Searching Within the Patient Ledger

Your long time patients can have a ledger that is literally years long.

You have to scroll through the Patient Ledger just to see what is most recent.

Here are a few tips that will help make that ledger more manageable.


#1 Sort the Ledger

The column headers of the ledger are all sortable.

Click on the header once and the ledger is sorted lower to higher. Click again, and the ledger is sorted in reverse order.

Every column of the Patient Ledger is sortable.


#2 Use the Finance tab to view Open Invoices only

Click the TRACE OPEN button when the Finance tab is selected.

This opens an interactive window called the Ledger Register, where open invoices and their associated payments, and adjustments are all grouped together so you can see which credits were applied to which invoices.

Click here for a little refresher on how to navigate the Finance screen.


#3 Use the Ledger's new Find commands (KIP version 12.3)

Whether you are using the Patient Ledger or the Ledger Register (see above), you can search the description field using the hidden FIND command (option-command-F).

When you hit the keys option-command-F while viewing the Patient Ledger or the Ledger Register, you can search for information on the description field of the ledger.

Hit the hidden FIND AGAIN command (option-command-G) to search further down in the Ledger.

Both of these commands work on the Patient Ledger and Ledger Register (opened when clicking the TRACE OPEN or TRACE ALL buttons when the Finance tab is selected).

This command works well when you are trying to find out how long ago a patient was billed a certain code.


A real life example:

Let's say a patient's insurance company only allows you to bill the code 93922 every 6 months. You need to find out the last time you billed 93922 for this patient.

First, click the Date column header twice so that the ledger is sorted in reverse date order. We do this because the Ledger is always searched from top to bottom, so if we sort the ledger in reverse date order, the first thing we find will be the most recent.

Then, hit the keys option-command-F.

Enter 93922 and then click the OK button.

Instantly, you will see the last time this code was billed.

This should be a real time saver and will end slowly hunting through the ledger to find a code.

Here's a Print Fax Cover Sheet Shortcut

Find yourself sending faxes to referring doctors often?

Here's a shortcut that will make that task easier for our Mac users.

Beginning in KIP Version 12.3, holding the OPTION key while clicking on the Ref. Doctor field on the Patient Information screen brings us the Print Fax Cover window already filled out the the Referring Doctor information.

This shortcut saves time searching for the doctor information and typing it into the fax cover form.

Sending HTML Emails using KIP and Microsoft Word

KIP Version 12.1 has the ability to send HTML formatted emails. HTML allows you to make very stylized emails, however, there are some considerations.

• The person to whom you are sending the email may have HTML turned off in their email client.
• The HTML may display differently than you intended.

This tutorial explains how to send an HTML email using Microsoft Word for Mac 2011. If you are familiar with other software, you may use that instead.

1. Open Microsoft Word and choose New Blank Document from the File menu.
2. From the File menu again, choose Save as Web Page and give your document a name.
3. Now, enter and format the document text in any way you prefer.
4. Choose Save from the File menu periodically and when finished.

Adding Images to your Email

You may add linked images to your document provided that these images are hosted on the web. You can set up a free account with DropBox, post your images there, and then use those images in your email.

Information on setting up your images in DropBox can be found here: https://www.dropbox.com/help/18

Once you have your images online, enter them in your email in the following manner:

1. Place your cursor in the document where you want the image to display.
2. From the Insert menu, choose Field…
3. The dialog box below will appear (see Figure 1):
4. In the Categories area choose Links and References, and in the Field names area choose IncludePicture.
5. Enter the URL of the image in quotes in the text area to the right of words IncludePicture.
6. After your URL (that you put in quotes), type \d (backslash d – not in quotes). This is important, since it is the command that tells the HTML to use a picture on the web.
7. Click the OK button.

Figure 1.

Using the HTML formatted email in KIP

Once you have finished creating your email, we need the HTML to paste into KIP.

1. Choose HTML Source from the View menu.
2. Choose Select All from the Edit menu.
3. Choose Copy from the Edit menu.

Now, simply paste this information into your KIP email and click the Send button.

If you need to make changes to the document, choose Exit HTML Source from the View menu. Edit your document as needed, then view the HTML source and copy and paste this into your KIP email.

Your email should display exactly how you formatted it in Microsoft Word. 

Who Are My High-End Patients?

You may need to market to your top patients. You could be bringing in a line of expensive eyewear, or have a new cosmetic procedure, that may only apply to patients in a certain price bracket.

So, how do you find these patients to market to them?

You use the Custom Patient Search.

Below, I will describe how to find the patients seen in the last four years who have had a invoice which totalled over $1500.

This is how to get your top patients:

1) Make sure you are logged in as Practice Owner.

2) Choose CUSTOM PATIENT SEARCH from the Patients menu.

