Transitioning from G4 to G5

Many of you were part of the transition from our DOS to our Windows program starting in 1999.
You might remember how different the program looked. In the first month, you played a game
of where is this, and how do I do that? Then, we heard our customers say: ‘I would never go
back to the previous version of the program.’ The differences will be less of a shock for many in
transitioning to G5. There are areas of the program that have changed for the best. This
document will try to show you these changes, so there are no surprises when you start using
the program. There is also another document under our
G5 Document Library on our website under Support.

New Features In G5

Integration of all SOS modules into ONE suite
SOS Suite G5 (the fifth generation of our software) is now really a suite. One login to access all
the modules you own. There is no need to start Office Manager, then go out and start Case
Manager, etc. You log in with your user ID, and all the modules you have permission to access
will be there when the program opens. There is no need to exit out of the program or minimize
the program to start another.
If you are on a network and you have limited access to some of the modules but rarely go into
one, you can set your user ID to only open what you need. This way, another user can access
that module.
It is also so much easier to tell how many seats are used and who is connected. All this
information can be found under Help then Program Details.

Navigation Bar
Most of you have been using windows for a long time, so using SOS Suite G5, you will feel right
at home. The Navigation Bar is divided by each module with a Common Lookups section for
shared files.  To get familiar with the Navigation Bar, read the document

All About the G5 Navigation Bar

Insurance Carriers/Plans

Before you do your conversion of the data, you will be asked to group your insurance carriers as
much as you can. If you have 10 BCBS, and payments all come on the same check, combine
them under one Insurance Payment Group called
BCBS. In the conversion process, BCBS will
become your Carrier, and all the entries you added to that ‘Payment Group’ will be the plans. In
G4, it would allow you to post an electronic ERA across all these payers. In G5, it will do the

same with manual check entries. You enter the check under the Carrier BCBS, and you can
post the payment across all the plans

Understanding Insurance Carrier Plans And Policies

Adding Insurance Plans To A Carrier

Providers/Providers Profile
An added feature with G5 is the Provider and the Provider Profiles. In G4, you could enter the
provider multiple times. The reasons were:

  • billing differently depending on the payer
  • use of different multipliers for their payroll,
  • billing under a supervisor for specific insurances.

In G5, we have only one provider entry with multiple billing profiles. The provider billing profile
is what is used when entering charges. All the fields on the G4 provider screens are available
on the provider billing profile screen. G5 will allow you to set up a Default Primary Provider, and
a Default Provider for New Charges under the Care Episode for each patient.

Understanding Billing Providers, Service Providers, And Provider Billing Profiles

Managing Providers

Managing Provider Billing Profiles

Accounting (Deposits, Payroll)
The accounting method in SOS Suite G5 is a standard double-entry journal entry. Look at the
following to get more information:

Examining Accounting Details

A new feature of G5 is the Deposits. It will allow you to reconcile what has been entered in
terms of Cash and Checks vouchers even if you have not applied the payments to any

Printing A Deposit Reconciliation Report

You will need to select how SOS G5 will calculate the payroll for your practice, if at all. Make
sure to read the following document to help you decide.

Selecting A Payroll Calculation Method

A bank is set up in the dataset entry screen. You can only have one bank per dataset, and
each deposit in that dataset will be linked to that bank.

There are multiple ways to see the patient’s information. Under Patients in the Navigation Bar,
you can see Patients Billing, Basics, and All Data. It was done to restrict the amount of
information that a user may access.
You can add new patients from any patients list, or you can do the Patient-Quick Add. Keep in
mind that not all the fields are available in all the different Patient lists. In the Document Library
for G5, there are many documents related to entering new patients.

Entering A New Patient – Step 1

Entering A New Patient – Step 2

Entering A New Patient – Step 3

Entering A New Patient – Step 4

Using Quick Add To Rapidly Create A New Patient Account

Care Episodes
Care Episodes are new to the billing module in SOS Suite G5, but were present in Case
Manager Pro Version. A Care Episode follows the patient from the start to the finish of a
treatment period. If the client leaves but comes back a year later, you would start a second
Care Episode for that second period. You can read more about it from the link below.

Managing Patient Care Episodes

If you want your transaction entries to show only the current insurance plans, you need to go
into the system and enter a Coverage End Date under the inactive policies. If you did not do
that before the conversion, I would do this before entering new charges in G5. Why should you
do this? Because in G5, it will create a split for every insurance that SOS sees as valid. If you
only removed the checkmark in the box
Generate Claim, it will still create a split. It may take
you some time to go through your customers’ policies, but it will be worth it in the long run.
Also, you cannot delete splits in the charge entry in G5.

Transaction Entry
This is the part that many of you will like as the format didn’t change very much. You enter your
transactions in the daysheet, post your daysheet, and then the entries will be moved to the
patient‘s ledger. Same as G4. The only difference is that you have a field where you select the
Care Episode you are using for the patient. The Care Episode is linked to the Billing Provider,
diagnosis, and all the transactions within that Care Episode.

How Do I Enter A New Service Charge

Payment Entry
This is one area of the software that changed. The new word you will encounter is Voucher. You can 
have Cash, Credit Card, EFT, Check, and Other vouchers. They can pay for dates of
services, they can be used to store prepayment, you can put the money back on the voucher
when the insurance takes back the money, you can do a refund, account for a bounced check,
or move the payment from one transaction to another.

