Summary
This report categorizes contract starts into New Case Starts and Additional Starts, as well as by Treatment Fee Charge types. It also lists patient information and the gross fee. The report displays a subtotal of each treatment fee charge type and grand totals at the end of the report.
The orthodontist pulls from the orthodontist assigned to the patient.
This report is based on Transaction Date and Location Assigned.
New Case Starts vs Additional Starts
- A new case start is a when a contract is started, and the patient's case start date changes on the same date.
- Starting a contract causes the patient’s case start date to fill in with the same date automatically, unless the patient already has a previous/past case start date in place.
- An Additional Start is a contract started for a patient who has a prior case start date already in the Edit > Patient > Tracking tab within Cloud 9.
- An example of this process is that once a patient has completed Phase 1, a contract is established, which subsequently leads to the input of a Case Start Date. When the Phase 2 contract is initiated, since they already have a past case start date the patient will be reflected on the report as an Additional Start.
- Initiating a contract will set the patient's case start date to the current date, unless there is an existing case start date for the patient due to a previous phase of treatment. If there is a current start date for the patient, please update it manually, if necessary, after the new contract is started.
Below is a view of what the Edit > Patient > Tracking tab displays for a first contract or a New Case Start. As you can see below, the Status Start Date and the Case Start Date are the same for this Phase I example.
In a different example, the patient had a case start date from Phase I but are now starting Phase II treatment. Due to this, the Patient Status start date and the Patient Status changes to the start date of the Phase II contract. The Case Start Date does not change because it was already filled in. Staff will need to change it manually in instances like this. (Screen shot below.)
The changes to the Patient Status and Status Start Date can be made in automatic by selecting Edit > Setup > Patient Status and Edit > Setup > Appointment Types.
Additional information will be provided later in this article regarding the instructions for the automatic changes to the Patient Status and Status Start Date.
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Generating the Contract Starts by Date Range Report
To access the "Contract Starts by Date Range" report, follow the below steps.
Step 1 - Click Reports at the top of Cloud 9, then select Reports.
Step 2 - To search for the specific report you need, begin typing the name of the report in the search box (such as Contract Starts by Date Range).
Alternately, you may scroll to find the report by clicking on Financial then scroll to listed report.
Step 3 - Enter the desired parameters for the report. Start Date, End Date, Location(s), and Provider(s) are all required fields. For Location(s) or Provider(s) you may select one or multiple. Break By will default to None, or you can choose the report to break down the starts by Location or Provider. Once you have entered the parameters, click Preview to load the report.
Example view of Contract Starts by Date Range Report:
The report shows subtotals of the Case Starts, then the Additional Starts, and at the end of the report shows Grand Totals.
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REPORTS TO COMPARE WITH:
Balancing Worksheet Report - matching the Grand Total of the Gross Fee to the Contract Starts Total A/R.
Practice Monitor by Date Range - matching the Grant Total of Starts to the sum of the Case Starts and Add'l Ph Starts.
Example screen shot of the Balancing Worksheet:
Practice Monitor by Date Range Report
The aspect of new Case Start vs. Additional Starts appears on the Practice Monitor by Date Range report (in columns O, P, and Q).
Example screen shot of the Practice Monitor by Date Range report:
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Setting the Patient Status and Status Start Date to change Automatically
Patient Status - You can set up the patient status to automatically change when an appointment is in a certain status - for example checked in, seated, or checked out/dismissed. You can configure this through Edit > Setup > Appointment Types.
Step 1 - Click Edit then select Setup.
Step 2 - Select Appointment Types.
Step 3 - If the Appointment Type is already existing and you want to edit a specific Appointment Type click on the Appointment Type, then select Edit
Step 4 - After selecting Edit, the Appointment Type window opens. Click on the blue "+" icon underneath Patient Status Changes.
Step 5 - Use the dropdown arrow for Appointment Status to select the status you wish to trigger the change (Dismissed, Scheduled, etc.)
Step 6 - Please use the dropdown to select the Patient Status you wish to have after the change.
Step 7 - Click Is Automatic, and then click OK, then save the appointment type.
In this example, when the Appointment Type is set to Dismissed, the patient's status will be updated to Observation-Ready, and the Status Start Date will be adjusted to the date the appointment was dismissed.
This is what the patient tracking looks like before the appointment has been dismissed.
After the appointment has been dismissed, the Patient Status and Status Start Date have now changed.
As always, if you have any further questions, please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.