ADDING A NEW BUSINESS

Having multiple doctors in the clinic does not necessitate multiple businesses. Keep in mind that the Production Report will list the statistical production of each Provider separately. However, if each Provider, or group of Provider’s files their own taxes and maintains their collections separate from the clinic, then additional business would be the answer.

If there will be more than one business working out of the same clinic, the system can track each business separately. In this case you will fill out one screen per business. To open the Business Maintenance form, click on the Open File Folder on the tool bar, then on Business Information.

To add a new business, click on the "+" plus sign on your tool bar. Enter the name of the new business. The following will guide you through the remaining fields:

On the business address and messages tab, enter the physical location in which this business resides. For those offices that service multiple locations from the same database, this is where you enter the address that is printed in box 32 of the HCFA form.

Patient Receipt Message - You may type in message that will print on your Patient Receipts. This field comes defaulted to “Thank you for your payment”.

Collection Messages - You have the ability to setup messages that can be printed directly onto the Patient Statements. Fill in the message to print for those patients whose account is Current - Over 30 Days due - Over 60 Days due - and Over 90 Days due.

On the Operating Balances tab of the business file, you will see financial information and will add the following fields:

If you have a license number that is issued to you by the state, (called an UBI Universal Business Identifier), type this number in here. If no number has been issued, there is no need to fill in this field.

The Start Date is what ever you would like to track, it could be the day you opened your business, or the day to started using your software.

The Month to Date and Year to Date amounts need to be put into this form the day you go on line. Most of this financial data can be gathered from your last day’s day sheet.

Opening Cash Drawer is used if you wish to track the money in your cash drawer. If you deposit all cash at the end of each day, this field will remain at $0.00.

Last Closed field is automatically updated by TPS 2000 when you run your end of day processes.

The Finance Charge lines in this area are related to outstanding patient balances only. If you wish to setup finance charges for your carriers, you will do this in the carrier setup.

Finance Chg. Desc -- This field is defaulted to Finance Charge. If you need to change the description for your area (i.e. Interest) type in the name you use for these charges here.

Fin. Chg. Days -- This is the number of days that a Patient’s Balance has been outstanding before it will incur finance charges. (Finance Charges may be automatically added at the end of the month, we suggest that you keep this number in multiples of 30).

Ann. % Charge - Put the annual percentage that you will be charging for outstanding patient balances. For example, if you wish to charge 1% per month, you would fill in this field with 12.

Fin. Charge Min. Amount - If you charge a minimum fee (i.e. $1.00) place it in here. If a patient has an outstanding amount and the finance percentage comes to less than $1.00, TPS 2000 will put the minimum amount of $1.00 as this patient’s finance charge for the month.

Patient Statement Layout - This is the statement form you will be using for your patient statements. This field comes defaulted to Patient Statement, It is our suggestion that this is the one you use.

Patient Receipt Layout - This is the receipt form you will be using for your patient receipts. This field comes defaulted to Patient Receipt, It is our suggestion that this is the one you use.

You will now need to add the Provider(s) that are part of this business.

Please keep in mind that when you have multiple businesses, all businesses must be closed before the clinic can be closed during end of month processing. Your end of day reports and your production reports will be separated by business.