FAQ

What about training?

Rarely is on-site training necessary. The on-line videos are extremely beneficial. Webinars will also be available as per demand. One-on-one training can also be done remotely as required. In one to four hours every bit of the program can be covered.

How often is MedLook updated?

Often, or as often as we can get a new build posted that will benefit even one customer. Sometimes we will post a couple of versions in the same week and then maybe not again for a couple of months. We strive to be responsive. We do not adhere to a philosophy of fixed released dates of six or twelve months.

What’s the difference between an update and an upgrade?

An update is a release of software for the same major product version (like 3.0.115 to 3.0.116). An upgrade entails a major change in software from 3.0 to 4.0. Updates are always free whereas upgrades are usually at a cost.

Can you convert legacy systems to MedLook?

Yes, and no. Yes, if you can create any sort of text file(s). We prefer not to open any database directly. There are so many versions of any given product with different database structures that it is prohibitive to attempt to convert all versions of any one product. We prefer to read data such as the CMS 1500 claims files, .csv files, or report listings. We can import transactions but we frown upon this. It is impossible to handle all of the nuances of each software package.

Generally, reading the 1500 claims files is a great way to start and is widely available on most systems. Normally the fee is $35/hour.  To cover our costs….

If we want to export MedLook out to another program is that possible?

MedLook allows you to export virtually everything to .csv files or straight text files with no magic involved. Plus you can export much of the information in HL7 format.

Can MedLook interface with an EMR?

Yes, MedLook reads and writes HL7 formatted files. It also supports a few custom formats and can do more as required.

How long does it take before I can begin generating statements and claims?

Hopefully you can begin billing in less than one hour. Downloading and installing the software depends upon your internet connection speed? Typically this takes two to ten minutes. After that you can submit your request for a serial number from the Help::Registration dialog.  You can immediately begin entering your provider and facility information. The next step would be to begin entering patient information (along with CPT and ICD codes, and carriers). Once you have your serial number you can generate claims and statements. Of course, submitting claims requires some sort of enrollment forms so you’ll have to begin that process immediately. This is the single largest hold up for claims submission.

What about eStatements? Let us help you make every penny count.

MedLook supports two separate services for electronic statements (eStatements). This includes BillFlash and BestBill. While many users continue to mail their own statements there are some very good rea$on$ to do otherwise. Yep, you guessed it – money. Consider the costs to generate statements in the office. If you purchase from Amazon (as of March 1, 2016):

Medical self-seal envelopes, a box of 500 for $52.00. That’s 10 cents per envelope.

Clean seal security envelopes, a box of 500 for $32.78.? That’s 6 cents per return envelope.

Laser Print Paper, Ream of 500 for $5.50. That’s 1 cents per page.

One US postage stamp cost 49 cents.

Envelopes, paper and postage costs alone are $1.18 per statement. This does not include the cost for ink/toner, wear and tear on the printer, and time spent folding, stuffing, sealing, and mailing the statements. This can easily add another 10 to 20 cents per statement.

eStatements provide convenience along with time and labor savings all while providing cost savings. The economy is tough and we’re being pushed to save every penny we can wherever we can.

Let us help you make every penny count.

Want more information?

