For information about 1/1/2003 CPT codes, click Here.
Questions about NPI# and filling out the new CMS-1500:
Problems Unzipping: Click Here
This page displays an
up-to-date listing of changes to our customer support web and a list of the latest
features added to Practice MAGIC. We'll also place notices here regarding product updates,
scheduled releases, or problems and work-arounds that may affect all customers. When bugs
reported by our customers get fixed, we'll place a notice here. Updates must be
requested by the customer; they will not be shipped automatically.
New CPT Codes beginning 1/1/2003.
For an upgrade of the program that handles the new CPT codes introduced
and required 1/1/2013, you will need a new version of MAGIC that has been reprogrammed to
handle these codes. Unless you purchased the program after 8/1/12, the charge for this
upgrade for single-user programs will be $39.50 to cover the cost of reprograming. This
fee also applies to upgrades for unlimited programs. It is not in lieu of annual update
The new version will NOT print the old codes after 1/1/13, even if the
date of service was in 2012. If you must print a statement that includes the old codes
either do it before you install the new program, or set your computer's date back to 2012
(i.e. 12/31/12) and print the statements you require.
The new codes include some quirks: They do not differentiate between
inpatient and outpatient psychotherapy, so 90818 will now be coded as 90834, 45 minutes of
Psychotherapy. As of 1/15/2013 they do not include a code for a 90 minute session,
although it appears that 90854 will be added for that purpose. Practice MAGIC does not
have a designated code line for 90837 (60 mins) or 90854 (90 mins) so, if you want to use
these, you will need to add to them as userdefined codes in USERDATA. (There are six slots
for userdefined codes).
If you have a code that is printing as ".5" units, try download
the upgraded Practice MAGIC again, as this problem was recently corrected. If it persists,
the problem is with the "minuts/units" designated in the box where you fill in
the fee amount for each procedure for clients. In
the client file, accessed through the EDIT menu on the calendar screen, remove the
"Minutes/units" designation entirely (so that it is blank) in the box where you
set the fee for the code that prints with .5 and it will print with a "1"
Assuming that code is the one that most commonly causes the problem, 90832, if you
put a "1" in the "Minutes/units" box in the screen that
allows you to set the fee, the code will print as "90837" and the units will be
Other Features Added to Practice MAGIC over the years (All are in
the Windows version; some are in the MAC version)
- Year 2000:
Practice Magic is Y2K compliant. HCFA now requires the dates in box 24
on the HCFA-1500 to be printed as a single eight digit number of the form mmddyyyy with no
separations between month day and year. Practice MAGIC now prints in this format in box 24
(unless you place a ^ before the name of the insurance form on line #101 of the client
information. - i.e. ^HCFA-1500 ). You can still, at your option, type a two or four digit
year in the various boxes that ask for dates. If you give a four digit year, MAGIC will
print the date in the new eight digit format. If you give a four digit year, MAGIC will
print it in the traditional format. If you utilize the four digit year anywhere on the
form, MAGIC will use the new format in the signature box (#31) when it prints the current
- Self-Running Demo:
The opening screen of Practice MAGIC now offers you two options, one to
run the program normally, and the other to run a self-prompting demonstration that
illustrates many of the features of Practice MAGIC.
- Expanded Client Info Box:
In the calendar window the data entry box can be pulled down to reveal
a complete list of clients and insurance companies. We have had requests to be able to
make that box wider so that it will be possible to distinguish between insurance companies
with the same name but different addresses. This can be done by holding the SHIFT key down
and pressing the right arrow key. Once you have opened the client list in this wider
format, it will open in the wider format each time you open it during that session of
- Default for Place, Type and Units of Service (Boxes 24b, 24c and 24g on HCFA-1500):
Previously, the default for Place and Type of Service (Boxes 24b and
24c on HCFA-1500) has been O and 9 respectively. It is now 11 and 3 respectively.
Also, now, if you change the Place and Type of Service (Boxes 24b and 24c) on the
on-screen HCFA-1500 (reached by selecting Client Info on HCFA from the EDIT menu on the
MAGIC calendar screen.), MAGIC will ask you if you want this new value to be the default
for new clients. The default for box 24g, units of service, is "1." To change
the units of service, edit the client information, and place a colon after the fee for the
particular service in question followed by the number of units you would like to print.
