Denticon Setup Guide - Provider Setup – Edit Provider

This section will provide instructions on how to set up providers for the organization.

• Access Provider Setup under Setup - Providers - Provider Setup

Info

Basic Provider Info

• Provider ID:
  • Options: None available
  • Provider ID is assigned to the provider in ascending numeric value as providers are added. This field is not editable.
• Short ID:
  • Options: Four-to-six-character identifier for the provider
  • The short ID is used in several places to identify the provider. Some of these locations include the treatment plan and ledger.
• Provider Type:
  • Options: Dentist, Hygienist, Assistant, N/A
  • Based on the provider type listed, the provider will be able to complete certain functions or will have their name be available to use in association with items such as procedures. A dentist will have more flexibility to have procedures associated with them than hygienists.
• Billing Provider:
  • Options: Checkbox for Yes/No
  • Checking this box will identify this individual provider as a billing provider.
  • Note: Billing Providers are excluded from selection when using the eReferral Manager.

• Last, First:
  • Options: Provider Last name, first name and degree
  • List the provider’s last name followed by the first name.
  • There is a dropdown box to select the degree type.
• Address, City, State, Zip:
  • Options: Address, city, state, zip
  • List the provider’s primary working address. This does not have to be the provider’s home address.
• Phone:
  • Options: Text box to list phone number
  • List the primary phone number for the provider. This can be the phone number of the provider’s primary office.
• Email:
  • Options: Text box to list email
  • List provider’s email address.
  • Note: The above fields such as address, phone and email can be used as data tags when creating documents.
• License #:
  • Options: Text box to list license number
  • The license number listed here will be used for billing purposes. This license number must match the provider set up in DentalXChange (DXC) in order to complete the provider match.
• DEA #:
  • Options: Text box to list DEA #
  • Record the dentist’s DEA number here. For providers with a provider type of ‘Dentist’, this is a required field. Other provider types do not require a DEA number. If utilizing DoseSpot for electronic prescriptions, the DEA number listed here is pulled in to the system to verify the provider is eligible to prescribe medications.

• CS #:
  • Options: Text box to list Controlled Substance number
  • This selection is only required for the District of Columbia (DC).
  • When printing prescriptions, the controlled substance number will print on the prescription.
• DPS
  • Options: Text box to record Department of Public Safety ID
  • This field is only necessary for Texas locations.
• NPI #
  • Options: Text box to record NPI number
  • Individual NPI number should be recorded here for providers. NPI 2 can be recorded for billing entities. The NPI number recorded here will be used on claims.
• TaxID #:
  • Options: Text field to record Tax ID
  • The Tax ID number recorded will be used for claims. There is an additional drop-down menu to elect if the TAX ID entered is an Employee Identification Number (EIN), Social Security Number, or HCFA Provider ID.
• Ref ID:
  • Options: Text box to record referral ID number
  • This field is available to designate a unique ID number for a provider for referral purposes. This field is not required.

Provider Settings

• Print Separate Claim Form:
  • Options: Checkbox for Yes/No
  • If all services completed by this individual provider need to be listed on it’s own claim form, this box should be checked. An example of when this is used:
    • If the office has a specialist come to the office and completes specialty services the same day as the general dentist, two claims will be generated to ensure that the treating provider is recorded on the claim accurately.
• Active:
  • Options: Checkbox for Yes/No
  • Providers with the box checked will be available to use. If a provider no longer practices within the organization, they will be unchecked and therefore no longer active.
• Visible in AppointNow:
  • Options: Checkbox for Yes/No
  • If the provider will be available to patients to schedule with using AppointNow (online scheduling tool), this box should be checked. If the provider should not be listed on AppointNow, leave this box unchecked.
• Specialty:

• • Options: Dropdown list containing specialty types
  • Elect the specialty of the provider, which includes general practice and dental hygienist.
  • Note: The provider specialty is used in the eReferral Manager.
• Is Ortho Provider
  • Options: Checkbox for Yes/No
  • For ortho providers using the ortho treatment card, this checkbox must be selected in order to be used in the doctor selection in the treatment card.
• Scheduler Color:
  • Options: List of colors to select from
  • The color selected here will be the provider color displayed on the schedule.
  • Note: It is recommended to choose lighter colors with black text for the best visual on the schedule.

Advanced Settings

• Default Provider Time:
  • Options: Checkbox for Yes/No. Denticon’s Best Practice is to leave this box unchecked, or No.
  • This is used for practices that utilize the doctor/assistant time on the schedule.
  • Note: for more information on using doctor/assistant time, refer to this Denticon Support article:
    • What are the X, /, and . indicators on a patient’s appointment?
• DoseSpot User ID:
  • Options: Text box to record the DoseSpot User ID
  • For providers using the electronic prescription tool DoseSpot, the provider’s DoseSpot User ID needs to be recorded here. DoseSpot will cross-reference this ID number when launching the system in order to identify this provider.
• Updox Direct Address
  • Options: Text box to record address
  • This field is no longer in use; however, its purpose was used specifically for EHR customers.
• Denticon User ID
  • Options: Dropdown menu listing existing users within the PGID
  • In order to tie the provider and user together, the Denticon User ID must be selected here to match up with the provider. Having these tied together will allow providers to sign their clinical notes among other things.
  • Note: For more information about setting up a user, see the User Setup User Guide.
• Ortho Questionnaire Template
  • Options: Dropdown menu containing ortho questionnaire template names
  • This field is used for providers utilizing the ortho treatment card. Within the ortho treatment card, a field containing the ortho treatment questionnaire will pull in the default option, however if a different template should be used in an individual case, the template can be changed in real-time using a dropdown menu.

