Installing the MTM Software - Professional version:

Install the software as follows:

• Insert the software CD. Click on the Windows Start Button and click Run... (alternatively, HOLD down the Windows key on your keyboard and press R)
  
  
• Type in the Open: field: "D:\Setup.exe", where D is the letter of your CD drive. Click OK or press Enter.
  
  
• Follow the setup instructions. After installation, please leave the CD in the drive.

Initial Setup:

• Start the software using the new icon on your desktop. Follow the first-run registration instructions to register the software. After registration, you will need to open the software again. Apply the latest webupdate to ensure you have the most recent version of the program running.
  
  
• Please check that your name and PR number on the status bar at the bottom of the screen are correct.
  
  
• Click on the Help menu -> MTM Help. This is the supplied online user manual, a comprehensive training guide used to learn all the the features and functions of the software.
  
  
• Click on Tools menu -> System Variables. Enter the password found in the supplied software documentation. In the System variables window, enter your address, telephone and email details (removing all lines saying "New user"). These details will appear on printed statements and accounts.
  
  
• Click on the File menu -> Tariff Codes and verify the default prices. The IOD and Private rates you will need to determine yourself.
  
  
• There is an abbreviated list of ICD10 codes on the CD that you can browse through. Decide which ones you need to type into the software. Go to the File menu -> Diagnoses and add Diagnoses. You should load only the ones you are likely to use. (Psychologists codes are the FF ones. Please be careful how you word the description as it will be printed on the account!)
  
  
• If you are using the Multi-Therapist Additional Module, click on the Therapist menu -> Therapist Maintenance and enter your therapists with ID's and Names. The other information is optional.
  
  
• Click on the Tools menu -> Printer Setup and select the printer(s) you will use for statements and reports. Call us for printer help! If you are using a Dot-matrix printer under Windows 2000 or XP, please visit the Support section of this website for paper size corrections.
  
  

Brief usage guide:

Click on the Patient Accounts menu to add your patients. Select a Medical Aid from the list. If the required Medical Aid is not shown in the list, click on the add (plus sign) button, make up any code for it, and enter the details. On each account set the tariff rate you want to charge (usually Medaid).

Invoice the account (clicking the Invoice button) , picking up the code from the drop down box or typing it in. The accounts are aged as:

Age 1 = 120 days
Age 2 = 90 days
Age 3 = 60 days
Age 4 = 30 days
Age 5 = Current

Usually all your invoices will be Age 5 (current), but when inserting old invoices into newly installed software, you will need to select the correct Age. ID is the therapist identification. Setup your Therapists from the Therapist Maintenance menu if you are using the Multi-Therapist module.

Payments

Payments are entered in the same way (click the Payments button) . They will be aged automatically, so ignore Age. Once a payment has been entered, you will see that the balance due has been reduced, and that you now have a pink highlighted "Amount to Match". Use the Match button to match all the paid treatments which will then be marked with a * (asterisk). The amount to match will be 0 and the pink will disappear. In cases of part payments you will not be able to match the treatments down to 0. Therefore you must unmatch the payment transaction (remove the *) by clicking Unmatch, in order to get rid of the pink box, or use the payment allocation feature. The rule is "Amount to Match" must be made = 0 i.e. no pink box . PLEASE READ THE HELP FILES ON MATCHING PAYMENTS AND PART PAYMENTS.

Monthend

You may close the month at any date, as long as you have not entered any transactions after that date. E.g. To close on the 25th , enter all transactions up to and including the 25th . If necessary set your new monthend date to the 25th . Print the statements with default options to print all outstanding accounts. Then print the reports on the Monthend menu. Do a backup to disk. Lastly run the update . This will close the month at the specified date, roll the account ages (current becomes 30 days, 30 days becomes 60 days etc.), and archive all the matched transactions so that they are now marked with an "A" and will no longer print on the account. After the update you will no longer be able to make changes to the closed month's transactions (Should you need to do so, use the switch in Tools menu -> System Variables)

Backups

Take backups regularly . Don't use the same disk all the time. Keep a set for monthend and another set for others and rotate through them.