Acubase Pro Plus Software

ALL NEW INTERFACE

New AcuBase Pro has been designed to be so straightforward that one need not pour through the User’s Guide to understand how to use the program.  Each screen has the same look and feel, with navigational tabs and forward and back buttons just like a web site.  Getting around in AcuBase Pro is simple, even for those who fear and loathe computers!

Calendar

The Calendar includes Daily, Weekly, and Monthly Views, as well as a To Do list, and may be modified to show appointments by practitioner and/or type of appointment.  Repeating appointments may be set up for daily, weekly, monthly, and even yearly appointments. Click on a patient’s e-mail address to automatically send an appointment confirmation e-mail. And any patient scheduled is automatically linked to the Patients section of AcuBase Pro, making jumping directly from the Calendar to a given patient’s information quick and easy.

Patient Information & Billing

The Patient Information database was designed by practitioners around the way a clinic typically functions. It integrates data from throughout AcuBase Pro, and includes great features such as:

• General patient information, including photos, appointment history, and email

• Multiple cases, up to three payors (such as insurance companies) per case, and links to referral sources

• Auto-enter diagnosis (ICD-9) codes, which may be sorted by diagnosis or by code

• Track all intakes and activities related to each patient, such as calls, faxes, e-mails, office visits, progress reports, and custom forms

• Create letters to new patients and referral sources as you enter patient data. Create as many different kinds of forms and letters as you wish using the fields in the program

• Generate regular Superbill invoices, HCFA 1500 forms, or do electronic billing with virtually any clearinghouse from your Mac or PC

• Use the Payment Entry screen to do line-item payment entry when you receive payments from insurance companies

• Use the new AutoBill feature to do all of your billing with no data entry at all.  Simply set up billing preferences for a given patient and click a button to do their billing

• Use the new Invoices section to create invoices for anyone, and keep track of invoices separately or together with patient records. General and detailed invoice screens give you just the information you need

• Bill for products, such as herbal formulas or supplements, and have those products automatically adjusted in your Inventory database

• One invoice may be changed into a Superbill or a HCFA 1500 form with no additional data entry

• Use the CMS Preview screen to see what your invoice will look like when printed onto a CMS 1500 form

Inventory

If you sell products of any kind, you need to know how much of each product you have on hand, how much you have sold, taxed, etc. In a busy practice and without any guidance, keeping track of such inventory can be unmanageable. But with AcuBase Pro, inventory tracking is not only manageable, it’s easy!

The AcuBase Inventory database includes: 

• The ability to keep track of an unlimited number of items.

• Full integration with the rest of AcuBase Pro.  Automatic adjustments of available inventory as items are sold to patients.  All vendor information is related to each item in inventory.

• The option to set prices and even taxes on an item-by-item basis.

• The ability to create categories (such as “Needles,” “Supplements,” or whatever other category you may wish to use to classify the kinds of items you wish to track).

• An intelligent “feeler” that tells you the last time you inventoried or stocked a given item.

• Customizable fields that allow you to determine the amount of an item to keep on hand, what measurements to use (pounds, boxes, etc.), when to reorder a given item , and the number of each item currently open to buy (based on amount in stock).

• Reports that allow you to sort and print your inventory by category, by supplier, or otherwise.

• Blank inventory sheets that lists all items by category to make taking a manual inventory at your office(s) quick and easy.

• Standard Avery labels for all items that include the amount to keep in stock and the supplier for each item.

Reports

AcuBase Pro comes with dozens of reports to report on all aspects of your practice. All of our reports have been updated with a new, professional look, and we have added many new ones as well.  Use Patient Balance reports as statements.  Check inventory and profit on items sold from the same report. The Reports section of

AcuBase Pro will even give you an onscreen snapshot of all patient balances, broken down by amount billed, paid, adjusted, and outstanding balance. Some of our latest reports include:

• Detailed Summary of Products Sold
  Including invoice date, number sold, patient name, product, amount of product, price, tax, and total for each sale, with profits and sum totals of all products at the end of the report.

• General Summary of Products Sold (By Product)
  This report lists products alphabetically, and summarizes the number of each product sold, its price before and after taxes, with profits and sum totals of all products listed.

• Procedure Summary (By Date)
  Lists each procedure billed (in date order), including invoice number, code (CPT), procedure description, price, tax, and total, with sum totals of all procedures at the end of the report.

• Procedure Summary (By Type)
  Lists and summarizes (totals) each procedure, with same fields as above.  But this report is sorted by type of procedure (acupuncture, electroacupuncture, etc.), with subtotals for each, and a grand summary total at the end of the report.

• Procedure Summary (By Patient) 
  Summarizes procedures billed in order of patients, then by date, with subtotals for each patient, and a grand total at the end of the report.

• Summary Daily Report
  Shows a summary of invoices for a given billing date, including procedures, products, payments, adjustments, and total amounts outstanding.  This report shows subtotals for each provider (AcuBase allows a maximum of three providers using the database), and also has a grand total for all three providers at the end of the report.

• Transaction Report
  Shows a detailed accounting of each invoice, including procedures and products sold, as well as payments and adjustments, as it relates to each provider.  Subtotals by provider, and grand totals for all at the end of the report.

• Summary by Date Invoice Printed
  Summarizes each invoice sorted by the date it was last printed.  Includes invoice number, invoice date, provider, patient name, invoice totals, adjustments, payments, and balance due (if any), as well as a grand total at the end of the report.

• Payment Summary (By Date Paid)
  Summarizes payments by the date each payment transaction was made.  Also includes amount paid, how it was paid (cash, check, etc.), and which procedures (if any) each payment was applied to.  Grand totals at end of report.

• Payment Summary (By Type)
  Summarizes payments, as above report does, but sorts by type of payment (cash, check, insurance, etc.), then by date.

• Payment Summary (By Patient)
  Summarizes payments, as above two reports do, but sorts in order of patient name, then date.

• Inventory Price Lists (By Supplier and By Category)
  Two different reports that show each supplier’s products, including wholesale cost, resale price, and resale price with tax (if any).  Sorted either by supplier or by category (formulas, herbs, etc.)

• Product Inventory (By Item Name)
  A general product inventory report may now be run that sorts in order of product name.  Previously, product inventory reports only sorted by type of product.

• ...and several others, including aged billing, patient statements, birthday letters, referral thank you letters, new patient letters, custom letters, mass e-mails, and much more!

Log File and Security

HIPAA regulations require that databases with Private Health Information contain safeguards, including role-based logins and log files to keep track of who has accessed records with sensitive data and/or changed the data in any way. AcuBase helps keep you compliant with a Log File detailing all changes to patient data,  and role-based login security. You may view the Log File at any time, and those with full security clearance may give role-based access to different people depending upon their responsibilities in the office. 

Important Note: If you purchase the download version you will be emailed a link with instructions within 24 hours to obtain the software!