System > Utilities

Key Info  
Purpose:

Run a variety of tools to update/correct axiUm data.
Related Module(s):

Multiple
Accessed From:

Maintenance > System > Utilities
Window(s):

Utilities

Import City Information

Recalculate Binding Quotes

Recalculate Appointment Estimates

Import LOINC Codes

Resize Patient Pictures

Fix Barcodes

Dependencies: None.

Utilities Window

The Utilities window allows you to access and run a variety of tools to update/correct data in axiUm:

  • Apply all unallocated payments.

  • Import/Update city code file information.

  • Recalculate the binding quote amounts for the planned treatments based on the new fee guide.

  • Recalculate patient estimates for the appointments within the given date range using the latest patient policy info.

  • Import outside referral data (e.g., costs, procedures) from an external database. This is a customized feature. For more information, contact axiUm Sales.

  • Import Logical Observation Identifiers Names and Codes.

  • Compress scanned TIFF files to the specified Scan Direct Format resolution.

  • Reduce patient picture size.

  • Fix legacy HIBC, GS1, and trimmed barcodes for Inventory and Dispensary.

Field Description
Apply Pms...

A button that allows you to auto-apply unallocated patient payments to the oldest outstanding balance for each patient.

You will be prompted with the number of payments axiUm will attempt to apply and then notified with the number of successfully applied payments after the utility finishes.
Import City Info...

A button that displays the Import City Information window and allows you to import city information from a file.
Binding Quotes...

A button that displays the Recalculate Binding Quotes window and allows you to recalculate the total fees for all planned treatments entered prior to a specified cut-off date.
Appt Estimates...

A button that displays the Recalculate Appointment Estimates window and allows you to recalculate patient estimates for all appointments within a specific date range using more recent policy information.
Import LOINC...

A button that displays the Import LOINC Codes window and allows you to import Logical Observation Identifiers Names and Codes (LOINC) from a .csv file into axiUm.
Compress TIFFs

A button that allows you to compress any TIFF images in the axiUm database to the current default resolution.
Resize Pt Pictures

A button that displays the Resize Patient Pictures window and allows you to resize all large patient images in the axiUm database from their original resolution to a 300x300 px resolution.
Fix Barcodes

A button that displays the Fix Barcodes window and allows you to view and fix any legacy ANSI HIBC, GS1, or trimmed barcodes that were located in axiUm and converted.
Task Procedure
Apply Unallocated Payments

  1. Click the Apply Pmts... button.

  2. Click Yes to continue.
Import City Information

  1. Click the Import City Info... button to display the Import City Information window.

  2. Complete the fields as necessary and click OK.
Recalculate Binding Quotes

  1. Click the Binding Quotes... button to display the Recalculate Binding Quotes window.

  2. Complete the fields as necessary and click OK.
Recalculate Appointment Estimates

  1. Click the Appt Estimates... button to display the Recalculate Appointment Estimates window.

  2. Complete the fields as necessary and click OK.
Import LOINC

  1. Click the Import LOINC... button to display the Import LOINC Codes window.

  2. Complete the field as necessary and click OK.
Compress TIFFs

  1. Click the Compress TIFFs button.

  2. Confirm the resolution settings and click Yes to proceed.
Resize Patient Pictures

  1. Click the Resize Pt. Pictures button to display tthe Resize Patient Pictures window.

  2. Complete the fields as necessary and click Resize or Resize All.
Fix Barcodes

  1. Click the Fix Barcodes button to display the Fix Barcodes window.

  2. Review results and fix as necessary, then close the window.

Import City Information Window

(Maintenance > System > Utilities)

The Import City Information window allows you to import city information from a file into axiUm. It displays when you open the Utilities window and click the Import City Info... button.

Note: For more information on cities, see City Codes.

Field Description
Field Delimiter

A set of radio buttons that indicates the delimiter used in the file:

  • Comma: Fields in the import file are delimited by a comma.

  • Tab: Fields in the import file are delimited by a tab.

  • Other: Fields in the import file are delimited by the character specified in the field that is enabled when this option is selected.
Import File

A text field that indicates the path to the import file.

The ellipsis is used to navigate to the import file.

Result File

A text field that indicates the path to the result file.

The ellipsis is used to navigate to the result file.
Field Position Order

Text fields that indicate the order of the fields in the city import file.

Required Fields:

  • Postal/Zip

  • City Name

Optional Fields (can be blank or 0):

  • Prov/State

  • Tel. Area Code

  • County

Task Procedure
Import City Information

  1. Complete the fields as necessary and click OK.

Recalculate Binding Quotes Window

(Maintenance > System > Utilities)

The Recalculate Binding Quotes window allows you to recalculate all binding quote amounts for planned treatments based on the new fee guide when a fee guide has been updated. It displays when you open the Utilities window and click the Binding Quotes... button.

This utility will recalculate the total fees for all planned treatments entered prior to the specified Cut-off date.

Field Description
Practice

A text field that indicates the practice(s) to include for this utility.

The ellipsis is used to display the Select Practices window and select one or more practices.

The X is used to clear the current selection.
Dr/Fee

A text field that indicates the Billing ID(s) to include for this utility.

The ellipsis is used to display the Include Billing IDs window and select one or more records.

The X is used to clear the current selection.

Cut-off Date

A calendar field that indicates the cut-off date for the recalculation.