- Quick Financial Status Check:
Press the <F11> key when a client appointment is selected from
the MAGIC calendar and MAGIC will display a screen containing all that clients
appointments from the end of the last billing period, as well as payments and balances as
of the date of the selected appointment. Pressing <F12> instead will display the
summary of charges, payments and balances at the bottom of the screen without leaving the
calendar screen. There is also now a DAY SHEET option in the PRINT menu which will print a
single day's appointments with telephone numbers and a summary of charges, payments and
balances as of the day of the selected appointment.
A new "HCFA-1500" menu has
recently been added to the menu choices on the MAGIC calendar screen. This menu
redundantly provides in one place all the functions that would be required by someone only
interested in using Practice MAGIC for filling out and printing HCFA-1500 forms for
clients. The entries are in the order one would use them: add a client, edit the client
information on an on-screen HCFA-1500, and print it. These are exactly the same functions
as "Add Client" in the DISPLAY menu, "Client Info on HCFA" in the EDIT
menu, and "Print insur. form" in the PRINT menu respectively. There is a fourth
menu entry under HCFA-1500, "Print all insur forms," which is the same as the
entry under PRINT with the same name.
MAGIC now fills out the HCFA-1500 form in the NEW TIMES ROMAN
font and prints the bottom lines on the HCFA-1500 in a reduced size font so that there is
room for name, addresses, phone # and pin # (6 lines of info) without writing over the red
lettering on the form. Some users will still find it necessary, however, to set the page
size on their printer setup information to Legal (8.5" x 14") so that the bottom
line of print on the form can be printed. You can now enter visit dates directly onto the
on-screen HCFA-1500 rather than first entering them on the appointment calendar.
Also a button has been added to the on-screen HCFA-1500 EDIT screen to allow you to
proceed directly to PRINT.
- Click and Drag Disabled:
On some computers the click-and-drag method of moving or rescheduling
an appointment was not working properly. We accommodated those machines by placing
an asterisk at the end of line #46 in the USER DATA file, the line that asks at what point
you begin to charge interest on an overdue account. The asterisk disables this feature. If
you would like to reenable click-and-drag, simply edit line #46 in USER DATA (from the
EDIT menu), eliminating the asterisk.
- Report Unpaid Insurance:
When running a receivables report ("Receivables report for
all" in PRINT menu), you will now be asked if you want MAGIC to also report all dates
of service for which no insurance check has been received (for clients for whom a primary
insurance carrier has been designated.)
- Add-New-Client menu option:
Formerly new clients were automatically added when an appointment was
made for a client MAGIC didn't recognize. Now, you can also add a client or
insurance company using the Add-new-client option in the MAGIC "EDIT" menu or
the newly added "HCFA-1500" menu.
- Select All:
Formerly Unselect All always appeared in the SPECIAL menu. Now
it is replaced by Select All when no clients have been selected. This makes
possible a variety of procedures like printing an address list of all clients. Click on Select
All, and then select the "envelops/labels" option from the PRINT menu. If
you have indicated on line 21 of Userdata that you print addresses on labels rather than
envelops the adderesses will print on paper as if on label sheets ("3x11" and
"3x10" indicate 33 or 30 labels to the sheet respectively.)
- Electronic Billing:
Using software supplied by the electonic claims clearing house,
Practice MAGIC can now be used to generate an electronic version of your HCFA-1500 claim
on disk, which can then be transmitted electronically to any of a variety of elctronic
claims clearing houses in order to bill claims electronically. The electonic claims
clearing houses charge a fee for this services. We have found that eclaims seems to be the easiest to use, however,
freeclaims is free and MAGIC will work with most of the others.