Custom Fields

• Custom 1 & Custom 2
  • Options: Text box
  • These fields can be used as data tags.

Works At

• This screen assigns which offices this provider will be available to work in. The provider must be assigned to the location in order to be able to treatment plan for the provider, charge services under their name, etc.
• Use the arrows in order to move one or more offices from available to assigned and vice versa. Use the double arrows to move all items one direction or another.

Schedules

This screen will set the main working hours for the provider. This schedule is designed to capture their regular schedule; any added or closed days will be managed under the ‘Holidays’ tab.

• If the provider works in more than one office, elect the first office to set the schedule in and choose the ‘Effective From’ date to choose when this schedule will become effective.
• Provider’s can have multiple schedules set in one office based on the effective dates. For example, if a provider works different hours during the summer, a scheduler with an effective date of today can be created, then beginning June 1, a schedule with a different effective date can be created. When looking at the schedule, May 31st will display the current schedule and June 1st will display the new schedule.
• Once the schedule for the office and effective date have been set, choose the time the provider works for each day with the day start and stop time followed by the lunch start and stop time.
• Note: The time can be entered using military time and Denticon will update it to AM & PM as necessary.
• Repeat this process for the provider for each location the provider works in.

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 from another location or provider 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.

Watermarks

Creating watermarks for a provider’s schedule will template the schedule to help with ideal scheduling. Watermarks can be set up at the individual provider level or as scheduler templates.

• Note: For more information regarding scheduler templates, review the Scheduler Setup User Guide.

Watermarks take advantage of the scheduler production types so it is imperative that the production types are set up.

• Note: For more information regarding Scheduler Production Types, see the Misc Setup User Guide.
• In order to begin adding the watermarks to the schedule, ensure that the office location is correct.
• Each day of the week must be individually watermarked, so begin on the first day of the week the provider works on.
• If the provider doesn’t work every day but has some days they may add, those days can still be watermarked even if they don’t have an open schedule for that day/those days.
• Finally, the schedule will be updated for days included from the ‘Effective From’ date and on.

• Once those pieces are correct, choose the first period of time in the desired column and drag down to capture how much time is required for the watermark.
• Once that time has been selected, a new category box will appear to set the production type for the watermark.
• Ensure that the ‘Time’ (start time) is correct as well as the duration of time.
• Next, use the drop down menu to select the appropriate production type, then save.

• Continue this process by adding additional watermarks per time slot and per column until the day is complete.
• Once the first working day of the week is set, change the ‘Day of Week’ to the next working day to continue the process.

INS-IDS

The insurance IDs section allows a record of the carriers the provider has a provider ID for. As an example, for a managed care insurance carrier that provides a specific ID number to the provider, that number can be recorded here for easy access.

• Begin by searching through the list of carriers until the carrier has been located.
• Enter in the provider’s ID number and check the box to indicate network status.

• Once the information has been entered, ‘Add’ the insurance ID to the list. Continue adding provider IDs for carriers as needed.

R-Slip

This area allows for a provider to have a specialized route slip created with specific procedure codes that will print for appointments scheduled with that individual. This can be useful for specialists because it allows the route slip to be printed with procedure codes.

• Note: This section is not required to utilize route slips.

• A route slip setup can be copied from another provider if it has already been setup using the field ‘Copy Routing Slip From’ and selecting from the dropdown list, then clicking ‘Copy’.

• In order to begin adding procedure codes, change the category from ‘Categories: ALL Categories’ to filter down to a particular procedure code category. This step isn’t necessary, but it does help filter down to the most useful procedure codes.

• Once the necessary code is identified, click on it, then enter a quantity number, then click ‘Add’. The quantity number identifies how many instances of that procedure code is desired on the route slip.

• Once all the codes have been entered, save the settings. Now, when printing a route slip for the provider, the list of codes will appear.
  • Note: The procedures set up for the provider will only print on the route slip if no services are attached to the appointment. If any services are attached, the section listing the codes is replaced with ‘Appointment Procedures’, or the procedures attached to the appointment.

CARR LOGIN

The carrier login section records the username and password of insurance carrier websites. This information is used for reference only and does not appear in other areas of Denticon.

• Begin by selecting a carrier from the dropdown list, then choose the applicable office.
• Enter the website URL followed by the username and password, then click the ‘ADD’ button to save the record.