Intelec Release 5.3
December 1, 1996
The following changes have been made to Intelec. You must be on Release 5.2 before installing these changes. Please check the”Intelec” introductory screen to verify that you are on Release 5.2 before attempting to install the new software. Please read this documentation carefully.
a) On the Insurance information screen, there is a new command key F8 which can be used to duplicate information on linked accounts. This will happen only on medical accounts and the option will replace existing information or create new information, if there is no insurance data. You must update the existing account BEFORE using the duplicate feature (F8). On Account Entry, F9 can be used from the insurance information screen to copy in information from the last account. These features will be useful for duplicating information on the same debtor with multiple accounts.
b) On Release 5.2, we included an “Announcements” feature. Remember that this is by company. You can have different announcements for each company, and if you want the same announcement for all companies, the announcement must be set up in each company.
A problem with the “Last changed by” field (UserID) being incorrectly updated on the Announcements screen has been corrected. Remember that to us the “AN” option from a menu to change the announcement information, you must have access to the Management Menu.
c) When all the notes on an account are displayed, it is sometimes difficult to understand or summarize the activity of that account if there are several pages of notes. There is a new feature which will be a great help in this area. From the account notes (F11 screen) using F3 will display one line per Smart Code used, with the description from the Standard Note (or Smart Code description if the Standard Note is blank), in place of any note the user may have entered. This screen will give you a quick and simple summary of the activity on the account.
d) For a long time, we have had requests to allow a user to update account information while the Smart Code window was displayed. (e.g. You have keyed in a Smart Code and have entered some information, and need to change the debtor’s address, but have not finished with the input of the Smart Code information.) Currently, the only way to do this is to process the Smart Code, go back and update the account and then enter another Smart Code to complete the input. We have a change which will substantially accomplish your objectives. From the Smart Code window, you use F7 to return to the account detail screen as you currently do. (even if information was partially entered on the Smart Code screen) After you have updated the account detail screen, if the SAME Smart Code is applied to the same account, the Smart Code window will be displayed with all of the information which had been partially entered before the F7 key was used.
e) Many of you are aware of the technology that allows you to print a check in your office, if a debtor approves of this and provides checking account and bank information. For those of you who use this technology, you have to enter the information on a PC in order to print a check. We have added the support required to store this information on Intelec. From the Payment Information screen (F23 from the detail screen) you can use F14 to display the “Direct Check” information screen. This screen allows you to enter a bank name, city and state where bank is located, account name, account address, checking account number, bank routing number and up to 12 check numbers, check dates and accounts. (For new information, the debtor name and address is initially brought into the direct check screen.) For easy identification we suggest that this information is set up off the primary account. To transfer the information from Intelec to your check printing system will require some customization. You will need to provide us with the specifications for a batch file to be created and transferred to the PC, as well as information about the way in which multiple checks should be handled. e.g. Should multiple checks be printed on the check date or on the date the information is entered? This customization WILL be billable and we estimate about 6 to 8 hours of work for the required code.
f) When the street address, city, state or zip code on an account is changed from the account detail screen, an existing returned mail flag of “Y” will be automatically removed. Many users will change an address and forget to remove the returned mail flag. It is a reasonable assumption that users will not change address information on an existing account unless the address is a good address. The other codes which can be used in the returned mail flag (e.g. S or X) will not be removed by the system.
a) We have created an interesting new feature for you to test a Smart Code. Previously, the only way to test a Smart Code was to apply the Smart Code to an account and check the results. After exiting the Smart Code update, you will be prompted as to whether you wish to test a Smart Code. If you respond, you will be taken to Account Inquiry. You can select an account and enter a Smart Code. The system will immediately display a list of important actions which will be taken if the Smart Code is applied. (Close code, change worker, send letter etc.) The Smart Code will not be applied on the account. Note that this option will take into account other Smart Code applied within the Smart Code.
b) On Smart Codes, the first screen (Selection Criteria/Actions) there will be a message on the top right hand corner of the screen if any overrides exist for that Smart Code.
c) There is a new feature to move the split collector code to the owner and worker, and clear the split collector code. This is with the other options relating to split collector codes.
d) On the feature to check for a current or delinquent payment arrangement, a problem with the system including accounts which are NOT on an arrangement has been corrected. The selection criteria will not be met if the special payment arrangement option is selected and the account is not on a payment arrangement.
