Denticon Setup Guide - Misc. Setups

The Miscellaneous Setups section provides a variety of different setup items that don’t necessarily fit under the other setup menus.

Appointment Cancellation Reasons

The purpose of the cancellation reasons is to provide a preset list of options that will identify why a patient has cancelled their appointment.

• Click Edit to begin the process of adding a new cancellation reason.
• Each appointment cancellation reason is comprised of the Appointment Cancellation Reason and a Description.
• The Appointment Cancellation Reason allows up to 10 characters as a short-hand for the description.
• The description is what the user will see when making their selection at the time of cancelling an appointment.
• Once the Appointment Cancellation Reason and Description have been entered, press the ‘Add’ button to update the list prior to saving.

• Once added, click Save to save the update.
  • Note: Cancellation Reasons cannot be deleted once used.

Balance Status

The Balance Status is a tool that allows users to record and time-stamp an up-to-date status of the any balance or credit on an account.

• Click Edit to begin the process of updating the Balance Status.
• Each Balance Status is comprised of a Status Code and a Description.
  • The Status Code can be up to 10 digits long.
  • The Description of the Status Code will be visible to the user when updating the account ledger.
• Once the Status Code and Description have been entered, click Add to update the list of Balance Statuses prior to clicking the Save button.

• Once the Balance Status has been added, a record will be shown under the Balance Status button on the Ledger.
• Additionally, this balance status can be added as a Financial Note within the Patient Notes.

Claim Status

The Claim Status allows users to record and time-stamp an up-to-date record of where a claim is in process.

• The Claim Status Description is the value that will be visible to users when adding this status to a claim.
• Once the Description text is entered, press the Add button to ensure it is included in the list prior to saving.

Document Type

When scanning or uploading documents to a patient’s chart, the document can be categorized by Document Type.

To add new document types:

• Begin with the Type Code, which is a two-digit identifier for the document type.
• Next, add the Description that best describes the document type.
• Once both items have been entered, click the Add button prior to saving to ensure it is included in the list.

Email and Phone # Bypass Reasons

When creating patient account or updating the patient overview, the account may require a phone number or email. If either field is required and the information is not collected, a Bypass Reason will be selected to identify why the information wasn’t collected.

• The Bypass Reason comprises of two fields, a Bypass Reason field that can include up to 10 characters, and a Description, which the user will see when making their selected.
• Once the Bypass Reason and Description fields are entered, click the Add button prior to saving in order to ensure it is included in the list.

• The Bypass Reason may be deleted if it has not been used previously.
• If a Bypass Reason should no longer be available to use, it can be inactivated.

Patient Types

Patient types allow users to add additional identifiers or markers on an individual patient. Several reports can be filtered by the parameter of patient type. This report parameter will filter to display or exclude patients based on type.

• Assigning a patient type is not required to create a patient account. Each patient can have up to six patient types.
• The Patient Type has four fields, a two-digit Type Code, a Description, a selection to generate a Flash Alert and if Flash Alert is enabled, whether or not to apply Block Charges.
  • The Description is the field that users will see as they apply the Patient Type to the patient’s account.
  • The Flash Alert is a pop-up alert that appears upon the first instance of accessing the patient’s account. The Flash Alert will not continue to pop-up as a user navigates through the chart, however if the user leaves the account for another patient and returns to the patient account, the Flash Alert will reappear.
  • Block Charges is a tool that is applied to flash alerts that will prevent users from adding items to the patient’s ledger as well as preventing newly created appointments from being made and editing or modifying existing appointments.

• Once each field is filled out, click the Add button prior to saving to ensure that the newly created patient type is included.

Under the Edit Patient section of the Patient Overview, users may make their selection(s) of the Patient Type.

Referral Reasons

The referral reasons work in conjunction with Denticon’s eReferral Manager. When an office that is not part of the organization wants to refer in (external-incoming), the outside office will select which specialty, office and reason for referral.

• The Referral Reason is a required field that must be set up before the outside organization can refer in.
• Because this section is specialty specific, consider which specialties your organization supports and ensure that there is at least one Referral Reason available for selection.
• Each referral reason is comprised of three parts: the code, which can be up to 10 characters, the specialty the Referral Reason will be used with, and the description. When the referring office is making their selection, only the description will be displayed for them to choose.

• Note: Each Referral Reason must have a unique code, and each Referral Reason only corresponds to a single specialty.

• Once each field has been completed, click the Add button prior to saving the ensure that the code is added.

