InstaClaimTM FAQ
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Q: I've been using my old software for a long time. It doesn't print to the new CMS 1500 claim forms. Can InstaClaim integrate (work with or integrate with) my old program so all my patient data is there?
A: With all the software programs that there are out there, it would be impossible to have InstaClaim "integrate" with other programs already on the market, especially those that are DOS based. Each program could name their data fields anything they want. Most of our customers simply enter their current patients just before they come in.
Also, there is no way to give you a new "form" to use with your old software. The software may look like the form, but it isn't the form and any form we could give you would not work with your old software.
The only exception is for old InstaClaim customers. If you are using an old InstaClaim program, your data can be converted to the new format. This can be done automatically during the installation process of the new software.
Q: I'm suddenly getting an error message that I never received before. What happened?
A: There are many different reasons why this could happen. The best thing to do is first try to re-install the program from the original installation program. If that doesn't work, have you recently installed any other software or hardware? It is possible that there could be a conflict with the new software or hardware. The only way to know for sure would be to un-install the software or hardware and see if the problem still exists.
When you do a re-install, your data files are NOT overwritten. Only program files are updated
Q: While installing the program, I get the message "Corrupt Installation Detected".
A: There are two possible reasons for getting this error message.
1. You are using Windows XP and do not have adminstrative priviledges. You must have adminstrative priviledges in order to install the software.
OR 2. Something went wrong during the download process itself and some bad data ended up on the install. Contact technical support and they can assist you in getting a new link to re-download.
Q: Are any codes (CPT or ICD) pre-loaded in the software?
A: Because every provider can use different codes, we did not load InstaClaim with any codes. You get to start with a clean slate instead of wasting time deleting codes that you never use. In versions 2.2 or greater, there is an import function where you can import your own code list.
Q: Is there a network version?
A: Not in the case where more than two people will use it at the same time. InstaClaim is designed to simplify a single process-completing claim forms. By design, the program was intended for a single station. However, you can install it to a server and access it from different stations (you will need to run the program from the server). You can also use the backup and restore feature to "transfer" data from one computer to another. If you need a network version where multiple users can use the software, you need another program.
Q: How do I update my fees?
A: InstaClaim 3.0 can have up to 5 different fee schedules. You can even assign a fee schedule to an insurance carrier.
For older versions of InstaClaim, fees were pre-filled by the last fee entered for that particular code for that patient. If no fee has been established for that patient, then InstaClaim selects the last fee entered for that code.
Q: I have different PIN# and Group #'s for different insurance carriers. Can InstaClaim handle this situation?
A: PIN and Group #s are stored in InstaClaim according to the patient
Q: I have decimals showing up in box 24G "Days or units". I don't want to print any decimals.
A: Go into [Settings&Tools]. Click on the "Settings 2" tab. In the upper right corner in the "Days/Units Decimal Places" box, enter a zero (you can also click on the down arrow until it displays a zero). Now click on [Save] to save these settings. A box will appear saying that your settings are being saved. Now click on [Close] to close the window. Your claims will now print with zero decimal places.
Q: I'm getting error "1958 PROCEDURE FRMMAIN.CMDPRINTTEST.CLICK" when I try to print.
A: This error occurs when Windows is unable to load the printer driver. InstaClaim tried to load the printer driver, but Windows tells the program that it can't. The solution could be as simple as turning off the computer for 10 seconds and then turning it back on again. If the problem still persists AND you can print from other programs, there may be an incompatibility with your printer driver and/or printer. You could try updating your printer driver by going to the printer company website and downloading and installing any update(s) that might be available. You could also try printing to a different printer.
Please note that unfortunately, sometimes software can be incompatible with some hardware and there isn't anything that we can do about it.
Q: I have an extra digit (a zero) showing up in a date field like the birthdate.
A: This was an issue for some individuals using InstaClaim 2.1. It was resolved in InstaClaim 2.2.
Q: I clicked on a link from an email message you sent. Now it asks for a sign in name or password.
A: It sounds like you were disconnected from your ISP (Internet Service Provider). Connect (or reconnect) to the internet and click on the link again.
