Denticon Setup Guide - Office Setup

Office Setup will take us through the steps of creating an office location in Denticon. Throughout the process there will be times that additional information or setup items will need to be created or in place prior to finalizing the office setup.

Office Info

• Begin under the ‘Setup’ dropdown menu and hover over ‘Offices’ and select ‘Office Setup’.
• Entries in this section are office or location specific.

Office Information

• The first office entered in to your PGID will come with an Office ID, or OID, of 100. Each sequential office added will increase in number one at a time.
  • Note: For larger groups that wish to have a centralized office for billing, it is recommended that the first OID set up is for the central billing office.
• Office Name: Name of the office.
  • Denticon’s Best Practice is to use the official name of the office as this name will be used in several places including statements and patient communications.
• Short ID: The short ID is used as an identifier for the office and will display in areas such as the treatment plan, ledger, patient dashboard and in reporting.
• Treating Address: Physical location of the office that will be reported on claims.
• Time Zone: The time zone is recorded in many areas in Denticon to report when certain things took place such as the entry of progress notes (clinical notes), patient notes, scheduling of appointments and more.
  • Note: Progress Notes, Patient Notes and Audit trail times are recorded in PST.
• Phone 1: Main phone number for the location. This phone number will appear in several areas such as statements, printed treatment plans, consent forms, printed prescriptions, and other documents. etc.
• Phone 2: This field can be used to record a secondary phone number if necessary.
• Fax: This field can be used to record the fax number.
• Email: The email address provided can be used in patient communication and as a data tag for creating campaigns using Denticon Patient Engagement or in letters and forms.

Other Information

• Tax ID#: Tax ID for the location.
  • Note: This is not the only location a Tax ID# can be stored. See the Provider Setup User Guide for more information.
• Insurance Billing Provider:
  • Options: Dropdown menu to choose a provider
  • Insurance billing provider information populates Box 48-52 on the ADA claim form. For single doctor locations, using that doctor as the insurance billing provider is acceptable. For multi-provider locations, a billing provider will need to be setup.
• Billing License# to Use In Claims:
  • Options: Use Treating Provider’s License or Use Billing Provider’s License
  • The Billing License # will be used on claims that populates in Box 53-58 on the ADA Claim form. Generally, the Treating Provider’s License is used here for multi-provider locations when a type 2 NPI type corporation that does not have a license number.
• Opening Date:
  • Options: Date selection
  • This field allows the recording of the office opening date, however, this is not a required field.
• Office Group:
  • Options: None or one of the created office groups
  • Office Groups allow offices to be grouped based on things such as location, zip code or region. These groups can be used for things such as patient search and reporting.
  • Note: For more information about creating Office Groups, see the Office Groups setup user guide.
• Default UCR Fee Schedule:
  • Options: Any existing fee schedule
  • The default UCR Fee Schedule will be the base of the fee schedule hierarchy and will be used to determine the fee for services. The fees from this selected fee schedule will also be used on insurance claims should the insurance plan setup bill fees at UCR.
  • Note: For more information regarding fee schedule entry, hierarchy and insurance plan setup, see the corresponding setup user guides.
• Default Fee Schedule:
  • Options: Any existing fee schedule
  • A secondary fee schedule may be assigned to patients that can be used if the office would like to default fees to a different amount than the office UCR. By doing so, the fee to print on claims will remain UCR, but fees charged to non-insurance patients may pull from a separate fee schedule than the UCR.
    • An example of when this may be used if the office wished to bill insurance at their UCR but for non-covered services the fee would drop to a reduced fee.
• Scheduler Time Interval:
  • Options: 10 or 15 minutes
  • Appointments on the schedule can have an interval of either 10 minutes or 15 minutes.

Custom Fields

• Custom 1: This custom field can be used as a data tag in custom letters
• Custom 2: This custom field can be used as a data tag in custom letters

Statement

The purpose of the Statement tab is to set up statement messages and what location information will be listed on the statement.

• Copy Office Statement Messages From:
  • Options: Any existing OID
  • If statement messages have been set up on one location or OID, then those messages can be copied over to other locations.