Changes to Practice MAGIC
- 1/16/09 OUTLOOK Hotsync. Practice MAGIC now offers a hotsync feature
for OUTLOOK (Windows only). Please note that we just finishing development of a module
that allows practice magic to hotsync with the Microsoft Outlook calendar. Since almost
all handheld devices, including cell phones, blackberries, iphones, palm handhelds etc.,
hotsync with Microsoft Outlook calendar as well, this makes it possible for you to make
your appointments on your handheld calendar and electronically transfer them back and
forth to MAGIC. Development time and costs have been extensive; we are charging a one time
fee of $99.95 for this feature; more information will be available on the What's New page
of our website, www.practicemagic.com, shortly.
- 8/16/08 Practice MAGIC is no longer physically shipped to
customers. All orders are filled electronically.
- 2/1/08 Palm Hotsync. Several years ago the Palm operating system was changed
(beginning with Palm OS 1.4) so that the files of the Palm Calendar residing on the
desktop computer could no longer be read by a Practice MAGIC program that had the optional
Palm Hotsync feature. Recently an enterprising customer who had grown accustomed to the
convenience of scheduling all his appointments on his Palm Handheld, figured out how to
continue to use the MAGIC Palm Hotsync feature with a new PALM HANDHELD. He has his
older Palm on his desk wired to his desktop computer. This old palm hotsyncs perfectly
with Practice MAGIC, as always. Since it is always plugged in, the Palm does not
need a battery which can hold a charge, which is fortunate, because the batteries on old
Palm Handhelds rarely do. Then he carries to his office a new palm, upon which he
schedules all his appointments. Once a month, when he is ready to do billing, he uses the
ifrared ports of the two palms to send the appointments on the calendar of the new palm to
his old palm, which then hotsyncs them to MAGIC. The only drawback to this plan is
that appointments scheduled on the desktop are transmitted to the old palm but then are
not transmitted from the old palm to the new palm, so that all appointments and changes
must be made on the new Palm Handheld.
- 1/1/08 MAC programs gave a message that 2008 dates were
unacceptable. This was a problem for about five customers. The problem was
corrected in mid 2007 and the people who had this problem were given new versions of the
program for which there was no problem.
- 5/20/06 New version of MAGIC for CMS-1500 forms and NPI numbers.
offered current users a free download which would handle many of the requirements of the
new CMS-1500 form including NPI numbers, but we subsequently discovered that the
ideosyncratic requirements of various Medicare organizations around the country required a
flexibility that the older version of Practice MAGIC could not provide, so we had to
reprogram. The new version of Practice MAGIC became available in mid 2006, and we have
been charging older customers an upgrade fee of $39.95, which was separate from any yearly
update fees that may have been due. The original version put the letters
"SOF" in box 31 for "signiture on file.". After receiving some
complaints about this, we made a change that now causes the program to print the
therapist's name in box #31.
- 5/20/05 Downloading of Updates is no longer necessary. We have changed the
update procedure. When the program tells you you need to contact Cornucopia for an
update, it now also gives you a number to report when you call or email us. Based on
that number we give you code that you can enter into MAGIC when it asks, that will extend
the functionality of your installed program. Purchasers of the unlimited version
will no longer need to contact Cornucopia after the the first year.
- 12/20/04 Can Automatically
Update fees for all full-fee clients when your standard fee has changed. If you run a
"Receivables Report for All" or "Receiveables Update Only" or
"Statements for All" and answer "yes" to the question about whether
you want to update, MAGIC will ask you, "After this billing, do you wish to
automatically change the standard fees for all of these client's to the default fees in
your current USERDATA file? (Y/N) [Default = N]" If you answer "Yes"
Magic will ask what your original standard full fee for "C.P.T. 90806" is before
the change. It will then change the fees on those of these clients who's full fee for
"C.P.T. 90806" is your standard full fee to the fees currently listed as
defaults in your Userdata file. Only the full fee will be changed, not any adjusted
fees or copays.
- 6/15/04 The statement format printed by MAGIC has been radically
redesigned so that visits and payments appear in the chronological
order that they occurred and portions of the statement are set apart by boxes. The
program gives you the option of using this "chron style" or going back to the
original statement format )"classic style statement.") The new style does not
permit you to use your own stationary, so you might want to stay with the classic style if
using your own stationary is important to you.
