Denticon Setup Guide - Account Setup

Welcome to Denticon! The first steps to completing the setup of your Denticon account will be located in the Account Info screen. Any changes that take place under the account setup section will make global impacts to all locations.

Begin under the ‘Setup’ dropdown menu and select ‘Account Info’.

Basic

• The first tab to look at is titled Basic.
• Click Edit in the lower right corner.
• Denticon Account #: The account number is the same as the PGID (Practice Group ID). When interacting with PlanetDDS, we will frequently ask you for your PGID as a way to identify your practice.
• Account Name: Corporate or Group name
• Account Short ID: This field is no longer used
• Contact Last, First: Main point of contact for the organization.
• Corporate Address: If the corporate address differs from that of the dental office, the corporate address can be listed on statements.
• Email: Main point of contact email address.
• Phone: Main point of contact phone number
• Phone 2: Allows for a secondary phone number to be listed on file

• Current Culture: This is will update the way certain items will display. For example, the tooth chart may display as UR1, UR2 instead of 1-32. Additionally the date will appear at day/month/year instead of month/day/year.

Custom Fields

• Custom Field 1: Used as Data Tag options in Custom Letter
• Custom Field 2: Used as Data Tag options in Custom Letter

Corporate Logo

• Organization can upload their logo. The logo can only have a JPG, PNG, GIF, or BMP format. The maximum image size is 2 MB. Optimal image ratio is 2:1. The corporate logo can be used on statements for centralized billing, can appear in letters, forms and more.

Corporate Statement Address and Phone

• Use Corporate Adress and Phone: If the box is checked, the corporate address set up on this page will be used.
  • The option to use a separate corporate statement address and phone number is available.
• Phone: If the phone number field is left empty, the statement report will print the Practice Group phone.