e) Presently, Smart Codes which are applied, but do not document the account are tracked on the second detail screen. Only 9 Smart Codes (the first nine) are stored. We have made a change to store the last 9 codes used. (If all 9 coded are used, the first will be removed and the new code will be added into the last spot.)
f) A Smart Code can apply another Smart Code when *XXX* is entered in the “Note to be added” in the decisions/actions. (XXX is a Smart Code) We have made a change which will take anything in the rest of the note field (after the *XXX* and add it as a note on the account. You can leave a blank after the last asterisk or enter the notation immediately following the last asterisk.
g) When a new Smart Code is created based on an existing code, the special “X-logic” information is currently not brought in from the existing Smart Code. This has been changed. The “X-logic” information will now be available, when information from an existing Smart Code is copied into a new code.
h) On the Multiple Smart Code or Simulation programs, you were able to select specific close codes by entering up to 5 close codes. In the close code selections field, you can now enter *ALL, to select all close codes. (This will omit inactive closes and PIF’s)
a) Due to the way in which the AS/400 usually processes information, there have been some problems with power failures which have occurred while payments were being posted. While it is almost a requirement that you have a battery backup which will maintain your system for at least 10 minutes in the case of a power failure, abnormal system power outages have occurred. We have changed to the code to handle such situations. In the past, it was sometimes possible to have a payment history record added without the balance on the account being changed etc., if there was a power loss during the posting.
b) On the Payment Summary Reports, we have added a new total for cash which does NOT include Client Payments to the agency. (Type 51's)
c) For Payment Entry where the client account number and client number are used, the client number will be interpreted as a client code or a group number. The system will try to identify the required account from within the group and not by the single client code.
d) For Debtor/Agency Transactions, there is a new payment code 90, which allows you to adjust a collector’s commission for the month, without affecting an account balance. A positive will increase a the commission and a negative will decrease it. You will be forced to enter a case number and a collector code at the time of input. Reports such as Payments by Collector and Collector Comparison will account for this transaction.
e) A rare problem with the system allowing you to enter a payment against an inactive close when there were only 2 linked accounts and the other account was open, has been corrected.
a) There is a new client type available, client type “F”, for financial clients. Related to this there is a new field called “Financial Code” on the last page of the client update and inquiry. Financial Codes, which are set up from option 14 off of System Control Menu 2, give you the ability to seup billing cycles for clients. Also, the Financial Code will give you the ability to automatically set up monthly payment arrangements for new cases. Financial Codes work only with Financial Clients.
b) When year end is run, important client dates will update to the proper year.
c) For commercial clients, the F16 screen has been expanded with additional fields that can be accessed both at account entry and through account inquiry. In addition, the F6 screen from the new F16 screen for commercial clients allows you to enter up to 32 invoices with their corresponding date and amount, along with a small description.
a) There is a new feature to allow you to select a fiscal year starting month, if you do not use the regular calendar year. This feature is available on Client Inquiry, the Client Comparison Report and on the major Placement History Reports. On the Placement History Reports, if the fiscal year option is utilized, there will be sub-totals by fiscal year and not by the standard calendar year.
b) We have discovered several problems with the reports to client from work queue. (Letter and details) Due to the way linked accounts were processed, it is possible that accounts which should have been selected were NOT included on the reports. The problems discovered have been corrected. After the new software is installed, all the accounts which were not previously printed will appear on the first report generated. The option to select UserID’s has been removed. You can select accounts based on worker codes.
c) Placement History Reports have been modified to accommodate larger amounts that the current maximums allowed.
d) There is a new Status Report Type “C” which is similar to Type “2", but does not include any open accounts. One use of this option would be to list closed accounts based on a range of placement dates.
e) On the Placement History Report options, there is a new Option 13, which will print reports without closed account information, PIF numbers or active amounts. One reason this report was designed was to assist our clients who may have converted from a different system which did not print closed and active account information.
f) The Competitor Analysis Report, which previously would did not work because of a bug in the programming, has been fixed.
g) There is now a Report of Important Dates available that draws on the information kept in each client’s client master.