- 5/15/04 WINDOWS MAGIC (CD ROM version) PASSWORD feature has been deactivated due
to the number of support calls we were getting from people who had forgotten their
passwords or could not get into their program due to the password protection. If you must
have it, you can reactivate the PASSWORD feature by placing a "tilda" at the end
of line #39 of your USER DATA.
- 3/15/03 WINDOWS MAGIC (CD ROM version) now offers client file encryption for
those users concerned about HIPAA privacy regulations. We have had many inquiries
about whether MAGIC is HIPPA compliant. Even without encryption it is, because it
does not send files electronically; it only produces a file that is then sent
- 1/26/03 WINDOWS MAGIC (the CD ROM version only) can now print the entire
HCFA-1500 form including the red print on the form itself. In the past, when MAGIC
filled out the HCFA-1500 form, it did not print the red form; only the black text that
filled out the form was printed. Now, if you purchase the Windows version of
Practice MAGIC that comes on a CD Rom disk, the program can print the entire form on a
color printer. Note, that it is far more economical to use preprinted forms. [As
always, you can buy preprinted HCFA-1500 forms from a stationary or business supply store
like Office Depot or purchase them from us (Cornucopia Software) in smaller quantities.]
- 6/25/01 WINDOWS code for MAGIC to hotsync with PALM PILOT is complete. (There is
an extra $50 charge for this feature.)
- 3/22/01 MAC code allows appointment dates to be entered directly onto the
on-screen HCFA-1500. This feature has been part of the Windows version for more than a
year, and has been very popular so it has now been added to the MAC version. Also
added is the option in the FILE menu of printing onto a HCFA-1500 form directly from the
on-screen HCFA-1500 without having to return to the Calendar screen.
- 3/11/01 Corrections to Windows and MACintosh codes
Both Windows and MacIntosh versions of MAGIC had a
problem during Feb/March of 2001. They involved a February 29 date being inserted
into the calendar under certain conditions. When this happened and the calendars
were saved, the appointments on March 1 were saved as occurring on February 29 and all
March appointments were saved to one day earlier than than the actual day on which they
occurred. This has on at least one occasion caused a therapist to send out an
inaccurate insurance forms in which the dates of service were one day off. This
problem has been corrected.
- 6/26,/2000 - Electronic Claims Submission
Electronic billing of
insurance carriers has now been simplified using Practice MAGIC. Magic now offers the option
of "print form to disk file" from the CMS-1500-on-screen display or from the new
CMS menu on the Calendar screen. This option will cause the CMS-1500 to be written
to a disk file that can then be transmitted directly to the electronic claims clearing
house of your choice. The clearing house will provide the software for sending them
the file. It is still necessary for practitioners to pay for the services of the
electronic claims clearing house to whom they contract to submit claims, however some are
free. We recommend www.eclaims.com or
- If you have any questions, e-mail us at .
- 7/ 27/99 - modifications to Windows Practice MAGIC
- New feature allows dates of service and procedures to be inputted directly into
on-screen HCFA-1500 form. (These are automatically transferred to the MAGIC calendar.) A
new menu heading called "HCFA-1500" provides in one place all the functions that
would be required by someone only interested in filling out HCFA-1500. The entries
are in the order one would use them: add a client, edit the client information on an
on-screen HCFA-1500, and print it.
- Corrections to MACintosh code made 12/24/99
- Correction of a Y2K bug which caused an error message when jumping from a calendar page
in 1999 to one in 2000.
- Correction of a Y2K bug which caused the wrong year to be displayed at the top of the
screen when paging up from December, 1999 toJanuary, 2000, and visa versa although the
proper calendar was actually correctly dispayed.
- Correction of an incompatibility that caused certain printers to drop the first letter
of the therapist's name and address lines when printing statements formatted to fit into
- (For both MACintosh and Windows) Addition of the therapists telephone number after the
information lines at the bottom of statements formatted to fit into double-windowed
- If you are experiencing a
problem installing onto an XP system in which you are receiving an error message about 16
bit software, please contact us by telephone or by e-mail at our support address, . We
will respond by providing you with a new web address from which to download Practice