When an outside office refers in and has made their selection of specialty, office, and specialist name, they will then be required to choose the Referral Reason. The outside office can then continue the steps to complete the referral, then submit it to the office.

The office will be able to see the Referral Reason Code and upon expanding that field, can see the description and affected tooth number.

Referral Types

When creating patient charts and when patients are completing their online registration forms, selecting a referral type is a requirement. This section allows the organization to determine the different sources of their referrals. Certain reporting can display information based on referral type.

• The Referral Type is comprised of two fields: the Type Code and the Description.
  • The Type Code can be up to 10 digits. When users or patients are making their selection of Referral Type, they will only be shown the description.
• After entering the Type Code and Description, click the Add button prior to saving to ensure that the newly created Referral Type has been added to the list. Click Save to finalize the changes.

Once the Referral Type is added, there is a new column available to select whether or not this referral type can be tied back to an individual patient. In order to accomplish this, that individual patient must be set up as their own referral source.

• To add the referral source in, go to Setup - Referrals - Referrals.
• Click the Add Referral Button on the lower left.

• Once the Type has been set to Patient, the button titled ‘Search For A Patient’ will be available to click.
  • This button will allow the user to search through their patient list to select a patient and utilize their information to fill out the referral’s required fields.

• Once the referral source has been saved, it can then be utilized in the patient’s account.

• In the Edit Patient screen, ensure that the Referral Type is set to Patient.
• Below, select the arrow next to the field titled Referred By. Search for your patient and once found, select the patient and click the Selected button to assign that patient as the Referred By Referral Source.

Now that the Referred By has been attached, save the changes.

Responsible Party Types

The Responsible Party Type helps identify what kind of financial status the account has. The Responsible Party Type covers all members on the account. The patient’s Responsible Party Type is displayed on the schedule for easy viewing. Additionally, many reports as well as statements can filter results based on including or excluding certain Responsible Party Types.

• The Responsible Party Type is comprised of two fields: the Type Code and the Description.
  • The Type Code must have two-digits.
• Once both fields have been filled out, click the Add button prior to saving to ensure the new update has been included in the list.

• When setting up the responsible party, the selection for Responsible Party Type is located on the upper right.

• Next to the appointment status is the Responsible Party Type.

Scheduler Production Types

The Scheduler Production Types display on the scheduler to give a visual representation for different appointment types.

• There are four fields that comprise the production type setup which include the Production Color, Description, whether or not the Production Type will be visible within AppointNow, and if available to use in AppointNow, what duration of time will be necessary.
  • There is a long list (140 options) of production colors to choose from. Once a color has been chosen, enter the description.
  • AppointNow is a tool that allows patients to be able to book their own appointments online. Scheduler Production Types are used to watermark the schedule to identify which appointment slots for which providers on which days should be available for patients to book.
• Prior to clicking the Add button to include this new production type in the list, elect whether or not this production type should be assigned to all locations.
  • If it should be, click the checkbox. If not, the production type can be assigned to the appropriate locations under Office Assignment.

When modifying an appointment, the production type selection is on the upper left.

An example of watermarks on the schedule.

ADA Categories

The ADA Categories section displays the procedure code range and description for each procedure code range. There are no fields available for editing on this screen.

Default Insurance Plan Coverage Categories

The Default Insurance Plan Coverage Categories feeds the Coverage and Limitation section of the insurance plan. The categories can be customized to include the most relevant codes or groups of codes so that the insurance plan provides the most accurate and useful benefit breakdown.

• The Default Insurance Plan Coverage Categories comprise of six different fields: Coverage Key, Percent Coverage, Description, Frequency Limitation, Age Limitation, and Waiting Period.
  • The Coverage Key allows for up to 10 characters, however generally the coverage key begins with two digits for the procedure code category followed by a letter should there be additional sections broken out from the procedure code category.
  • The Pct. Coverage sets the default coverage percentage for the individual category.
  • The Description of the category is displayed for the user to understand which codes will be covered under the individual category.
  • The Frequency Limitation will determine at what interval the procedures included in the category will be covered.
  • The age limitation is a through-age cut off for the services in that category to be covered
  • The Waiting Period works in conjunction with the plan effective date to determine when the services within the category will be covered.

This is an example of how the insurance plan setup will be displayed with the default insurance plan coverage categories.

• When updating and adding new categories, procedure codes need to be added to that category so that those benefits will be applied appropriately.
• In order to do this, go to Setup - Procedure Codes - Procedure Codes.