3) Click the SEARCH BY ALL OTHER PATIENT CRITERIA button.

4) Select ALL TABLES from the pop-up menu beneath where it says: AVAILABLE FIELDS.

5) Scroll down in the available fields until you see [Transactions] and click the arrow next to it to expand it.

6) Scroll down further now to find DateOfService and click on it.

7) In the COMPARISONS side, click on IS GREATER THAN

8) In the VALUE area at the bottom of the screen, enter 01/01/2008

9) Click the ADD LINE button (just above the QUERY button)

10) Go back to the available fields list and select Total.

11) In the COMPARISONS area select IS GREATER THAN.

12) In the VALUE area enter 1500.

Your window should look like the enclosed screenshot below.

If so, click the QUERY button.

This will give you a list of all the patients who have had an invoice after 01/01/2008 over $1500.

From here, you can generate custom letters, mailing labels, and/or marketing reports to effectively market your new product or service.

Entering Drug Pricing Information into KIP

If you bill J Codes with injections, you will need to enter the Drug Pricing information including the NDC Code into KIP.

Drug Pricing information is entered along with the CPT Code information.


First, open the CPT Code for each J Code associated with the drug you administer.

In this example, let's use J3301 - Kenalog 10 mg/ml.

Click on the image to enlarge

Enter the Drug Pricing information in the lower left hand corner of the window.


1. Enter the NDC Code without the dashes.

The NDC Code is on the actual bottle of medication you administer. NDC Codes should be 11 digits. If the drug you are using has a 10-digit NDC Code, you must convert this code to an 11-digit code.

All NDC Codes must be in the 5-4-2 format. If your NDC Code is in a different format, add a zero in the appropriate place according to the chart below to convert the code to a 5-4-2 format.

2. Enter the Unit Type.


Most medications are pre-mixed and so the Unit Type should be ML - milliters.  If you must reconstitute your own medication, use GM - grams.


3. Enter the Unit Count.


In this example, we are using Kenalog 40 mg/ml. however the only J code that exists is for Kenalog 10 mg/ml. You must therefore enter the Unit Count as 0.25 because one unit of J3301 is actually 0.25 ml of the medication we are administering.

Please note: If you administer 1.0 ml of Kenalog 40 mg/ml to the patient, you are administering four units of J3301. This means you should be billing J3301 times four on your claim form.



4. Enter the Unit Price.

You must check on your invoice for price of the vial of Kenalog 40 mg/ml and calculate what 0.25 ml of the medication costs you.

A 5 ml bottle of Kenalog 40 mg/ml has twenty 10 mg units. If you paid $41.00 for the 5 ml vial, you should enter $2.05 for the unit cost ($41.00 divided by 20).

Once you enter the Drug Pricing information, click the SAVE button.


You will need to enter the Drug Pricing information for all medications for which you submit a J Code for reimbursement.

Installing RxWizard™ on the Mac

The RxWIZARD™ application from Digital Vision, Inc. has been ported over to the Mac for the sole purpose of interfacing with KIP Deluxe™. For RxWIZARD™ to run on the Mac, you will need Mac OS 10.5 or newer and KIP Deluxe™ Version 12 or newer.

You will be given a link to download the RxWIZARD™ application. Install RxWIZARD™ by placing the program file into your Applications folder on your Macintosh.

Before you can use RxWIZARD™, you need to open it and set some settings. Make sure you do the following in the exact order below:

1. Open the RxWIZARD™ application from inside the Applications folder. 
2. The program will open the DVI REMOTE ENTRY OPTIONS window. Check the checkbox labeled USE CURL FOR INTERNET TRANSFERS and click the OK button to save this option. You will get an error message JOB INSERTION FAILED. LAB DATA NOT FOUND. Click the OK button to close this alert. 
3. The DIGITAL VISION RXWIZARD window will be open. Choose ACCOUNTS from the SETUP menu. 
4. Click the ADD button and enter the account information given to you by your DVI compatible laboratory. Click the OK button to save your account information. 
5. In the accounts window, click the OK button again to close the accounts window. 
6. You will now see an alert which states IN ORDER TO USE NEW ACCOUNTS, LAB MEMBERSHIP INFORMATION IS REQUIRED. DOWNLOAD THIS INFORMATION NOW? Click the YES button. The lab information will be automatically downloaded. 

You may now close the RxWIZARD™ program.

Now, whenever you see an RxWIZARD™ button in KIP, the RxWIZARD™ application will be opened automatically with the patient data displayed. You may then modify this information and transmit the order to the lab.

Please note that RxWIZARD™ can only receive information from KIP, and cannot send information to KIP.

For information on the RxWIZARD™ application, please contact Digital Vision, Inc.