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Form Definitions Setup

This area contains settings, coordinates, and options used on printed forms.

Form Definition Setup is for the font and placement of the printed bills (Statements, HCFA 1500, Blank/Invoice options and Warning Letters).

This provides coordinates, which affect how data from fields and other hard-coded information are placed on paper forms. This area is important when setting up a new printer (or if changing a printer) to work with The AIM System.

Changes to this setup will not affect data sent to clearinghouses.  To make any changes to files sent to a clearinghouse, please contact AIM Support.

Changes to Form Definitions are based off User Maintenance and User-Specific Form Definitions settings. If enabled, changes will only affect the current user (title will show "User Specific"), if not enabled, changes will affect all users (title will show "All Users").

A list of users with specific form definitions settings will be listed at the top of the screen.

If you are viewing Form Definitions Setup while your Form Definitions are set to be user-specific in User Maintenance Setup, the form changes that have been updated will be highlighted for indication.

Export to CSV format, so that data may be manipulated, if needed.

The Form Type drop-down will list all the Form Types available.

  • Blank Paper: Uses a blank piece of paper from a printer.
  • Invoice: Uses a pre-printed form that must be loaded in a printer.

  • HCFA 1500 – All Payers: This contains all fields printed on an HCFA.

  • HCFA 1500 – [Payer]: This is only for payer-specific fields.

  • Statement: Reminder after a bill, in specific cycles, usually to a patient.

  • Warning Letter: After all cycles, before sent to a Collection Agency. 

  • (Com): Commercial (typically provides more details (codes) on bills). 

  • (Pat): Patient (typically focuses on the amounts, avoids codes).

The change Font Size button will update all fields to the same font size.

To update a single field, change the specific field font size in the grid.

Making Adjustments on Specific Fields

After the form type is selected, fields are listed in the grid:

  • Block: Read Only
  • Sub-Block: Read Only
  • Description: Read Only
  • Horizontal Position: moves the data from left to right 
  • Vertical Position: moves the data from top to bottom 
  • Width: increases the width of the text
  • Option: is a drop-down field of available options
  • Font: can be adjusted for the specific field (use the Change Font Size button to change all fields)
  • Text: is information to be printed on the bill

Values will not save unless the user tabs from the field.

When SAVE is clicked any changes will be saved, if CLOSE is clicked before a change has been saved the user is prompted with a warning.

The AIM System is built to address only one set of coordinates. A form that prints perfectly on one printer is not likely to be aligned on any other printer, even one that is the same model.