Office Schedule

Monthly Statement Messages:

• General Message: This message will be included on all statements regardless of aging
• Current Message: Statement message included on statements with balances in the aging bucket of under 30 days
• 30 Day Message: Statement message included on statements with balances in the aging bucket between 30-59 days
• 60 Day Message: Statement message included on statements with balances in the aging bucket between 60-89 days
• 90 Day Message: Statement message included on statements with balances in the aging bucket between 90-119 days
• 120 Day Message: Statement message included on statements with balances in the aging bucket over 120 days

Statement Settings

• Correspondence Name:
  • Options: Free text area
  • This field should contain the office name in the way it should appear on the statement
• Current Logo Option:
  • Options: Use Office Logo, Use Corporate Logo, No Logo
  • Ability to choose which, if any, logo will be printed on the statement.
• Logo:
  • Options: JPG, PNG, GIF and BMP format images, max size 2 MB and ideal 2:1 aspect ratio
  • Add the office specific logo in this section.
• Statement Name, Address and Phone:
  • Options: Use treatment name, address and phone; Use corporate name, address and phone; Use office statement address and phone; Use corporate statement name, address and phone
  • When generating statements, the selection here will be printed on the statement.
    • Note: Treatment name, address and phone, corporate name, address and phone and corporate statement name, address and phone have been filled in previously in other fields and will be pulled in here based on the selection. Only the ‘Office statement address and phone’ allow users to enter in different information.
• Print Payment Portal Message on Statements:
  • Options: Checkbox for Yes or No
  • If the organization is using an integrated credit card processor as defined in ‘Setup - Offices - Integrations, a QR code can be printed on the statement so patients can pay their bills online.

Integration

The Integration tab houses office specific information for items such as clearing house, integrated collections agency, e-Prescribe, Imaging, Merchant Services and more.

EClaims

• EClaim Type:
  • Options: EHG
  • This field is to list DentalXChange (DXC) as the clearinghouse for electronic claims.
• EDI Vendor Username & EDI Vendor Password/Confirm EDI Vendor Password:
  • Options: DentalXChange username & password
  • Once enrolled with DentalXChange, a username and password will be set up for the location.

Transworld

• Transworld Accelerator Acct & Transworld PR/Collections Acct
  • Options: Account name/number for Transworld
  • If using Transworld, these fields will be used for the account name/number for the Transworld accelerator account and the profit recovery/collections account.
• Transworld UserID & Password
  • Options: UserID for Transworld account
  • Enter the Transworld user ID # and password in these fields to access Transworld account through Denticon.
• Accelerator #days:
  • Options: Number of Days
  • The number of days entered here will determine at what aging will accounts be sent to Transworld Accelerator.
• Profit Recovery #days:
  • Options: Number of Days
  • The number of days entered here will determine at what aging will accounts be sent to Transworld Profit Recovery.
• Collection #days:
  • Options: Number of Days
  • The number of days entered here will determine at what aging will accounts be sent to Transworld Collections.

CareCredit

• CareCredit Merchant ID:
  • Options: CareCredit Merchant ID number
• Disable Batch Quickscreen:
  • Options: Checkbox for Yes or No
  • The Batch Quickscreen (BQS) is a feature that displays CareCredit account status following a screening request sent the night before a patient’s appointment. CareCredit will complete a soft inquiry to the patient’s credit to see whether or not they would be pre-approved for a CareCredit account, if they have an existing account or if the patient will need to apply outside of Denticon to complete the application. Disabling the BQS will turn the batch request off but will not impact the ability to utilize the CareCredit integration for payment processing.

Imaging System

• X-Ray System
  • Options: a dropdown menu containing wide variety of different imaging systems
  • Using the dropdown menu will identify the imaging tool that the office will use.
• X-Ray System Link
  • Options: drop down menu with selection for Use Denticon Patient ID, Use Denticon Chart #, Use Denticon Chart # if not empty.
  • This selection will identify how the imaging system will communicate with Denticon and link images to patient records.
• X-Ray System Mode
  • Options: Default
  • No additional options can be selected for this field

Imaging System 2/3

• Denticon allows for up to three different imaging systems to be integrated in the office. This is useful for offices that use Apteryx imaging or have a 3D imaging machine.

Dentiray

• Dentiray
  • Options: dropdown choice of ‘Compressed Med Quality(faster)’ or ‘Uncompressed High.Quality (slower)”
  • When using Apteryx imaging, the choice of image quality is selected. Generally, the Med. Quality is selected.

Transfirst/Open Edge

• Device Type:
  • Options: Dropdown list containing choices for: None, OpenEdge, USB Card Reader, VX805 Chip Reader
  • This field sets up the integrated payment processing and links the merchant services to the office. Based on the selection, options to add the merchant services account information will display.

Dosespot

• DoseSpot Clinic ID
  • Options: Free text field to insert Clinic ID number
  • For those using ePrescribe through DoseSpot, enter the Clinic ID in this field.
• DoseSpot Clinic Key
  • Options: Free text field to insert Clinic Key
  • For those using ePrescribe through DoseSpot, enter the DoseSpot Clinic Key in this field.

