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Frequently Asked Questions
For more information or specific questions, e-mail us or visit the Contact Page.
Purchasing
1 . How does your software compare with other Medical programs? Why is it so much cheaper, with no licence fee?
The software was designed for small para-medical practices, who did not need or want most of the complex functionality of the big medical packages available. The main module is customised to particular practice types so that functions required only for eg. Physio's are not offered to speech-therapists. It keeps 1 account per patient rather than 1 account per family. This avoids complications with dependants and is a disadvantage only for GP's who regularly see all family members. The result of this design is that the software is so small and easy to use that ongoing 24 hr support is unnecessary. The additional modules for networking and multi-therapist mean that larger practices are now accommodated. If the greater complexity then requires extra support it is charged at an hourly rate.
2. How do I order the software and how is it delivered?
You can order online by filling in the order form. Alternatively, phone or email us and we will fax an order form to you, or take your order telephonically. The software will be sent to you via courier within 24 hours and you should receive it within maximum of two days.
3. What kind of backup and support is available?
All support is by telephone, email and the website forum. Any help you need to get our software installed and running is included in the price, unless there are hardware / Windows complications that may require a local technician. Once up and running few users require further support. Included in the software is an online training manual, which is updated whenever new versions and updates for the software become availabe. As such, the online manual is always as up to date as the software. The online help and website forum should answer most questions. When extra support is required it is at R280 per hour.
4. Who will install the software?
You will! The software is very easy to install, and the procedure takes only a few minutes. An installation guide is included with the CD, but if further assistance is required, we can guide you through it on the phone.
5. How do I pay for the software?
Payment can be made upon ordering the software, or upon receipt (unless otherwise arranged). Payments can be made in the form of cheque, cash or direct deposit. Please call us to get our bank details.
6. What about software upgrades? Is the software future-proofed?
The healthcare industry is a very volatile state with medical aid requirements constantly changing. Regular updates accommodate these changes and also include improvements suggested by the users. These updates may be downloaded for free off the website, or if these updates constitute a new version, it will be priced depending on what the new version has to offer. Purchasing newer versions is always voluntary, although support can not be guaranteed on a few older versions.
7. Is there a trial version of the software so I can see how the program works before I commit to buying it?
Unfortunately there is no trial version. However, if you contact us we can put you in touch with some existing users in your area.
8 . How can I use EDI to send accounts electronically to Medical Aids? What is the cost involved?
You can send accounts electronically to Medical Aids buy purchasing the additional EDI module, which enables you to make a batch of all the new treatments. When purchasing the EDI module we will put you in touch with the EDI service provider. They will give you the software that physically sends the batch through to them. They will then sort it out and send the information on to the Medical Aids. They will charge you up to 1% of the accepted transactions (there is a minimum monthly charge). Either Datamax or DHS may be used as a service provider.
9. What printer should I use to print statements?
Any type of printer may be used with our software. If you use a Dot matrix printer, you will need to buy special pre-printed stationery from us, for compatability with the software. If you are using an Inkjet or Laser printer you can print on blank A4 paper. Inkjet printing is the most expensive (ink cartridges), and if you are printing over 60 accounts per month it is advisable to get a Dot matrix or Laser printer. You can change printers at any time or print the statements on one and the reports on another.
10. Can I use the software on my home computer as well?
Yes. The software is registered to your practice number and you may run it on as many machines as you like (therefore it cannot be transferred to another PR number). If you want to run it on the same data from 2 machines at the same time, you will need the additional network module. The Backup and Restore functions make it very easy to move data from work to home and back.
Installation/Setup
1. I want to keep my private patients /IOD's completely separate. Can I do that?
Yes - see the help files on adding a second data folder for a separate set of accounts. You can also learn how to do so using our online technical support, HERE.
2. I cannot get the printer working.
Make sure that you have setup your printer in the software (Tools menu -> Printer Setup). The help files will explain this. Otherwise, phone us for help setting up the printer. Windows printer drivers are notorious - especially for older printers - and we can suggest alternatives and help you with the installation of new drivers.
3. I added a few accounts while just experimenting with the software. After deleting them I am missing a few account numbers - my first account starts as number 4. How can I get back account numbers 1,2 and 3?
This is not a problem - you have 99,999 accounts at your disposal! However, if you still wish to start numbering from number 1, go to the Tools menu -> System Variables. Change the "Last Acc Nr." field back to 0.
4. A patient I added has a Medical Aid not on the list. How can I add it?
Click on the + (plus) sign next to the list of Medical Aids. If you are using EDI you must supply the correct code - otherwise make up any code, eg. "bank" for Bankmed.
5. I would like my banking details on my statements.
Millennium Users (This is quite tricky... but follow the steps below to give it a try. This process will not work for users using preprinted paper, who will have to fit this information into the usual message space.)
Double click on My Computer on the Windows desktop, then double click C: (local disk) , then double click on mtm folder and lastly double click on your program name (i.e. Rhino, Kudu etc). Now click on File on the tool bar at the top of your window, then click on New and then click on Text Document. A new document (New Text Document.txt) should now have been created. Rename the document to English Statement.txt, double click on the document. It should open and reveal an empty window. You can now type your banking details into this space, then click on File and Save. You will now need to do this procedure again but this time rename the New Text Document to Afrikaans Statement.txt
Professional Users (This is an easy process to do.. If you are using preprinted paper please make sure you keep your banking details to a maximum of 2 lines)
Open your MTM software. Click on your Messages button on the toolbar. Then click on the tab Extra lines ( or something similar i.e. Custom Lines Blank - if your tab is still called this please download our latest update from HERE) In the space provided you can now type in your banking details. Then click on Apply. If you have selected the Bilingual Statement option in System Variables, please ensure that you complete the Afrikaans Tab too.