Calculate using Practice and/or Insurance Fee Overrides A check box that, when selected, indicates that the recalculation should use applicable practice and/or insurance overrides.
Task Procedure
Recalculate Binding Quotes

  1. Complete the fields as necessary and click OK.

Recalculate Appointment Estimates Window

(Maintenance > System > Utilities)

The Recalculate Appointment Estimates window allows you to recalculate patient estimates for all appointments within a specific date range using more recent policy information. It displays when you open the Utilities window and click the Appt Estimates... button.

Field Description
From Date / To Date

Calendar fields that indicate the date range for the recalculation.

Task Procedure
Recalculate Appointment Estimates

  1. Complete the From Date and To Date fields and click OK.

Import LOINC Codes

(Maintenance > System > Utilities)

LOINC codes are periodically updated as new codes become active and these updates need to be reflected in axiUm.

The Import LOINC Codes window allows you to import Logical Observation Identifiers Names and Codes (LOINC) from a .csv file into axiUm. It displays when you open the Utilities window and click the Import LOINC... button.

Note: Importing the LOINC codes requires a .csv file containing the codes, which can be found here: LOINC Codes.

Field Description
Import File

A text field that indicates the file that will be imported into axiUm.

The ellipsis is used to navigate to the .csv file containing the codes.
Task Procedure
Import LOINC

  1. Complete the field as necessary and click OK.

Resize Patient Pictures

(Maintenance > System > Utilities)

The Resize Patient Pictures window allows you to resize all large patient images in the axiUm database from their original resolution to a 300x300 px resolution. It displays when you open the Utilities window and click the Resize Pt. Pictures button.

Note: Images smaller than 200 KB will not be resized.

Field Description
Chart #

A text field that indicates the patient chart number, when resizing a single image.
Resize

A button that allows you to resize the patient photo associated with the indicated chart number.

Resize All

A button that allows you to resize all patient photos larger than 200 KB in the axiUm database.

You will be prompted with the number of photos axiUm will attempt to resize and then notified with the number of successfully resized photos after the utility finishes.

After the utility has been run, a log file will be created that lists the included patient images, as well as related chart # and patient name, and indicates which were resized successfully or skipped.
Task Procedure
Resize Patient Pictures

  • To resize a single patient picture, complete the following:

    1. In the Chart # field, enter the patient chart and click Resize.

    2. When prompted, click Yes to confirm the resizing.

  • To resize all patient pictures that are larger than 200 KB, complete the following:

    1. Click Resize All.

    2. When prompted, click Yes to confirm the resizing.

Fix Barcodes

(Maintenance > System > Utilities)

The Fix Barcodes window allows you to view and fix any legacy ANSI HIBC, GS1, or trimmed barcodes that were located in axiUm and converted.

Note: This is important if upgrading axiUm to version 6.05+.

It displays when you open the Utilities window and click the Fix Barcodes button to run the conversion utility.

Tip: After fixing any unresolved issues, run the utility again to ensure all barcode issues are resolved.

The right side of the window displays the results of the barcode check, separated into Product and Sundry categories.

There are three possible results for barcodes:

  • Converted Successfully: No action is required. The number of successful conversions for Product and Sundry bar codes is indicated in brackets

  • Duplicate Barcodes: You must modify the barcodes or delete them. The number of barcodes requiring action displays in brackets.

  • Trimmed Barcodes: You must rescan the barcodes. The number of barcodes requiring action is indicated in brackets.

Field Description
View Results

A button that displays an Inventory Products List window or Dispensary Sundry List window and allows you to fix the listed barcodes.
Unlock Inventory

A button that unlocks the Inventory module and allows clerical staff access, regardless of any legacy or trimmed barcode issues.

Unlock Dispensary

A button that unlocks the Dispensary module and allows clerical staff access, regardless of any legacy or trimmed barcode issues.
Task Procedure
Fix Duplicate Barcodes

  1. Click the View Results button to display the Inventory Products List or Dispensary Sundry List window.

  2. Review the list of barcodes and complete one of the following:

    • Modify barcodes:

      1. Select a barcode and click the Edit Record () icon to open the Inventory Product window.

      2. Rename the duplicate barcode and click OK to save your changes.

    • Delete barcodes:

      1. Select a barcode and click the Delete Record () icon.

      2. When prompted, click Yes to confirm your deletion.

      Note: You cannot delete a barcode that is in use. Contact axiUm Support to delete these barcodes.

  3. Repeat Step 2 as necessary for each barcode.

  4. (Optional) Click the Print Report () icon to print the barcode list.
Fix Trimmed Barcodes

  1. Click the View Results button to display the Inventory Products List or Dispensary Sundry List window.

  2. Review the list of barcodes and complete one of the following:

    • Modify barcodes:

      1. Select a barcode and click the Edit Record () icon to open the Inventory Product window.

      2. Rescan the barcode and click OK to save your changes.

    • Delete barcodes:

      1. Select a barcode and click the Edit Record () icon to open the Inventory Product window.

      2. Rescan the barcode and click OK to save your changes.

  3. Repeat Step 2 as necessary for each barcode.

  4. (Optional) Click the Print Report () icon to print the barcode list.

Unlock the Inventory Module

  1. Click the Unlock Inventory button to allow clerical staff to access the Inventory module, regardless of the barcodes.

    2. Important: Proceed with caution. If staff encounter problem barcodes, axiUm may create duplicate products.
Unlock the Dispensary Module
  1. Click the Unlock Dispensary button to allow clerical staff to access the Dispensary module, regardless of the barcodes.

    2. Important: Proceed with caution. If staff encounter problem barcodes, axiUm may create duplicate sundry items.