Using the Chart Mask

The chart number is a 20-digit field that can contain any printable characters.? The patient account number is really an internal number we use to keep everything relative to the patient grouped together.? The chart number is for external reference. The patient account number must be numeric whereas the chart number?can be any combination of printable characters. On the Edit Patient dialog the chart number will be automatically generated to match the account number. Once the user passes through the chart number field (with the mouse or tab) the chart number will no longer change for the patient at hand. It assumes you have validated the chart number as acceptable and not to be changed. To help facilitate rapid, meaningful entry of a chart number we have implemented two very nice features: the chart # mask and the chart # prefix. Here’s how each works. The Chart # Prefix is any set of printable characters that will be applied as a prefix to your Chart #.? The prefix is stored per database.? The default prefix is blank (empty). Once the field is entered it will be the default for each database unless a new value is entered. Each database can have it’s own prefix (and mask). The Chart # Mask is a used to automatically generate a Chart # for a new patient. Once you have entered the Chart # field on the Edit Patient dialog it will no longer automatically change.? The Chart # Mask can is comprised of the letters FMLs and the number 0. Here’s what each means. Wherever the letter F appears the next leftmost letter from the first name is used.? So FFF and the name JAMES would give JAM. Using the letter M does the same for the middle name, L for the last name, and s for the SSN. Finally a combination of 0’s can be used to 0 fill a number.? So 000 could create 001, or 002, 010, etc.,?MedLook will continue to increase the number portion of the mask until it finds a unique chart number or reaches all 9’s. For illustration, if we use Harry S Truman and a mask of LLLFM000 we would have TRUHS001 (or 002, etc.). Or if we had a mask of FMLLL000 we might have HSTRU001. You can do all sorts of crazy things with the mask but use it wisely to help you quickly and uniquely identify patients in a way meaningful to you. Revision: 04/14/2010? ML 3.0.154 You can now use any number, not just 0, for the numeric mask.? This provides the capability of seeding the start number. For instance, 000 would start at 000.? Using 123 would start at 123.? Most people will want to use 000 or 001 (starting at 0 or 1). The name mask has been enhanced.? If using HENRY T FORD with a mask of LLLLLL001 we would generate FORDHE001. The last name will be built using the last+first+mi and then using the mask we generate the name as shown.? The same holds for the first name with the name being constructed as first+mi+last.? Spaces are automatically removed.

When do I use Right Click Run As Administrator (RCRAA) on setup or ML icon?

Any time when the Inappropriate license message appears.

If a warning box appears stating that ctlAppts is missing.

Any missing DLL or OCX file warning boxes appear.

Why does it say No Database Connected?

This simply means MedLook has no connected databases. To connect to the sample database go to File then click Sample Database. To ensure MedLook always connects to a database whenever it starts go to Tools::Options, and then make sure Read Database on Startup is check.

For a video on how to do this Click Here.

When I open MedLook nothing is there, I can’t see any patients. What do I do?

Most likely this is because you do not have a database connected. To do this go to File then click Sample Database. Once the database is connected go to Folders -> Patients and click on Open Patients. You should now you should see a list of all patients in the database.

For a video on how to do this Click Here.

Why does it keep saying invalid code whenever I try and enter a charge?

This message appears whenever the code entered is not in the database. The code must be entered into the list for each appropriate code list, and they must be marked as valid.

Why do claims show up on separate pages?

All of the top portion of the 1500 page parameters must be identical per service. Usually the problem is the ICD codes have changed between services. They have to be exactly the same for every service you want to include on that claim form.

On the F8 – Billing tab I don’t an have option for View/eClaims or Print to Form?

You have Billing Type set to Patient. Be sure to check this option. It is not available if the patient does not have insurance.

I created a claim on F8 – Billing but can’t recreate it. Why? Where did it go?

If Set Submission Date was set AND the Filters::Charges option is Submitted then you won’t see any charges that have been displayed/printed with the Set Submission Date checked. Change the Filter::Charges to All.

I get this message, ODBC driver does not support this property, what should I do?

This can usually be solved by Right Click Run As Administrator (RCRAA). Also, when running the installer you have to answer positivley (i.e. accept) to any installation question. If everything installed properly then it is possible that the database you are connected to is corrupted. To fix this you can do one of two things; 1) Go to File::Sample Database and Overwrite, or 2) Use the Database Analyzer to repair and reindex the database.

The data on the CMS 1500 form is not aligned properly on the page. How do I fix it?

This could be caused by the font size you have set on your computer. To fix this click the “Bigger” button on the CMS 1500 previewer then exit the previwer. Now click View/EClaim again and the form should be lined up. If it is still unaligned exit out of MedLook then come back in and try viewing the claim again. If this did not work try the steps below.

Why is my CMS 1500 not lining up?

Most of the time it is because the wrong layout is being used to generate the CMS 1500.

Make sure to set the Layout under HCFA Options on the Billing tab to

{Database Folder}\Template\Cms1500NPI.xml. If that did not work preview the claim again and click the “Bigger” button on the CMS 1500 previewer then exit the previwer. Click View/Eclaim once more to see if the claim is lining up properly. If not click Bigger again and exit the previewer. If the claim is still misaligned go to your computers Control Panel->Display and change the font scaling size to a different scaling size. Once you have done that go back to MedLook and preview your bill, you might have to try the bigger button again but doing this should bring your claim into alignment.

