frequently used ICD-9 and CPT, so next time you can quickly recognize them and add to current patient's record. If not sure, click the code, then description of the code will show up to let you confirm. See ICD-9 Window and CPT Window for the Code Selection.
10. Are the codes I selected shown on my superbill or insurance claim form?
Yes. Superbill shows not just the payment transaction, it includes patient's information, doctor's information, insurance code, ICD codes, CPT codes, price, subtotal, total and balance due, etc. It also provides place for doctor to sign. For insurance form (e.g., the FCFA 1500 form), IAA Pro automatically fills in the fields at the right positions with the diagnosis codes and procedural codes you selected. See IAA Pro created Superbill and Insurance Form that show ICD-9 and CPT Codes and
11. Does IAA Pro fill out and print the insurance claim form?
Yes. IAA Pro fills out the form automatically with patient's information, diagnosis code (ICD-9) and treatment codes (CPT), insurance plan and code, amount of charge, day of service, code for place of service, NPI number, doctor's SSN or EIN, providers' address, phone, doctor's license number, name and signature ... all there are filled in automatically. All you need to do is to check through the form to see if any changes you need to make. The form's layout is as the same as the original form and can be printed out or electronically transmitted to the payer. See Automatically Filled and Print Ready Insurance Claim Form created by IAA Pro.
12. Can I modify ICD-9 or CPT codes when new codes published or updated? Can I change the price for CPT code?
Yes. IAA Pro provides very easily way to add or modify the code in any field of it. IAA Pro also updates the code database with latest codes if there is any change annually. For each ICD-9, you may have multiple records in the database with different descriptions for you to search. For one CPT code, you make several records in the database with different prices for use in difference cases. For example, you may charge different prices for an acupuncture procedure 97800. IAA Pro uses Internal System ID number along with the code together to identify each Code and Price as one set of record, so it allows you to set multiple prices for single code. If you find any ICD code or CPT code that is not in the built-in database, you can very easily add it by yourself. See how easy to modify ICD-9 and CPT in the ICD-9 Window and CPT Window
13. What can I do with the filled insurance claim form?
You can print out the form and mail it to the insurance company. But now IAA Pro also supports Electronic Filling. It will help you file fast and get payment fast. E-Claim also saves the cost for the supply of HCFA 1500 Forms, postage and time to manually handle these paper work.
14. How do I electronically file the Insurance Claim? Any fee involved?
It's very simple and Free of Charge. After IAA automatically fill out the form, simply press Create Claim File to generate the Formatted Claim File, then click E-Claim Button to login OfficeAlly.com and upload the file. Then you done. See the Screen Shot of the two Single Click buttons to Create and Upload Claim File Electronically.
Quality Medical Software works with Medical Billing Company Office Ally by following their instruction to create the Claim File that meets the standard of their format. To submit the Claim File is Free of Charge. This will save money for the paper forms, postage and time to manually handle the paper works, plus it will help you get money pay back from the insurance company much faster.
15. How do I use the Superbill?
The superbill can be accepted by the insurance company. You can let your patients pay you directly, then you print out the superbill and give it to them. With the superbill, your patients can claim money reimbursed from their insurance company. Therefore, instead you submit Insurance Claim, your patients submit the superbill to their insurance company. IAA Pro does either way to help you work out in either situation.
The Superbill contains provider's information, doctor's license number, signature, patient's information, insurance information, medical codes, service dates, charges, etc. It deigned with professional layout to meet the requirement of the insurance companies.
16. What is the difference between superbill and regular invoice/receipt?
They can be the same or more or less information on it based on what to use for. The superbill has more information, but invoice or receipt can be same or relatively simple. For regular invoice, doctor's license number, signature, medical codes or insurance information may not be needed. But some of your patients may want them on their receipt/invoice, so they may use it as superbill when they need to. IAA Pro provides options for you to choose before you generate the form.
17. How does IAA Pro perform patient payment transaction? Can I use it for bookkeeping?
Yes, you can. IAA Pro has full functionality for patient payment transaction and bookkeeping. For a new patient, IAA Pro sets up the patient account, creates patient profile, and helps you write patient's history, diagnosis and treatment records, medical codes, purchase order, payment record such credit card/check account information, paid amount, balance, etc. You save all these information as a record in the database. For returning patient, you retrieve the account, write new record or call a previous record, make modifications and then save as it new record for the day of visiting. These account records are stored in the password protected database, you can retrieve the information anytime or generate account reports, create invoices, receipts or superbills, electronically submit insurance claim, or use the information for Tax return preparation. See the windows of Patient Profile and Patient Payment Transaction, respectively.
18. Can IAA Pro work with QuickBooks? Does it export patient account data to Excel file?
Yes. Patient's profile and account transaction data can be exported to an Excel File. Please make sure you have Microsoft Office / Excel installed. You can import IAA Pro's data to QuickBooks by importing these Excel files. See the Excel File IAA Pro generated automatically.