Advanced

Options

• Theme: A list of color schemes is available to select from. The default is Blue, but there are several variations. Grey is generally not recommended as it can be difficult to read.
  • Note: Eventually, all accounts will display the Blue theme.
• Enable Full Screen:
  • Options: Check box for yes or No
  • By checking this box, Denticon will be able to fill out more current monitor sizes and aspect ratios. Leaving the box unchecked will reduce the size of the screen. This is only used in cases where the monitor is square in shape.
• Fee to Print on Ortho Claim:
  • Options: UCR or Total Ortho Amount
  • When generating claims with ortho contracts, there are two choices of which fee to print, either the UCR amount for the procedure code, or the Total Ortho Amount. The Total Ortho Amount is generated based on the contracted rate of any insurance plan attached but can be manually adjusted in real time as necessary.
• Ortho Visit Code:
  • Options: Any procedure code. Denticon’s best practice is to use ‘D8670A’.
  • If using the ortho treatment card, this code will be charged out to the patient’s ledger each time a visit is logged in the treatment card.
  • It is recommended to use a code that is different from the ‘Monthly Ortho Posting Fee Code’ so the office can tell when the patient was seen vs the monthly contract charge. Generally, there is no fee for code ‘D8670A’.
• Maximum Treatment Plan Discount:
  • Options: 0%-100%
  • When treatment planning, users can apply a percentage-based discount to individual line items but only up to the maximum percentage set here. The discount amount is presented when printing a treatment plan. The system will not allow the user to “auto” apply a discount greater than the amount set.
    • Note: Users can still provide manual discounts in the form of an adjustment outside of this discount should the user have that permission.
• Treatment Plan Discount Code:
  • Options: Adjustment types set with a class of “Treatment Plan Discount”
  • The Treatment Plan Discount Code is applied to the ledger once a service that has a discount applied to it is posted to the ledger. This discount code will be used for the treatment plan discount described above. Frequently, the adjustment code is ‘Courtesy Discount’, but the code and description can be updated in the Payments/Adjustments setup section.
    • Note: For more information about adjustment codes, see the Payments/Adjustments Setup User Guide.
• Per Visit Co-Pay Code:
  • Options: Any Procedure code. Denticon’s Best Practice is to use ‘ZCOPAY’ as the code.
  • Insurance plans in Denticon can be set up to charge a ‘Per Visit Copay’. Any time a code identified as a ‘Visit Code’ is charged out, the ‘Per Visit Copay’ will be charged out along with it. The ‘ZCOPAY’ code is identified as the best practice as it is created as an internal code and therefore not set to bill on a claim as the per visit copay is strictly a patient portion.
• Only Show Office Items in Default Patient Fee Schedule:
  • Options: Checkbox for Yes or No.
  • By selecting ‘Yes’ to this option, outdated and/or unassigned codes can be omitted/excluded from an office fee schedule, and will decrease time to enter a fee schedule since only desired codes will appear for fee entry.
• Statement Close Out Individual Statement:
  • Options: Checkbox for Yes or No
  • By checking yes, this will allow a user to close an individual account statement. Closing out of the statement will decrease statement length and associated costs. By closing out the individual account statements, this can reduce the amount of billing statements and help spread out cash flow.
• Statement Update – Close Out All Statements Including Zero and Credit Balance Statements:
  • Options: Checkbox for Yes or No. Denticon’s Best Practice is to check ‘Yes’.
  • By checking yes to this option, patient/accounts with zero balances or credit balances will have their statement close out date updated. If in the future that patient does have a balance and a statement generated, the items listed on the statement will only include items from the most recent statement date and not all ledger history.
    • Note: As a product of selecting yes to this option, the number of pages generated for the statement may be reduced.
• Show Booked Production in the Scheduler:
  • Options: Checkbox for yes or No
  • If set to yes, the total value of services that are attached to appointments for the current view will display in the schedule title bar. That value amount is a hyperlink that when clicked with display the details of that value.
• Auto-Post Periodic Contract Charges:
  • Options: Checkbox for Yes or No
  • By checking the box for yes, Denticon will auto post contract charges (regular payment plan, ortho patient and insurance payment plan) so that users do not have to remember to perform this task. Every night at 11:45PM PST, the charges for the day will be processed.
  • Note: If a credit card is stored on file with the contract, the card will be charged the same day/time as the charge.
• Show Patient Flash Alerts if Insurance in NOT Eligible:
  • Options: Checkbox for Yes or No
  • If checked yes, a system generated flash alert with ‘Block Charges’ will appear on any patient who’s insurance is not eligible. ‘Block Charges’ will prevent any services being posted to the ledger, as well as prevent any new appointments being created or modifying any existing appointments for the patient.
  • Note: this alert will appear if eligibility is manually updated to ineligible, as a result of auto-RTE defining as ineligible, or by checking using real-time eligibility (RTE) and the result is ineligible.
• Pronoun Field Visible:
  • Options: Dropdown for Yes or No
  • By selecting the option for yes, the field to select preferred pronouns will be displayed on the patient overview screen, scheduler as well as on the patient registration form(s). (Both electronic and paper forms)

Required Fields 

• Patient and Responsible Party Phone Number Required:
  • Options: Check box for Yes or No. Drop Down includes: Any, Cell, Work, Home.
  • Denticon’s Best Practice is to have any phone number set as required.
  • This section determines whether or not a phone number is going to be a required field or not. If selected yes, then the specific phone number type can be specified to Cell, Work, Home, or, Any number.
• Patient Date of Birth:
  • Options: Dropdown for either Required or Not Required. Denticon’s Best Practice is ‘Required’
  • By selecting yes, a date of birth will be a required field.
  • Note: Patient Date of Birth is needed for insurance and the tooth chart will default dentition for new patients based on age.
• Patient SSN (Pat Reg Only):
  • Options: Dropdown for Required or Not Required
  • If selected as required, when patients complete the electronic registration forms online, the SSN field will be a required field.
• Patient and Responsible Party Email Required:
  • Options: Checkbox for yes or No
  • If selected as Yes, the email field will be required on the patient overview and responsible party screens as well as the electronic registration forms. Within Denticon there is a button to ‘Bypass’ collecting this information, however it will be required from the patient when completing the online forms. Collecting patient and responsible party email addresses will help the practice communicate better with the patient, particularly if the office is utilizing Denticon Patient Engagement (DPE)