Q: Why is the Claim Entry date not today's date?
A: The Claim Entry date is the computer system date. If it is not the right date, you need to check the computer's system date. On Windows XP, go into Control Panel and select Date and Time. You can make the change here.
Q: I want the procedure date to be a 4 digit year, not a 2 digit year. How do I do that?
A: This is available in version 2.1 or greater. You change the date format by chosing [Settings&Tools] from the main menu. Use the pull-down arrow for "Dates Service Format (24a)" and select the format that you would like. There are several different options.
Q: I have the trial version and would like to purchase the full version. Will I lose the data I entered?
A: Data files are not overwritten. If you can't find the data, the most likely reason is that you installed it to a different directory than the trial version. Go into "My Computer" and do a search for files starting with "HCFA1500" there should be several of them. Note the directories where they are located. Check the dates to see which ones are the oldest ones. You can copy over those files to the new directory and choose to overwrite what is there.
Q: Error "Unable to locate Visual Fox Pro support library"
A: There may have been an error when the software was installed. Try doing a re-install of the software first (your data files will not be overwritten). If you still get the error message after the re-install, then something is wrong with your installation program. Go to our trouble-shooting section for instructions on downloading the missing files.
Q: Help! I accidentally uninstalled my program. What do I do?
A: Hopefully you have made a backup of your data files using the backup utility in [Settings & Tools]. If so, this is an easy one to fix. Reinstall the software from your original CD or downloaded file and then go into [Settings & Tools] and do a restore.
Depending on software installed on your system, you may be able to check your "recycle" bin for the missing data files (they begin with "HCFA1500". If they are there, you can restore them AFTER you have re-installed the software from the original CD or file. Some programs even show all the files that were just uninstalled so you can restore all of the files deleted during the uninstall.
If you haven't done a backup within the program, check to see if you've done a system backup and you could re-install the software and then using the windows restore function, restore all files beginning with "HCFA1500...." There should be several of them. You could also check "My Computer" and do a search on "HCFA1500*.*" to see if you can find them backed up somewhere on your computer.
If none of these options work, there is nothing else that we can do. You will need to re-install the software and start from scratch again.
Q: I just deleted a claim for a patient and now the patient doesn't show up on my list. What happened?
A: If you delete the last claim for a patient, it will delete all the information for that patient. We recommend checking the patient's claim list and if there is only one displayed-don't delete it.
Q: My printer won't adjust.
A: There are several possible reasons why you printer may not be adjusting.
- After you put in a number to change the margin, you need to make sure you click on [Apply Adjustments] setting for the change to take place.
- An adjustment may have been placed too far in any one direction and now you can't seem to get things back the way they were. There are a couple of ways to start from scratch again.
a. Click the [Reset Form Print File] button. This should put things back the way they were.
or
b. If option a doesn't work (above), you can delete the forms file. From My Computer, delete the files HCFA1500.FRX and HCFA1500.FRT. When you start the program again, it will tell you that those files were missing and then the program will re-create them.
- We have discovered that some of the new "picture" printers which are designed to print edge to edge are incompatible with our software. Sorry, but there isn't anything we can do to fix this problem.
Q: The PIN # (box 33) didn't print on the claim form.
A: There could be several reasons why it didn't print. Try printing a test form first (from the main menu click [Print A Test Form]). If everything prints out properly here, then there is not a problem with the report printing, but rather a problem with an individual claim. Even if you have entered information in the "Settings" section, by design, those settings do not automatically apply to claims previously created. Select the claim you wish to see the new settings. Click the "Provider Info" tab. Click the [?] to the right of the box that says "Billing Name". Select the name as it appears in the "Settings" section and the information from there will now be entered on that particular claim.
Q: I clicked on [View the User Guide] all I get is a MS DOS prompt.
A: There could be several reasons why this happened.
- Do you have Acrobat Reader installed on your computer? If not, you need to click on the [Acrobat Reader] button to download the program.
- If Acrobat is installed, there are some spyware programs which will not allow you to "call" another program so it is stopping the opening of the program Acrobat Reader. Simply open Acrobat Reader separately and then open the file UserGuide.pdf located in directory where you installed InstaClaim (the default is c:\Program Files\InstaCode Products\InstaClaim).
