DPS (Denticon Practice Services) Conversion Process - After Live Date : Office Responsibility

Office Responsibilities

 Trial-Final-Live

• Trial Extraction
  • Black out period: Any appointments made after the trial extraction date [DATE] will be the office responsibility to submitted through Denticon in an appointment card. (This means you will have it in your legacy software and then “double” enter it into Denticon so we can verify the insurance).
    • It is recommended that this be done for all appointments for a week, [DATE RANGE], after the live date. After that the remaining appointments will be pulled over once DPS (Denticon Practice Services) does the final conversion report.

• Verifications
  • DPS cannot complete each request entirely until the final conversion has taken place. All plans will be created and entered into the system set up and attached after the final conversion before your start day.

• Final Conversion
  • DPS is notified that the final conversion has taken place on [DATE] and our team will attach each insurance plan that was verified on each patient in Denticon.
  • Patient does not have insurance attached
    • 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.
      • If found and complete but not entered into the patient chart, look up the group number in the plan set up and attach.
      • If found and not complete submit a ticket to DPS via Denticon
      • If not found; submit a ticket to DPS via Denticon
        • Help>Help Portal>Upper Right Submit a ticket

• 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.
    • 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.
  • Patient does not have insurance attached
    • If you find that someone is missing insurance being attached check the verification report.
    • If found and complete but not entered into the patient chart, look up the group number in the plan set up and attach.
    • If found and not complete submit a ticket to DPS via Denticon
    • If not found; submit a ticket to DPS via Denticon
      • Help>Help Portal>Upper Right Submit a ticket

Updating Conversion Insurance

1. Print the Update Patient Insurance Conversion List By Appointment or
   1. From Schedule click the Appointment then click the House Icon
   2. From Schedule Right click the Appointment Card > Go To > Patient Overview

2. In the Patient Overview…
   1. Click on the “Primary” word under Dental Insurance Section (and/or Secondary where needed)

The “converted” insurance information will display in the Notes section.  Use this information to update the patient record in the Primary Insurance Conversion Carrier, these are the following options (plus random private payers, but will fix those).

In the top left box, in the SEARCH TEXT box, enter the number that corresponds above.

Verify the remaining deductible & maximums for the year based on your previous software or insurance verification.  If it is an in-house plan – Update the Subscriber Plan Effective Date/Term Date.

Go to the TX plan by clicking the  icon.

Elect the correct Treatment ID (TID) and/or Plan ID (PID), typically it is 1.  And choose Re Estimate

This will shift the Estimated portion from Patient to the correct Estimated patient/insurance amounts

Go back to the Patient overview and edit Patient Information and click edit .

Remove UP type and select the correct patient type. Example, PreMed, Senior, etc.

Update the relationship to the Responsible Party if needed.

OTHER ITEMS

Click on the “other family members” icon (multiple people).  Make sure to update all people on the plan.  One the family has been updated Change the Responsibility Party to the correct “Account Type.  Example Cash, or PPO.

Update the Production Type and Confirmation status in the appointment if needed