Yearend Close Legacy ASPC Users only!

Yearend Close – Legacy Program Only!

Please read all instructions fully before beginning the year end closing process.

CLOSING THE YEAR: AS/PC®
Following are the instructions for closing the current year. Your accounting year does not have to coincide with the calendar year. You can close the year after any month-end. AS/PC will require that the current year be closed after twelve month-end processes have been completed.

1. Complete your month-end procedure as normal. This includes printing all reports including your claims and doing a backup before closing the month, and then printing any reports needed after closing the month. Some reports, like the Monthly Activity Summary will NOT BE AVAILABLE AFTER YOU CLOSE THE YEAR. So please be sure you have everything you need before closing the year.

2. Make sure that all other users are logged off the system and out of any programs that interface with it. This includes schedulers, note systems, and EHR programs.

3. Backup your data. This should be a full backup and NOT a partial, modified, or incremental backup. Use a separate tape, CD or other backup media. Label it “PRECLOSE 2017” and set this aside.

4. Turn on your printer then choose Monthly|YearEnd.

5. Confirm that other users are out of the system and the printer is ready – click OK or press enter.

6. The next screen gives you the option of Closing the current Year or Printing Reports. Change this to a “C” to close the current year. Your reports will print after the year has been closed.

7. Enter the year you are closing. This will default to the computer’s date. If you are closing on 12/31/2017, just press OK. If you are closing after that, change the year to 2017.

8. You will get prompted next to ‘Cancel Yearend closing for 2017?’. If you are not ready to, then click YES to stop the procedure and start over later. Click NO to continue closing the year.

9. Finally answer Yes to print all reports by clicking on the box next to each report name.

RESETTING VISITS COUNTER (AS/PC® for Windows)
Following are the instructions for resetting all of your patients’ visits counters to zero (0), after closing the current year. If you are on a network, all other users must exit AS/PC and any programs that interface with it.

WARNING! YOU MUST RUN A BACKUP BEFORE PERFORMING THIS FUNCTION. IMPORTANT DATA FILES ARE BEING ALTERED. THIS IS TYPICALLY DONE AFTER CLOSING A YEAR.

1. Double-click on the icon for AS/PC® Utilities. Enter your terminal id and password.

2. Go to FILE | FIELD REPLACE | CANNED REPLACE | VISITS.

3. You will get a warning message indicating that this function will reset all visit counters to 0 for all patients or just those limited to select financial classes or with particular insurance carriers. Double-check that everyone else is out of AS/PC, and be sure that you do have a full backup. Click on Yes to continue.

4. Confirm that you did a backup. Do not proceed if you have not done a backup.

5. Your next screen will enable you to reset visit counters for selected financial classes and/or insurance carriers. For example, if you only wanted to reset the visit counters for Medicare patients, enter “18” in the Financial Class box and leave the carrier blank. If you leave both boxes blank, all patients’ visit counters will be reset.

6. Answer Yes to the confirmation window asking if you want to reset the visit counts.

7. When your patient visit counters have been reset, you will see a confirmation screen with the number of patients affected. Click OK

8. Exit the AS/PC® Utilities program.

RESETTING DEDUCTIBLE BALANCES (AS/PC® for Windows)
Most patients’ carriers start the new year requiring that they again meet the deductible requirements. If you are tracking deductibles and deductible balances, you will probably have to reset your patient’s deductible balances back to their original values. There is an easy way to do this in AS/PC. Be sure to do a backup first! You will be altering an important data file. This is typically done AFTER closing a year.

1. All users must exit out of the AS/PC Practice Management program. Open the AS/PC Utilities program. Log into the program as usual.

2. Select FILE | FIELD REPLACE | CANNED REPLACE | RESET DEDUCT BAL

3. You will get a screen describing the function and alerting you to the possibility of being able to reset the deductible balance back to the deductible amount for selected financial classes or insurance carriers. Select Yes to continue.

4. Confirm that you did a backup. Do not proceed if you have not done a backup.

5. Your next screen will enable you to reset deductible balances for selected financial classes and/or insurance carriers. For example, if you only wanted to reset the balances for Medicare patients, enter “18” in the Financial Class box and leave the carrier blank. If you leave both boxes blank, all patients’ deductible balances will be reset.

6. Answer Yes to the confirmation window asking if you want to update the deductible balances.

7. When your patient deductible balances have been reset, you will see a confirmation screen with the number of patients affected. Click OK

8. Exit the AS/PC® Utilities program.