Q: I'd like to print a cash receipt. Can I do that?
A: InstaClaim does not have a "cash receipt" option per se, however, there are a couple of ways to give the patient a "receipt".
- Many offices simply complete the 1500 form which shows how much was paid. They then print this form as the patient "receipt". The patient then has the information they need to give to their insurance carrier for reimbursement.
- Print a Claim Entry Report for that patient for the date of service.
From the main menu, select [Reports]
- Select the date of the entry (today's date if you entered the charge today)
- Select the patient name from the pull-down list
- Make sure that "Claim Entry Report" has a check mark
- Make sure that "Service Date" (under the Order on the right side) is marked.
- Click on Print.
This report shows the total charges, the amount paid and the balance due.
Q: I'm trying to adjust the printer settings and it doesn't seem to be working.
A: After putting in a number in any of the fields (up, down, right or left), you need to click the [Apply Adjustments] button for the settings to take effect. You'll know that they have taken place when the "Adjustment Complete" window appears which says "Form printing has been adjusted". You need to click [OK] to close the window and return to the "Adjust Form Printing" window.
Q: How can I send a print screen to show you what my computer is doing?
A: Sometimes a picture of your screen does help us diagnose a problem with the software. You need to have some sort of word processing package in order to send the print screen to us. Follow these steps.
- Open a blank document in your word processing package.
- Open InstaClaim and go into the place in the program where you'd like to "take a picture".
- Press [Shift] + [Prt sc] (hold down the [Shift] key while you press the [Prt sc] key).
- Switch to the word processing program. There are two ways to do this:
- You can click on the icon for the program at the bottom of the screen OR
- Press [Alt] + [Tab] (hold the [alt] key while you press the [tab] key) until you see the name of the program and then let go of both keys.
- Now copy the picture to your document. You can do this in one of two ways:
- Click the right button of your mouse and select "Paste", OR
- Press [Ctrl]+V (hold the ctrl key while you press the v key).
You can print the document and fax it to 435-574-0780 OR save the document and attach it to an email message and send it to
Q: I forgot my password or at least what I thought it was isn't working.
A: Contact technical support (email address above) and tell them you lost your password. We can send you a temporary replacement password. If you need immediate assistance, you can call technical support at 602-648-0298 and they can give you a new temporary one-day password over the phone (for a fee). Remember, you will need to go into [Settings&Tools] once you have put in the temporary password and re-enter your desired password.
Q: How do I get box 13 to print out blank on the form?
A: To get box 13 blank, you need to uncheck the box by doing the following:
- Select the patient and the claim you would like to change.
- Click the [Insured 's Info] tab (it's near the top of the screen).
- Look under the "insured's name" box and you'll see a check box labeled "Signature on File (13)". Click on the box to turn off the check mark. Now nothing will print on the claim in box 13.
Q: I want to have box 13 left blank instead of "signature on file" appearing. How to I do this.
A: The text is filled in when you check the box "signature on file" in the "Insured Info" section just under the box for the insured's name. Just click on the box to remove the check and it will not print anything.
Q: I have two doctors in the office. When I create a new patient, it automatically selects the first doctor in Box 31 (Signature of Physician). How do I turn this off?
A: This happens when the doctor's name is set as the default in [Settings & Tools]. To turn this feature off, go into [Settings & Tools] and erase the signature in the "Sig of Physician" box. You may still check the "Print Physician Signature & Date" box and InstaClaim will automatically put the current date in the "Date" box on the Claim form.
Once this has been done, you will need to select the proper Physician name from the [?] list in the "Provider Info" section. This only needs to be done the first time you create a claim for a new patient. From that point on, all new claims for that patient will take the name of the physician used on previous claim for that patient.
Q: I just installed InstaClaim and I see the name of the icon on my desktop, but the logo is this funny looking dos-like thing.
A: Something went wrong with the install. If you still have a valid download link, try re-downloading the program again. If you continue to have a problem, contact technical support.
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