Third Party Settings

• EDI Vendor:
  • Options: EHG
  • Clearinghouse selection. Typically EHG, which is DentalXChange.
• Use Lighthouse:
  • Options: Checkbox for Yes or No
  • This option would be checked yes if the organization is subscribing to Lighthouse services
• Use Auto-Recurring Payments with Transfirst:
  • Options: Checkbox for Yes or No
  • If the organization is subscribing to Transfirst/OpenEdge for payments and they would like to be able secure a card on file for automatic charges to the associated card when using payment plans, then the checkbox should be checked.
• Transworld – Get Accounts Across All Offices:
  • Options: Checkbox Yes or No
  • If the organization subscribes to Transworld collection services, this allows all offices to share the same settings
• Transworld – Get Accounts – Use This Office Settings:
  • Options: All OIDs or ‘Use Responsible Party Home Office’
  • Whatever settings are identified in the Office Setup under the Integrations tab will be used as the default settings for Accelerator #days, Profit Recovery #days and Collection #days.
  • Note: For more information, see the Office Setup guide in the Integrations tab section
• Transworld – Portal URL:
  • Options: URL
  • If subscribing to Transworld, the URL for the portal will be listed here.

• XVWeb (if Applicable):
  • Options: URL
  • If subscribing to Apteryx, the XVWeb URL will be inserted here.

Ledger Colors

• Options: Different colors
• The colors selected here will impact the color pattern displayed in the ledger.

Default Settings

• Charting Option:
  • Options: Sub Menu (Default) or Tiled Interface
  • When making selections in the restorative chart, the options to select charted items will display as either a menu or with image previews of said options.
• Default Charting Tab:

• • Options: Pre-existing, Completed, TX Plans.
  • Denticon’s Best Practice is to set the Default Tab to ‘TX Plans’
  • When accessing the restorative chart, there are three tabs available for review: Pre-existing, Completed and TX Plans. The recommendation is defaulting the tab to ‘TX Plans’ because this will default to display the active, pending treatment planned items. The treatment plan will default to ‘Pre-Existing’ for new patients regardless of selection.
• Show Production Colors in Appointment Units:
  • Options: Checkbox for Yes or No
  • This option allows to see both provider color and scheduler production type in an appointment.
  • Note: This will be the default setting when creating users. Each user will have the ability to turn this option on or off in their own settings. For more information, see the User Setup guide.
• Model Office:
  • Options: Any OID. Denticon’s Best Practice is to set one location as the model office
  • When adding new offices to the account, the items in the model office can be quickly and easily copied to the new office in the Office Assignment tab.

• Default Treatment Plan Filter:
  