As we find more users storing and printing insurance information, we are enhancing the code as required. It is still necessary that you have a person who completely understands insurance and billing before you can utilize the features on Intelec. There is a lack of documentation on this subject, and we are waiting until we have made additional enhancements to document the system. If you have a competent medical biller, it is not difficult for them to use the system as several of our users have. (Please have them call us for some basic information)
a) On the Client Master, we have added new fields to store a name and address for insurance billing. If utilized, this information will print on the 1500 form in Box 33.
b) On the UB92, we have enhanced the program to pull in all the possible information from the F16 screen (group names, numbers etc.) when new information is being entered. The bill types and procedure coding methods will default to the commonly-used 131 and 9 respectively.
c) On the UB92 printing, we have made changes to accommodate multiple forms when there are a large number of revenue codes.
d) There is a new command key to return from either of the last two UB92 screens to the screen which displays the revenue codes.
e) On the Medical Billing System Control files, there is a new option for Facilities. This allows you to set up facility codes, names and addresses. On the 1500-information screen, you can enter a facility code by keying in a “?” followed by the facility code in the facility name field. In this case, you should not enter a facility address. At the time of printing the insurance form, the facility information will be retrieved and printed on the form, based on the code on the 1500 screen.
DOCUMENTATION OF MODIFICATIONS
As Quantrax strives to improve its support, we will be moving towards better, paperless documentation. When modifications require documentation, these will be transmitted and could be viewed from the Quantrax Remote Support menu option “Display Custom Modification Documentation”. We have a “standard” document, but you should look for your additional documentation using the F3 key, which will display other documents with their descriptions. You can also use F9 to print the documentation.
a) On the Company Statistics Screen (from the Company Statistics option on the Management menu) there is a new option which will allow you to omit totals for non-reportable transactions. This will reduce the time taken for the option to complete.
b) We have changed the way Contact Series and Collector Codes are assigned based on the amount placed. If an amount is added to the placement amount, (set up in client master) the total balance is used for determining the collector code and Contact Series, instead of the of the amount placed.
c) There is a new Command Key (F3) to print a document from within Intelec’s training modules. This key can be used to obtain a printed copy of a specific training document when you are on any page of a specific module. Let us take this opportunity to remind you that all documentation is proprietary, and that you should try to ensure that any information relating to Intelec is not made available to parties who are not entitled to use the product.
d) The time taken to run the option “Remove Purge Information” has been reduced significantly. You will not see any operational changes, but we expect this final step of the purge to take about half the time as it currently does. We have also added some code which will clean-up additional files, releasing more disk space each time a purge is run.
e) There are new options on the Utilities Menu. (Accessed by keying in “UT” from any menu) Most of the new features relate to AS/400 operations. A few of you have had a problem with more than 999 notes on a single account. If this has happened to you, there is a new option to print the notes and delete them for a single account provided there are more than 990 notes on the account.
On the option “Collector Reassignment from Work Queues” the maximum number of
debtors will be treated as a maximum per worker code, if multiple worker codes
are selected. Currently, the maximum number considers all eligible accounts,
and will not allow you to reassign, say, 100 debtors from each worker code.
(This option is only valid when multiple worker codes, and not UserID’s are
g) There is a new option on the Quantrax Remote Support menu that will allow you to vary on and vary off the modem line.
plans for growth, consistently high levels of service, accuracy of information
supplied and the goal to have the lowest support fees in the industry, calls
for a significant investment in electronic support. We already have on-line
help at the field level and on-line training modules which will be enhanced
with each new delivery of code. This release contains the first installment
of a significant support tool and a major new component of our support strategy
- the Intelec Question and Answer Database. (Q & A Database) This will allow
you to search for a problem or question before contacting us. We plan
to have most of the commonly-asked questions documented within the next 6 months,
but this release contains a significant number of questions, and documentation
of some of the more complex areas of the system. We have also completed a manual
called “Preparing for and Implementing Intelec”. We expect this to be the only
paper-based documentation for Intelec, and it describes how you should prepare
for and use Intelec, support issues and using the training and help utilities
within Intelec. The use of the Q & A Database is described in this manual.
Regardless of how long you have been on Intelec, key management personnel must
review this manual in its entirety. There is important application and support
information for new and experienced users. Please take some time to review the
Question & Answer Database too.