Payment Portal – Accepted Credit Cards

• American Express, Mastercard, Visa, Discover
  • Options: checkbox Yes or No; if yes, dropdown menu to choose payment type
  • If using an integrated credit card partner, this section will allow the organization to elect which payment methods are accepted. If the checkbox is selected ‘Yes’ next to any of the options, a dropdown menu will appear to choose the appropriate payment type. The payment types listed here have been identified as ‘Show in Payment Portal’ in the payment setup.
  • Note: For more information about creating payment and adjustment types, see the Payment/Adjustment Types Setup User Guide.

Operatories

This section adds available columns to the schedule. The term ‘operatories’ does not necessarily correspond to physical chairs or rooms, but rather how many columns will each provider or office need.

When viewing the Daily View of the schedule, the columns (operatories) will be organized in alpha numeric order. This may or not be the ideal organization of the columns, but the order can be modified when creating custom user views.

• Note: for more information regarding User Views, see the Scheduler Setup User Guide.

When creating operatories, it is important to keep in mind that Denticon’s Best Practice is that providers do not share columns.

• Note: For more information on Provider operatories, see the Provider Setup User Guide.

Schedule

This section sets up the overall office schedule.

When viewing the schedule in the Daily View, the schedule will reflect the office hours.

• Note: When using the custom User Views, the schedule will reflect the provider working hours.

Holidays

Denticon’s Holidays is a tool to control the opening and closing of schedules.

• There is a hierarchy of holidays, the higher on the hierarchy, the more priority it takes.

• Adding a new holiday gives us the option to manage opening/closing of the schedule.

• • Options: One Time or Recurring
  • Options “Type”: Office Closed or Office Open
  • 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.
• A one time Holiday will open or close the schedule for an individual day.

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.

• If the office needs to open a day that is normally closed, the type can be set to ‘Office Open’, which will allow users to set the start and end time as well as schedule a lunch start and end time. A description is required for the holiday. The office open holidays can be set as recurring with the same principles as singular recurring holidays for office closed.

• The holidays added for a location can be copied to another location using the ‘Copy Office Holidays From:’ selection. There are some filters available if needed to copy only selected holidays from a date range. From there, there is a choice to ‘Append’ or ‘Overwrite’ the holidays. Appending the holidays will leave the existing holidays and add additional, overwriting will remove existing holidays and replace them.
  • Note: When appending holidays, no duplicates are allowed.

Advanced

General Settings

• Annual Fin. Charge %:
  • Options: Number value from 0-100
  • If the office charges a finance charge for any contracts or for aging balances, the default finance charge is entered here.
• Minimum Balance:
  • Options: Dollar amount from $0+
  • Setting a minimum balance here will trigger the system to apply the finance charge for balances equal to or over the given amount.
• Minimum Fin. Charge:
  • Options: Dollar amount from $0+
  • When applying a finance charge, the amount entered here will be set as the minimum amount of a finance charge if the percentage and minimum balance equate to less than the minimum finance charge.
• # of Days Before Applying Fin. Charge:
  • Options: Dropdown menu containing a selection for 0 days, 30 days, 60 days, 90 days, or 120 days
  • On an aging balance, the finance charge will be applied at the selected interval.
    • Note: Finance charges should be run prior to generating statements.
• Sales Tax %:
  • Options: number between 0-100
  • If a procedure code is subject to sales tax, Denticon can calculate the amount of sales tax when generating a treatment plan or after the service has been charged.
• Insurance Group:
  • Options: None
  • This option is not currently in use.
• Scheduler End Date:
  • Options: Checkbox for Yes or No. If yes, a calendar box will appear to select a date.
  • If the office is closing, a scheduler end date can be added to close the schedule from that point forward and prevents appointments from being scheduled after this date.
• # of Days Allowed to Search from Current Date (AppointNow Only):
  • Options: Number value from 0+
  • For organizations using AppointNow (Online scheduling for patients), the value entered here will allow patients to search for appointments starting X number of days in the future. (X = number of days entered)
• # of Days Before Appt. to Check Eligibility:
  • Options: Number value from 0+. Denticon’s Best Practice is 2 days.
  • For clients enrolled with DentalXChange, Denticon can sweep the schedule and verify insurance eligibility a certain number of days in advance. Based on the value entered here, Denticon will run real time eligibility for patients with an insurance plan attached and update the status of the plan accordingly.
• Production Values for Managed Care:
  • Options: Any active fee schedule within the PGID
  • This purpose of this option is to be able to compare managed care fees for services scheduled to a different fee schedule. If a selection has been made to compare, the values will display on the schedule. The true value of the estimated production is listed followed by the value of production as estimated by the selected fee schedule.
• Send Ecard:
  • Options: Checkbox for Yes or No
  • If this selection is checked Yes, whenever an appointment is scheduled or moved, the patient will receive an email letting them know that an appointment has been scheduled. It is recommended that this option is turned off for offices that are converting as each appointment update will trigger a new email to be sent alerting the patient of the update.