  • Denticon’s Best Practice is to set the Default Treatment Plan Filter to ‘Only Incompleted’ When accessing the non-graphical treatment plan, several filter options are available. It is recommended to set the option as ‘Only Incompleted’ since generally, if a user is looking at a treatment plan, they are usually searching for items that need to be done. Since this is the most common view, it is recommended as the default option.
• Insurance Payment: Credit Ins. Over Payment to Patient:
  • Options: Yes. Denticon’s Best Practice is to leave this as Yes
  • Currently the option is only available as Yes. Any changes to this option must be complete by Denticon Development Ticket. (This feature does not complete the offsetting auto adjustments when ins overpays. If turned on the Overpayment is always absorbed by the office credit does not go to the patient. If insurance refund is needed additional multiple offsetting adjustments must be manually made.
• User Password Expiration Limit:
  • Options: 15 days, 30 days, 60 days, 90 days, 120 days, 150 days, 180 days, 365 days
  • This setting determines how frequently a user’s password needs to be updated.
• CareCredit Payment Type:
  • Options: Payment Types with a class of ‘Care Credit Payment’
  • When payments are collected through the integrated CareCredit portal, payments will be posted with this payment type.
• CareCredit Refund Type:
  • Options: Collection Adjustments with the Class of ‘Care Credit Refund’
  • When refunds to CareCredit are processed through the integrated CareCredit portal, this adjustment will be posted to the account.
• Scheduler – Show Non-Working Days:
  • Options: Checkbox for Yes or No
  • If the box is checked ‘Yes’ then all columns will display on the schedule including days that the provider is not working. If the checkbox is unchecked, then only the providers who have an open schedule for that day will display.
• Email Receipts to Patients:
  • Options: Checkbox Yes or No
  • Denticon will automatically generate email receipts for payments made by patients in the Payment Portal and when contract payment plans are posted.
• Default Fee Increase Code:
  • Options: Adjustment Code that has a sign of (+)
  • When paying off a claim in the insurance payment screen, if the contract amount is greater than the expected amount, this adjustment code will be defaulted to reflect the increase in the contracted rate. This adjustment code can be changed in real-time when paying off a claim if necessary.
  • Note: This feature is part of a future feature release.
• Default Fee Decrease Code:
  • Options: Adjustment code that has a sign of (-)
  • When paying off a claim in the insurance payment screen, if the contract amount is less than the expected amount, this adjustment code will be defaulted to reflect the decrease in the contracted rate. This adjustment code can be changed in real-time when paying off a claim if necessary.
  • Note: This feature is part of a future feature release.
• Default Transfer Code:
  • Options: Adjustment types set up with a sub type of collection, sign of (+), and class of Insurance Adjustment
  • When paying off a claim in the insurance payment screen, if the insurance payment amount is greater than the estimated insurance amount, the transfer code will be applied. This code will be applied regardless of whether or not the contracted rate is higher. The adjustment code can be changed in real-time when paying off a claim if necessary.
  • Note: This feature is part of a future feature release.
• Default Write Off Code:
  • Options: Adjustment types set up with a sub type of production, sign on (-), and class of Insurance Write-Off
  • When paying off a claim in the insurance payment screen, if insurance pays less than expected, and a write-off is determined to be appropriate, this default code will display. The adjustment code can be changed in real-time when paying off a claim if necessary.
  • Note: This feature is part of a future feature release.

Payment Portal

• Payment Portal Posting Office:
  • Options: Responsible Party Home Office, Current Session Office, All OIDs that have integrated payments and have identified accepted credit card types
  • The selection will determine which location payments made in the payment portal will post. Only OIDs that have integrated payments, as defined in Setup - Offices - Integrations, will be eligible to utilize the payment portal.
• Payment Portal – Post Payment To Responsible Party:
  • Options: Checkbox Yes or No
  • If using the payment portal, payments posted will be applied to the Responsible Party and applied First In, First Out.

Holidays

Denticon Holidays is a tool to control the opening and closing of schedules. Creating holidays in the account setup will add open or closed days to all OIDs. There is a hierarchy of holidays, the higher on the hierarchy, the more priority it takes.

In the edit screen, the option exists to add Federal Holidays, and can be done one year at a time.

• Keep in mind that any non-federal holidays will be added manually.
• Existing holidays can be managed with the edit icon or red trash can icon.

Adding a new holiday aside from the federal holidays give us several options to manage opening/closing of the schedule:

• Options: One Time or Recurring
• Options “Type”: Office Closed
• Options Recurring “Days of Week”: Everyday, Every Week, Every Two Weeks, Every Three Weeks, Every Four Weeks
• Note: In Office setup as well as Provider setup, the option for Type will have ‘Office Closed’ AND ‘Office Open’.
• To close the office for a single day: Select the option for ‘One Time’ and choose the Type as ‘Office Closed’. Choose the date the office should be closed and add a description.

• Recurring holidays can be set to occur every day, every week, every two weeks, every three weeks, or every four weeks. Based off the day of the week that the holiday is set, all future interval holidays will land on that day. (e.g. open every other Saturday: create first holiday date on a Saturday the office will be open and set ‘Days of Week’ to ‘Every Two Week’)
• A ‘From Date’ and a ‘To Date’ must be selected to identify how long the recurring holiday should be set in place.

Communications

This section is used for Twilio registration for two-way communication/texting. The implementation coordinator will assist with setting up these items.