6. I would like to set up my payment types.
If you have previously been using the payment types (i.e. the selection is blank when you enter a payment), you will have to first delete the existing types and then enter the new ones. To delete the the payment types, click on Tools in your menu bar, then System Variables, then click on the Payments tab. Click on each Payment Types button and delete each entry by clicking on the Delete button.
To setup the payment types click on Tools in your menu bar, then System Variables then click on the Payments tab. Click on Payment Types. Now click on Add. In the Type Field enter a short (maximum of 5 characters) description of the payment type (eg. MA - medical aid, Cash - cash payment). In the Transaction Description Field enter a brief description of what you would like it to say on the printed statement (eg. MA deposit date, CASH receipt no). Add as many payment types as you need. Click on the OK button after each entry.
Monthend
1. What must I do at the end of the month?
When you have put in all the treatments and payments up to and including the day you want to close the accounts, go to the Monthend menu and check / change the new Monthend date to that day. Print your statements, then print the Age Analysis and Transaction Summary. You should also print an Audit Trail, but many people do not. If you don't then you must ensure that you have a good backup in a separate location from the computer in case of theft, fire or other disaster. Then do a backup onto a disk and run the Update to close off the month. This will then age the accounts (for example everything aged "Current" becomes "30 Days" etc.) and leave current blank for the new month.
2. When I go to Monthend everything is greyed out and I cannot click on Statements to print them.
This occurs because you have put in treatments of payments after the expected monthend date. Click on the Monthend menu -> New Monthend and it will tell you which account numbers have these future dates so that you can fix them.
3. I am sending the accounts directly to the medical aids. Must I send to the patients as well?
Yes - do not always rely on the Medical Aid paying. The patient also needs to know what is going on. You may choose to print duplicates for the patients only after 30 or 60 days, but they must get a copy unless the account is paid.
4. I closed the month but now I can't change some mistakes I made last month.
See the help files on allowing changes to a closed month.
5. What must I do at the end of a financial year?
You may have closed the month of Feb at an earlier date for example, the 20th. After putting in all your data up to the end of 28th you should print an Age Analysis, and a Transaction summary for the period 01/03/2003 - 28/02/2004 .
Printing
1. My new printer does not work.
Make sure that you have setup your printer in the software (Tools menu -> Printer Setup). The help files will explain this.
2. I have a fax driver and want to fax an account.
In Tools menu -> Printer Setup select the Fax Driver as the statement printer - use any TT fonts and print as usual. It will ask you for the Fax number and cover page as usual.
3. My inkjet printer is using a cartridge every month. How can I print for cheaper?
You should set the properties of the printer to High speed - Low Quality to save ink. Better yet, buy a Dot matrix printer and print on the pre-printed stationery, or a black Laser printer.
General Questions
1. How do I give people who pay cash a discount?
Set up a separate tariff rate in File menu -> Tariff Codes and put in the pre-discount prices in one of the blank Rate columns (eg. Rate 4). Put cash Patients onto Rate 4 instead of RAMS. When you put in the payment, put in a discount transaction as well to cover the balance. You can also set up the message to indicate the discount conditions.
2. Why does it say '31/12/1899 is not a valid date' when I try to put in a treatment?
Your Windows Date format has become unset.
Pre Windows XP: Click the Start button -> Settings -> Control Panel. In Regional Settings select Date & Time.
Windows XP: Click Start button -> Control Panel. Open Regional and Language Options. In the Regional Options tab, under Standards and formats, click the Customize button. Open the Date tab.Set Short Date Format to dd/mm/yyyy and Date Separator to /
3. Is my information saved? When should I do backups?
Your information is saved as you work. However, your Windows operating system tries to save time by saving a whole lot up and writing it in one go. This means that if your computer freezes or has a power failure you can lose a lot of work. The Save your work button on the menu forces Windows to write out what it has up till now. You should get in the habit of clicking the button every 10 mins or so while working for long stretches. You also need to keep regular backups on separate media as well in case your hard drive should be damaged, or stolen, or you make some serious mistake. See the help files for more info on backups.
4. What must I do after a power failure?
A power failure can damage your data. First you MUST go to Tools menu -> Reindex and Click on Reindex to tidy up your files.
Then go to Tools menu -> Check Data Integrity to test whether all accounts are still OK. You will be notified of any problem accounts that may have been damaged. You can then fix them using the Edit balances button - but if there are too many you may prefer to restore using the latest backup that you have.
5. My computer crashed and all my patients have disappeared. How can I get them back?
Sometimes a crash can cause the software to lose its connection to its data. You will know this has happened because the data-folder name on the title bar of the main window will read (for example)
" - Kudu Millennium"
instead of
"Kudu - Kudu Millennium"
and most of your menu options will be greyed and unusable. To restore the link go to Tools menu -> Data folder and double click on the data folder name.