Default Settings

• Default Place of Service:
  • Options: 11 – Office; 12 – Patient’s Home; 13 – Assisted Living Facility
  • The option defined here will be the default selection on the ADA claim form. ’11 – Office’ is typical unless the location is for a nursing home or at home visits.
  • Note: Additional places of service can be set up under Setup - Procedure Codes - Place of Service Codes.
• Default Pat. Request Appt. Duration:
  • Options: 0-240 minutes with time interval set under Info tab (either 10 or 15 minutes)
  • When patients book an appointment online using AppointNow, the selection made here will be the default appointment duration.
  • Note: Appointment times can vary depending on how the appointments are set up for AppointNow.
• Default Area Code:
  • Options: Three-digit number
  • When creating a new patient account, the default area code entered here will pre-populate in the patient’s chart as the area code for the phone number(s).
  • Denticon’s Best Practice is to leave this field blank.
• Default City, State Zip:
  • Options: Three boxes to fill with city name, state and/or zip code
  • Similar to Default Area Code, if this selection is made here, new patient accounts will have he defaulted city, state and zip code entered in their accounts. These values can be erased and modified on an individual basis.
  • Denticon’s Best Practice is to leave these fields blank.
• Default Preferred Provider:
  • Options: Doctor providers that have been set up and work in this location
  • When creating new patient accounts, the provider selected here will populate as the default provider for the patient.
  • For multi-provider locations, it is recommended to leave this field blank.
• Default Coverage Type:
  • Options: No Coverage, Primary Dental, Secondary Dental, Primary Medical, Secondary Medical
  • When creating new patients, the selection for ‘Coverage Type’ will be pre-selected based on the choice made.
• Is Ortho Office:
  • Options: Checkbox for Yes or No
  • For organizations using the Ortho Treatment Card for ortho visits and tracking, this option must be selected ‘Yes’.

Patient Check-In

There are three open fields for letters to be selected in this section. When the online patient registration link is sent to patients, these forms will be sent along with the medical history and patient information sections. These forms will be required to be completed by the patient prior to submitting their registration forms.

The three form categories are:

• Default HIPAA Notice
• Default Consent Form
• Default Additional Consent Form

The consent forms in these fields typically include documents such as office policies, cancellation policy, payment policy, etc.

Denticon Patient Engagement

• Effective Date:
• Options: None available

If Denticon Patient Engagement (DPE) is enabled for the office, an effective date will be listed. If the field is blank, DPE is not enabled for the location.

SmartAssist

SmartAssist is a tool designed to help ensure that certain tasks and functions are completed for a patient before, during, and after their appointment. Each of the sections can be checked to be available or disabled.

When reviewing SmartAssist on the schedule for a patient, items with a red X denote that an action is required, a green check mark indicates the field has been satisfied. An orange circle with a line through it in the Eligibility field indicates that the patient does not have an insurance plan attached to the account.

• Payment: This option will indicate whether or not the patient has an outstanding balance. A red X indicates the patient has an outstanding estimated patient balance, a green check would mean there is no outstanding estimated patient balance.
• Option: There is an additional option to ‘Include selected Appointment’s unpaid balance’, which if selected, would display a red X if the services attached to the appointment would create a patient balance. This can serve as a reminder that the patient will owe an out of pocket for the days visit.
• Email: This option identifies whether or not the patient has an email address on file.
• Cell Phone: This option identifies whether or not the patient has a cell phone number on file.
• Eligibility: This option identifies whether or not the patient’s primary dental insurance is eligible or not.
• Medical History: This option identifies whether or not the patient’s medical history is up to date. There is a setting to identify at what frequency the medical history form needs to be updated.
• HIPAA: This option allows for the HIPAA document to be tracked to ensure that all patients have signed the acknowledgement. A HIPAA form can be selected from the letters dropdown, and a frequency can be set in case there is a need.
• Consent Form 1-4: There can be up to four additional documents along with the HIPAA form that can be tracked for completeness or to ensure that they are current on their forms. Each form can have it’s own renewal frequency.
• Progress Note: This option will identify whether or not a progress note has been written for the patient’s appointment.
• Ledger Posting: This option will identify whether or not services have been posted to the ledger for this patient’s appointment.
• Next Appointment: This option will identify whether or not the patient has a scheduled next appointment.