19. How do I protect patient record and our business privacy?
IAA Pro has been designed with a multiple levels of password protection system. All data including your company information, patient information and medical records are stored in the password protected database. No one can access the data unless you who have the password. You can change the password as often as you can to further increase the security. At the office, if you have different officers who will access the software, you as Master User can assign certain limited privilege to each Sub User. It means that you can allow someone to read certain area of the data or set limitation for them to access other part of the database. See IAA Pro's Password Login Window
20. I am an experienced acupuncturist, can I write formulas and store them in the database for later use?
Yes. One of the functions called Featured Treatment Protocol can store herbal formulas, acupoint prescriptions or any kind of notes (e.g., memo on your practice experiences) you want to make. You can group these information, give a title and save in the the database for later use. For example, when you need it for a patient, just click the protocol title to retrieve it, export it to current patient or make any modification and save it as the patient's treatment record. You also can retrieve it anytime to share with your students or colleagues.
21. I am a new practitioner and like to accumulate practice experience. Can I write study notes and practice memo?
Yes. Similar to the answer for question 19, you can use the Featured Protocol function to make any kind of memo or study notes, and save it with an appropriate title that helps yourself recognize it later. There is no limit in the number and length of memo as long as your computer hard disk can hold. You can expand, modify or delete the notes anytime you want.
22. Can I manage inventory with IAA Pro?
Yes. IAA Pro stores your inventories in the database that is connected with your patient purchase order process. You can add, modify, update or delete any items in the inventory database. The inventory includes the fields such as product name, description, unit number in stock, unit price and date added. In the process of your patient purchase transaction, the available inventories, number in stock and price are shown up automatically along with CPT procedures for you to choose. IAA Pro keeps tracking ordered products and update the number of in-stock in the inventory database. See Inventory Management Window
23. Can IAA Pro make daily, weekly, monthly or annually report on my business income?
Yes. IAA Pro has a Financial Report function that allows you to report business income / patient payment summary within any period of time. At the report window, you can use the One Touch Report function to create the report for today, this week, last week, this month, last month or any period of time as you specified.
IAA Pro generate a printable professional report spreadsheet. You can make hard print and keep on file or for use in tax preparation. These data can also be exported to Excel File. See IAA Pro created Report
24. I am a TCM teacher. How can I use IAA Pro in my teaching?
IAA Pro can help you teach Traditional Chinese Medicine in a professional manner and at ease with joy. There are many ways you can use IAA Pro in your teaching.
For example, use the navigation function and dynamic correlation of acupoint chart, different forms of acupoint's name, location, indications, therapeutic effects, etc to teach, explain and demonstrate acupuncture principles, anatomies, energy follow orientation, relationships between meridians/acupoints, diagnosis and treatment theories and techniques. The acupuncture chart can be shown in full screen or partial screen. It can be moved around to show different acupoints' location quickly, making it easy to explain and demonstrate.
You can teach herbal medicine with its fully informational and searchable herb database. At the herb window, you can explain Chinese herb's naming methods, classification principle, properties, characteristics, meridians entered, medical functions, indications, dosage, toxicities and reactions with other herbs. It will help you teach students formula creation by quickly retrieving your presaved herb formula with your own notes. As more you use it, you will explore more ways to use it in your teaching. Eventually you will find that IAA can be used as your teaching textbook, planner, organizer, notebook, thus it comes your handy and smart teaching assistant. IAA can also be used as a slide presenter. It is designed with all convenient buttons on the screen to allow you dynamically display information on the screen, so you can run the program on your laptop, along with a slide projector, you teach the class like giving a slide presentation, attracting students' concentration and interest in learning Chinese medicine.
25. How do I use IAA Pro for self-learning?
IAA Pro works like an interactive textbook and teaching assistant as described in question. Its acupuncture database and herb database contain a lot of information to allow you to search and remember. You also can make notes about what you learn. You can use IAA Pro to help you do home work, prepare school exam or acupuncture doctor's license exam. You may start collecting useful formulas, practice experiences and save them in IAA Pro database for use in your future practice.
26. How do I purchase IAA Pro? How long it will take to install and get started? Any support or training you provide?
It takes you only 3-5 minutes in average to fill in and submit the secured order form to Quality Medical Software. It will be processed promptly. You will receive a detailed instruction for downloading and installing IAA Pro through email. You will have your IAA Pro downloaded and installed within minutes, hours or likes depending work day or weekend.
If you need help with download, installation or operation of the software, IAA Support team provides you with free support and training over the phone. Please feel free to contact online support anytime 24/7 or call at 1-858-412-7688 during working hours from 10:00 AM - 6:00 PM Pacific Time. If you have more questions about the Product Policy and Support, please visit FAQ on this site.
27. How do I enroll electronic filing? Any fee for it? How long it will take to get started?
It is free to submit insurance claim electronically. Enrollment is also free of charge.
It only takes you a few minutes to fill out the enrollment form that has been simplified and customized by the Insurance Billing Company Office Ally specifically for IAA Pro users. Upon your purchase of IAA Pro, this enrollment form will be attached in your IAA Pro package. Fill in the form with IAA Pro software information as instructed in this sample, and information about your business, then fax it to Office Ally's Office at 949-376-6951. Within 24 hours, you will receive a set of user name and password with which IAA Pro can help you electronically file the claim.
In other words, next day after you purchased and installed IAA Pro, you will be able to electronically submit insurance claims, and no more manually filling in form, printout, purchasing postage and paper form HCFA-1500.
More Questions can be asked in IAA Pro Support Page
