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.
- 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.
- 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: 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.
- 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.
- 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
Billing Provider
- Select Billing Provider:
- Options: Any existing Dentist provider or option to create a new 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.
- When creating a new office, the billing provider may not have been set up yet, so this field can always be updated later.
Fee Schedule
- Select Default UCR Fee Schedule:
- Options: Any fee schedule set up as an ‘Office’ fee schedule. Option to create a new one in real-time.
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.
Copy Setting
When creating a new office, Denticon provides the option of copying settings from an existing office. This is one example of how setting a Model Office in the Account Info page can help make the process of creating new offices easier. Some of the following items may or may not have been set up yet, so there is always an opportunity to come back to modify set up items.
- The fields seen on this screen are controlled in a different section of Office Setup, called Office Assignment, after the location has been created.
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- Note: For in depth explanation on controlling these item’s availability for each office, see the Office Assignment Setup Guide.
- Codes and Explosion Codes: Which procedure codes and explosion codes will be available.
- Production Types: Production types are a system of color coordinating appointments on the schedule.
- Users: Team members who have a Denticon user created.
- Providers: Available Providers that have been set up in Denticon.
- Notes Macros: Templates for creating notes, particularly clinical notes through Progress Notes.
- Holidays: Days open and closed outside of the normal schedule
- Statement Message: Message listed on statements based on aging bucket.
- Letters: Consist of items such as consent forms, appointment letters, financial disclosures and more.
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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 day’s 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 its 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.