FAQs

Setup/Security This is where you can add or delete a user, change your inactivity timeout and assign access levels for SolAce users. NOTE: Giving a user System Admin rights will enable that user to do all functions available in SolAce and view multiple site information if there is more than one site for the client. It is best to just use the “Allow All Site Access” or “Only Allow Access To” when assigning access levels. Setup/User Options Here, you can inactivate the “Side Bar/Top Bar” that contains the screen shortcuts. You may also set the “Print file” and “NSF file” paths here. Setup/Mailboxes Here, you will find a listing of all your mailboxes that are currently setup in SolAce. You may double click a mailbox in this screen to edit a mailbox’s properties. Things to Remember:

• In the Mailbox properties tabs, make sure no punctuations such as periods, hyphens, commas, etc… are used.
• The transmission mode for Test and Production can also be found here in the Mailbox tab.
• Remember that the submitter ID, username, and password boxes in the “Connection” tab are case sensitive.
• This is also where the Next Control number mentioned earlier can be changed.
• The Weight of a mailbox can also be adjusted here to prioritize a mailbox over another.
• In the Providers tab, remember to mark the selected providers who will be submitting for the selected mailbox. Or leave them all unchecked to allow all providers to use the mailbox.

NOTE: If the provider has multiple IDs for one receiver (mailbox) the appropriate ID needs to be selected. Setup/Providers Things to Remember:

• The provider code box is internal to SolAce. There is no need to change this.
• If the entry being made is for an Organization, make sure that the Last, First name boxes are not filled. If the entry is for Solo Practice, make sure the Organization box is not filled.
• For every Group Practice set up, there should be Group Providers set up as its members.
• For the Group Providers, make sure that the correct Group practice is selected in the “Group” box.
• PIN Overrides are necessary if the set PIN number on the print file is different from the PIN number the payer has issued. In this case we can ask SolAce to override the PIN generated in the print file and replace it with the PIN created in the PIN Override section for the specific payer.
• If the tax ID entered is not the provider’s SSN then EIN/TIN should be selected for “Type”.
• The Taxonomy Code is not the Tax ID. It is a code that identifies the provider’s line of specialty.

Setup/Maps This is where you will choose the maps that you would like to use for your claims. A check mark under the “Active” column in the Form Mapper screen will indicate which maps are currently being used. Maps tell SolAce where to place the data from your print file in a selected form. (i.e. Medicare CMS-1500, UB-04 form, etc.) To view a map and edit it, double click it to open into the Map Editor screen. NOTE: If your print file’s path is properly setup in Setup/Options the map should open automatically reflecting your print file’s data in the background. If your print file’s path is not properly set up, you may be prompted to locate your print file. Things to Remember:

• SolAce is defaulted to show only the enabled fields once the map is opened. To see all available fields for use, choose All Fields in the “Filter” section at the bottom right corner of the Map Editor screen.
• When going through the map, it is best to go down the fields list on the right and see where the corresponding box is located in the left pane.
• A check mark next to the fields on the list means that the field is active.
• In order for a map to open, it requires data in the background. SolAce is set to use the last print file you generated as the map’s background. Therefore, if you would like to map a commercial map, you should make sure your current print file contains commercial claims to help make your mapping experience easier.
• To change the width of a field box, hold down the Shift key and use your keyboard arrows to make the box longer or shorter.
• To move a field box, hold down the Ctrl key and use the arrows on your keyboard to move the box around your form.
• To change a box height, double click it and change its “height” to 1 if you want it to only cover 1 line of data.
• Make sure there are no boxes overlapping each other.
• Note that only the “Yes” and “Female” indicators should have a box around it. (SolAce knows that if “Yes” is not checked then the answer is “No”.)
• If all the fields seem to be 1 or 2 spaces off, rather than adjusting each box one by one, you can use the “Adjust All” function at the top of the page and adjust all of the field boxes at the same time.
• Make sure that “Insured ID page 2” box 1a, is placed over the patient's ID on page 2. This will tell SolAce where page 2 of your batch starts.
• To browse through the claims in your batch left click on one of the field names from the fields list to highlight a field and hold down the Ctrl button on your keyboard and press the Page Down or Page Up key on your keyboard. The red numbers on the top left side of the screen will indicate which claim you are viewing on your screen.

Setup/Patients If you are entering claims directly into SolAce, you may pre-enter your patient’s basic information here so that the next time the patient is seen, his/her information will already be pre-entered. Things to Remember:

• When creating patient records, make sure the following tabs are filled in:
Demographics
Provider
Insurance
• If you are directly entering patient information in the Claim Editor/CMS-1500 screen, you can save the patient’s record into the Patient File screen. To do this, go into the Claim Editor/Patient tab and click the “Sync to Patient File” button. Unless that button is pushed, all direct entries made in the Claim Editor screen will not be saved into a patient file.

NOTE: The “Sync to Patient File” button will not populate patient information into your forms. It simply saves the data you have entered about your patient into a patient file so that you may retrieve that patient’s information for future use. Setup/Addresses You may use the Address book to enter information for Referring Physicians or other contacts so that their information will always be ready for your use via a drop down list on the Claim Editor screen when you are working on your claims. Make sure to select the correct Address Type fom the drop-down menu at the top right. For example, Physician is the correct Address Type for a Referring Provider. Setup/Bill Codes You may pre-enter commonly used bill codes here so that service line information can be populated from a single key-stroke when you are processing claims. This will save you time from having to enter these codes manually into claims every time. A custom bill code can also be created here to combine multiple bill codes that are commonly necessary for certain exams. The SolAce User Guide To learn more about the SolAce application, you may access the SolAce User Guide at anytime by pressing the F1 key on your keyboard while you are working in SolAce. You may also click on the Help menu and then select User Guide.