Qualifying Your Credit Type Selection For Payments And Adjustments

You probably heard Noe and me say, ‘if you change anything from the ledger, your accountant
won’t like it, and it will change the numbers.’ G5 uses T-accounting, which will keep track of
what you do when you make changes from the ledger, and the best part is that everything is
done in the background automatically. You don’t have to worry about it.
There are many How-to Payment documents on our website under the SOS G5 section. Here
is the link:

G5 Home Page

I would suggest that you look at all the payment documentation. Most of these documents are
short and will save you many hours of frustration down the road. If you are unsure, please let
us know.

The significant change in claims is that SOS stores of all the claim batches you generated, so if
you need to reprint the claims as the file was submitted, you will be able to do so. We removed
the options for the old CMS1500 format, so only the new format is available. Electronic claims,
the module is done within the claims menu. The Reprint Claims is also in the same area.

Generating Insurance Claims

Change Logs

You will see throughout the screens a tab called Change Log. It will give you all the changes
that were made since the time the record was created. It will show what was changed, who
changed it, and when it was changed. This is why it is a good reason for NOT sharing your login information
with other people in the office.

Reading Change Logs


Using Payment Vouchers

Every payment, whether cash, check, credit card, electronic funds transfer (EFT), or “Other”, must be associated with a Voucher. The Voucher includes:

  • The date of the payment.
  • The amount of the payment.
  • The identity of the payer, be it an insurance company, the patient herself, or some other non-insurance payer.
  • A description of the payment.
  • A list of specific patient credits made from the payment. (A voucher could be for a large payment that you then split among any number of patient accounts.)
  • A list of any portions of the payment that were refunded to the payer.
  • [Checks only] Check number.
  • [EFT only] EFT Number.

For your convenience, when you enter a new Credit to the Daysheet, you can add a new Voucher on the fly, or you can apply an amount from a previously entered Voucher. If there are existing Vouchers that have not been fully distributed, you will see a reminder on the Credit screen as soon as you select the Payer. Just select the desired Credit Type to view and select an undistributed Voucher to apply. You can, of course, apply any amount up to the entire undistributed amount shown on the Voucher.

This notification was displayed as soon as the payer was selected. In this (unlikely) example, there are Vouchers with undistributed amounts among the payer’s checks, cash payments, credit card payments, and EFT’s and even Other Vouchers. (You would have to click in the notification field and scroll right to see them all.)
In this example, we have selected Credit Card as the Credit Type, then we clicked in the Credit Card Voucher field to show available Vouchers. We can now select an existing Voucher, or click the New button in the lower right to create a new Credit Card Voucher.

Viewing Existing Vouchers

If you should want to review existing Vouchers, remember that Vouchers belong to Payers, not Patients. The most direct way to access them is to start from the Payer that owns them. From the main navigation panel, open Billing Lookups, then the appropriate Payer List: Insurance Carriers, Patient (Self) Payers, or Private Payers (that is, Payers that are neither Insurance Carriers nor Patient Payers.

Select the desired Payer from the list. At the top of the Payer detail screen, you will see tabs that include the various types of Vouchers:

Just click the type in which you are interested to see a list of specific Vouchers. Below is shown a list of existing Check Vouchers for Patient Payer Donna Bailey. Double-click one to view or edit :

Note that you cannot change the amount of a voucher to less than the amount that has already been applied. For example, if you have a voucher of amount $100, and you have already applied $75, you cannot change the amount of the voucher to less than $75.

How to Refresh the Payer List on a Charge Entry

If new payers are added to a patient, or details such as insurance policy coverage dates are added or changed, the payers listed on a charge may not automatically update to reflect those changes. In that event, you can force an update to the Charge payer list by clicking the Refresh Splits icon in the toolbar above the Charge window.

After clicking the Refresh Splits icon, the list of two payers gains a third payer.

See related article:

Canceling and Rescheduling Appointments

In the event that an appointment is cancelled, for tracking and future analysis, it is best to mark the appointment as canceled instead of simply deleting it.

The same is true of rescheduling appointments. You could simply open the appointment and change the date and/or time, but SOS recommends that you use the built-in Cancel/Reschedule feature instead. Doing so is faster, but also leaves a trail so that you can easily identify patients (or providers) who make a habit of moving appointments around.

Both Cancel and Cancel/Reschedule operations are easily executed from options on the right-click menu in the scheduling grids.

Canceling an appointment

To cancel an appointment (with no rescheduling), right-click the appointment and select Cancel on the pop-up menu. The following window will appear. Just select the appropriate cancellation reason and click OK at the bottom of the window.

Note that cancelled appointments can be hidden or displayed in the appointment grid by changing a grid display option in the top tool bar, as demonstrated in the short video clip below. (The appointment in the grid was previously cancelled as described above. )

Cancelling / Rescheduling an appointment

As explained above, you can quickly cancel and reschedule an appointment in one quick step. Right-click the appointment to display the pop-up menu, then select the Cancel / Reschedule option. The Cancel / Reschedule window will appear, showing the existing appointment details. Change the date and/or time and click OK at the bottom of the window to save and return to the appointment grid.

If the grid option is set to “Show All Appts”, you will now see both the original appointment (the status now changed to “Cancelled and Rescheduled”, along with the new, active appointment.

Note the different colors on the left edge of the two appointments.

Copying and Replicating Appointments

SOS offers two similar, but not identical, operations:

  • Copying an appointment results in the creation of one copy of the selected appointment on another date and/or time.
  • Replicating an appointment gives you a way to quickly create a series of appointments at a specified interval. For example, you can create 8 weekly (7 day interval) appointments, all identical to the currently selected appointment.

In both cases, you start by right-clicking the appointment you want to duplicate. The pop-up menu will appear and you will see both options listed:

If you select Copy, the following window will appear:

If you select Replicate, on the other hand, a different screen will appear:

When you are ready to proceed with the operation, just click OK at the bottom of the window.