I entered the patient charge but it won’t let me save it. Why is this happening?

Make sure you have a valid CPT code entered in for the charge. You must have at least one ICD code entered for the charge. Check that you have your dates entered properly. All date fields in MedLook take the form of MM/DD/YYYY and should hold numbers only. 4/12/20XX is not a valid date, you need to substitute “XX” for the current year.

How do I change a charge that I have already entered?

On the Charge – F6 tab find the Existing Charges section, if this section is collapsed click the bar to expand it. Now click the Edit Charge dropdown and select the charge you want to edit from the list. Now you can change anything about that charge, the DOS, diagnosis codes, CPT codes, etc. Once you are done editing click the Save button and click Yes on the prompt.

For a video on how to do this Click Here.

How do I delete a charge or payment?

Any charge or payment can be deleted from the Transaction tab (if it has not already been assigned to something else) by right clicking on the transaction then click Delete Record.

For a video on how to do this Click Here.

Box 32 isn’t showing the right facility. How do I change that?

To change which facility shows in box 32 go to the Charge -F6 tab and edit the charge that is showing the wrong facility. Change the facility for the charge to the one you desire then click Save. Now the correct facility will show in Box 32.

I can’t view or enter any Procedure/CPT codes. What do I need to do?

To fix this click the Lists button located on the menu bar at the top of MedLook. With the Folder List visible click the + next to Procedure Codes (If the only item you see in the Folder List is MedLook double click on it to view the complete list). Now select Procedure Codes Table from the choices below Procedure Codes. You should now be able to see all of the procedure codes entered into MedLook.

Keep getting a message about a ctlAppts error, or an ODBC driver error. What should I do to fix this?

This is caused by some files not installing or being registered correctly. Click Here to download the fix for these issues. Go to the file location and right-click on it, then click Run As Administrator. DO NOT RUN THIS PROGRAM FROM YOUR INTERNET BROWSER.

Other Database Errors

Usually other database errors can be solved using the Database Analyzer.

Exit MedLook. Go to Start::Programs::MedLook::Diagnostics::Database Analyzer.

Select 5. Rebuild index…

This should fix any problems. If not use Table Repair and select All Tables and then Start.

Usually these problems are associated to having a virus, UAC bumped to high, etc.

Installing from a CD

For a video on how to do this Click Here.

1.  Log into the computer as an Administrator or into a user account with administrative privileges.
This user account cannot have any punctuation in the name.

2.  Insert the MedLook CD into the computer’s CD drive.

3.  If prompted to allow this program to makes changes to this computer, click Yes.

4.  Once the setup program appears exit out of the setup dialog.

5.  Go to My Computer and right click on the CD drive, then click Open from the right click menu.

6.  Find the file MedLook_Setup_USCI.exe, right click the icon and “Run as Administrator.”

7.  Once again if prompted to allow this program to makes changes to this computer, click Yes.

8.  When the setup dialog appears click Install, then on the next dialog click No-Questions Asked      Installation.

9.  Now follow the prompts and MedLook will be fully installed.

Installing from the downloaded setup file

1.  Log into the computer as an Administrator or into a user account with administrative privileges.
This user account cannot have any punctuation in the name

2.  Locate the MedLook setup file.

3.  Right click the setup icon and click “Run as Administrator.”

4.  If prompted to allow this program to makes changes to this computer, click Yes.

5.  When the setup dialog appears click Install, on the next dialog click No-Questions Asked      Installation.

6.  Now follow the prompts and MedLook will be fully installed.

Operating System Support

MedLook Desktop is a Windows only product and does NOT support Mac.

Windows Users

MedLook can be installed on Windows 8, 7, Vista, or XP. 

Mac Users

Two Options

  1. MedLook Online
  2. Or Run a Windows emulator for Mac
    • For Mac users there is a work around that will allow you to run MedLook on your computer. You can install a Windows emulator such as Bootcamp or WineHQ on your Mac that will allow you to run Windows programs. Do a search for “windows emulator for mac” and programs such as these should show up. Once you install a Windows emulator you will be able to install and run MedLook within your Windows environment.

Did these steps fix your issue? If not Click Here to create a support ticket.

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