• Locate the procedure code that needs to be updated and edit the Insurance Category field to the new category.

• Repeat this step to all newly affected procedure codes.

• In order to remove the insurance plan categories, the opposite steps should be taken.
• Edit each procedure code currently listed in the category and move it to a different category.
• Return to the Misc. Setups screen to the Default Insurance Plan Coverage Categories and delete the category that is no longer needed.
• Note: To identify which procedure codes are listed in which category, run the procedure code list report under Reports - Lists - Setup List - Procedure Codes List.

Ethnicity

The Ethnicity field is no longer a field that is used. Historical EHR customers required the ability to report Ethnicity.

Frequency Limitations

The Frequency Limitations are used within the insurance plan setup to help calculate when services should be covered.

• The Frequency Limitation is comprised of four fields: Frequency, Duration, Timespan and Effective From.
  • Frequency: the number of instances (1-10)
  • Duration: series of numbers from 1 to 120
  • Timespan: Day, Month or Year
  • Effective From: Benefit Year, Date of Service, Effective Date, Lifetime

The combination of these four fields will result in a frequency limitation that an insurance carrier may provide.

Insurance Plan Reporting Sub Type

The Insurance Plan Reporting Sub Type can be used to generate certain reports for insurance plans set with a Reporting Sub Type.

• Creating the Sub Type comprises of two fields: the Sub Type and the Insurance Plan Type.
  • The Sub Type generally relates to different insurance carriers and the Insurance Plan Type can be selected from a drop-down menu including Managed Care, Discount, PPO and Medicaid.
  • The list of Insurance Plan Type can be modified in the following Misc. Setup section.

Denticon’s reporting no longer requires this selection to be made when creating new insurance plans. The reports are able to pull the information about those plans without having the Reporting Sub Type assigned.

Insurance Plan Reporting Type

The Insurance Plan Reporting Type is used in conjunction with the Insurance Plan Reporting Sub Type to be able to assign a Reporting Sub Type to an individual insurance plan.

• The Insurance Plan Reporting Type only requires a Description.
• Once entered, they can later be modified or deleted if no longer in use.

NHS Exceptions

The NHS Exceptions are only used by international clients outside of the United States. For US based organizations, there are no actions needed for setup in this section.

Notes Macros

This setup section for Notes Macros differs from the other Notes Macros setup screen as this section is only to create the categories the Notes Macros themselves will be organized in to.

• The Notes Macros here only require a Description to create a new category.
  • Note: Once the categories are entered, the order the categories are set in cannot be changed.

Each Notes Macros category contains the templates that users will utilize when adding clinical notes, patient notes, claim notes etc.

Preferred Language

The Preferred Language option allows users to be able to identify what language a patient would prefer.

• Users have the ability to set that in the patient overview screen.
• When patients are completing their online registration forms, they have the ability to select their own preferred language.
• The preferred language is not a required field, however if one is selected, an icon will appear on the scheduler on the patient’s appointment.
• There are two fields that make up the Preferred Language, the Short Code and Description.
  • The Short Code is a two-digit identifier that will display on the schedule.
  • The Description is selection that both users and patients will see when choosing their preferred language.

Pronouns

The Pronouns field allows users and patients to select their preferred pronouns.

• Within the Patient Overview screen, users will be able to select from the list of pronouns created in this portion of the setup.
• When patients are completing their online registration forms they too will be able to make a selection from the dropdown menu.
• This field is not required to fill out.

Provider Specialties

The taxonomy codes describe the provider type, classification or specialization. It is a 10-digit code that healthcare providers use when enrolling with payers.

• These codes may change or update periodically and an up to date code listing can be found at nucc.org.

Task Manager Actions

The Task Manager setup comprises of three parts, the first of which being the Task Manager Actions.

• When creating a new task or updating an existing task, one of the fields is the Action item. These Action items are created specifically for one of the three task manager types.
• When creating a new Task Manager Action, first select which task type it will be used with: Outstanding Claims, Outstanding Pre-Auths or Patient A/R Follow-up.
• Next, add the Description of the action that will be listed.

Task Manager Status and Task Manager Types

Both the Task Manager Status and Task Manger Types are not available for modification.

Watch Notes Macros

The Watch Notes Macros are used on the Restorative Chart when entering a watch. These are pre-defined notes that will help best identify the reason for the watch.

Websites

Organizations can set up links to commonly used websites. Add the Description and URL, and the link to the website will be available under the Websites icon.

• Note: The websites listed here will be available to all users and is universal for the PGID.