Conversion Process Overview
This is an overview of PDDS Conversion process and how DPS interacts as far as Eligibility and Benefits Verifications offering (known as Verifications). This document describes the Planet DDS Trial Conversion, Verifications, Final Conversion and Post Conversion processes.
We suggest that you print out this document and have it available for office staff to reference.
Overview
Post-trial conversion of data into Denticon DPS will run a report and enter all patients that need insurance verified that have a specific carrier, verify that insurance, and enter the plans into your Denticon system. After your trial conversion DPS will attach the individual insurances to each patient that was verified so as the staff goes live on the first day the insurance will be loaded and help ease the check-in/check-out processes.
Within this document you will find information on:
- Set-up Information Needed
- Trial Conversion
- Verifications
- Final Conversion
- Post Conversion
Setup
If you have not made arrangements to utilize DPS for your conversion process please contact your Denticon Account Manager for details by submitting a Denticon Ticket. Please follow this link to "How to submit a ticket". The Denticon support team will make sure it is routed to your account management team.
Add any web logins per provider (they can share the same but need to be entered per provider for us to use).
- Providers > Provider Setup > Choose provider > Click on Carrier Login Tab > Edit> add login > remove old login (if any) > Save
Length of conversion process
DPS can verify for as far out in advance as you would like. Indicate how many days/weeks/months do you want DPS to perform these actions?
Carrier/Office parameters
DPS is here to assist as best we can, so if you have certain carriers that you would prefer to verify in the office rather than to DPS we will need specific instructions. Example: HMO plans, Medicaid, etc..
Trial Conversion : How Conversion requests are submitted
Once the trial conversion has taken place, all of the patients that have insurance will have the CONVERSION DEFAULT – Do NOT Delete! Change Pt Ins! Carrier listed. DPS will run a report found in Reports>Insurance Reports>DPS Eligibility Report>select the date range desired>uncheck “Include patients with no insurance>Print/Preview.
On the far right we will see the CONVERSION DEFAULT – Do NOT Delete! Change Pt Ins! Carrier as well as the converted plan and patient information.
DPS will go into the appointment scheduler and submit the insurance requests from each patient listed on the report (or the specific criteria set).
DPS cannot complete each request entirely until the final conversion has taken place. If we attached each request to the patient, when the Final Conversion takes place, all of the attached information will convert back to the CONVERSION DEFAULT – Do NOT Delete! Change Pt Ins! carrier. DPS will wait for the final conversion to take place and then attach each verification results to the patient.
Verifications
DPS takes the CONVERSION DEFAULT – Do NOT Delete! Change Pt Ins! report and updates each request that was submitted to show the proper carrier, phone #, and group # and proceeds with verifying the requests.
Once the plan information is complete, we enter each patient personal history information into the note section and we enter the plan into Denticon. At this point we cannot attach it to the patient, as previously described the Final Conversion will wipe out the attached plan but, any items entered in Denticon “set up” will remain. The setup information includes added carriers, fee schedules, fee schedule attachments insurance plans, and patient notes. At this point the only thing that remains is to attach the appropriate plan after the Final Conversion.
Final Conversion
The Final Conversions typically takes place on a Saturday around noon PST. DPS is notified that the final conversion has taken place and our team will attach each insurance plan to each patient in Denticon. These patient charts with insurance will be ready to go on your live date
Since some time passes in between the Trial Conversion and the Final Conversion DPS will run that Conversion report again after making all the appropriate attachments to gather any appointments/insurances that may have been added within that time. We will then verify for those insurances and enter them as they are verified.
Special Note: Insurances/Appointments entered after Trial Conversion and before Final Conversion will verified however may not be entered on time as we will have discovered them over the weekend and most insurance companies are not available to verify then. DPS will do their best to complete them as soon as possible.
Post Conversion
You may notice that some patients still have the CONVERSION DEFAULT – Do NOT Delete! Change Pt Ins! plan attached to their chart. This will indicate that the request is still in process or may need to be submitted.
- First check the verifications report under Utilities>DPS Insurance Verifications>Enter Date Range (Date range is Appointment Date). The search is office specific so if you have multiple locations please make sure you are in the correct location.
- Report column: If you see a View link, this means the request is completed and is most likely in process of being entered.
- Cancel button: The cancel button resides within each submitted request from the appointment scheduler. If the request is in pending status you may cancel it. If it is in progress it has already been started and cannot be cancelled.
If you would like to submit a request
- On the patient home page screen, you will see the conversion information. Please click on the word primary.
- Check to see if the plan has been verified by doing a group #, employer name, or carrier search.
- If the group is found, check to see if full benefits are listing on the plan tab, if so you will submit as a Re-verification
- If the plan is not found, make note of the subscriber information, group #, employer name, as well as the information in the Notes tab. Choose patient Rel to Sub to “None”, this clears out the attached Conversion carrier information.
Note: if you plan on submitting to DPS but need basic info, you can request a fax so you know they are coved and still submit to DPS for a full update.
Please see PDDS DPS Information document on how to submit insurance requests
Post Conversion – Helpful Report
Sometimes staff members will post procedures to the ledger before the appropriate plan has been attached by DPS. Denticon has a report that can show you if the staff has posted procedures to the ledger that may need adjusting to show the proper insurance before claims are sent.
Reports>Group Reports>Insurance Reports>Unbilled Report Due to No Insurance>Check the date range>Print/Preview
If you find that you do have procedures that need to be resubmitted with the proper insurance attached please discuss this with your Denticon Training Service Representative.