OnSTAFF 2000
End of Day Procedures
This portion of the Training Document is designed to assist you in closing out your System at the end of the Day, Month, and Year.
Minimum Daily Procedures
Before you begin your day, Verify your Backup Tape:
Go to the EXTERNAL OPTIONS MENU (Ctrl E) and select Tape Operation.
From the Tape Operation Menu select View.
You are looking for any error message(s). If any appear, call your Hardware Support Representative. If your hardware support is not through Prime Clinical Systems, Inc. or your hardware support contract is not current, there will be a charge for the call.
When verifying the backup tape, files that were backed up will display and scroll down your screen. The speed at which these files scroll will depend on the size of each file. i.e., small files will scroll quickly, large files will scroll slowly. Since your data base file, file.db, is very large, your screen will stop for quite a while on a line that ends with file.db. A date will display around midpoint on this line. Verify that this date is the actual date the backup was run. If it is not, contact Prime Clinical Systems, Inc. If your software contract is not current, there will be a charge for the call.
END OF DAY PROCEDURES
After all of the work has been entered for the entry date, you will need to run a couple of reports that will confirm for you that you have balanced for the day.
1. Run the Journal By All or Clinic for the Current System date.
This will print a daily report for all Doctors or Cost Centers in your practice.
2. Run the Financial Report.
To ensure that the system is in balance, compare the total Charges, Payments, and Adjustments from the Daily Journal with the same figures for each Doctor on the Financial Report. If they match, then anything entered in the system is in balance. To complete your balance check, you may run an adding machine tape against the charges and payments entered for the day.
NOTE: If the figures on the Daily Journal and Financial reports do not match, call the Software Support Department immediately!!! Do not change the date in your system until asked to do so by the Support Department. If you change the date before we can assist you, the matter will need to be addressed at the end of the month.
3. Print the Check Slip/Itemized Bank Report for the Current System Date.
If you are having difficulties in reconciling your payments against your deposit slip, the Check Slip report can help you. Print the Itemized Bank report and compare it against the deposit slip.
4. Change the Date.
Verify that ALL POSTING HAS STOPPED and all users have logged out or financial imbalance may occur.
Verify that your system is in balance by running the following reports:
From the MAIN MENU select Management.
From the MANAGEMENT MENU select Journal and run a journal for today's entry date using Option A.
From the MANAGEMENT MENU select Financial to print the financial report.
Verify that the Today's figures on the financial match the Total figures on the journal.
If these match, change the date. If these do not match, contact Prime Clinical Systems, Inc. If your software contract is not current, there will be a charge for the call.
NOTE: After the date is changed, the one who has changed the date must log off, then log back in BEFORE proceeding with any posting or financial imbalance may occur.
After all reports have been run and are in balance, change the Date. Please note, DO NOT GO TO THE /UTILITY/SET UP/CLINIC SCREEN TO CLOSE OR CHANGE DATES! The initial dates are entered on this screen From that point forward, dates are changed; months and years are closed through Main Menu/Date.
NOTE: ALL OPERATORS MUST BE LOGGED OFF OF THE SYSTEM ANYTIME THE DATE IS BEING CHANGED!! CHANGE THE DATE, LOG OUT, LOG BACK ON.