How to interpret the SmartAssist Report Card:
Below is a sample of the values in a SmartAssist Report Card. A check means completed (users have taken correct actions to fulfill the required actions) and X means not completed (further action required from users). N/A means not applicable to your SmartAssist Setup (Setup > Offices > Office Setup).
Notes:
- Including Missed Appointments will include appointments that are listed on the date but have not been marked as check in through checked out - Including Future Appointments for the day(s) on the report.
- Including Cancelled Appointments will add information about reports that were cancelled either by the office or patient.
- The SmartAssist Report Card will only check data for the OID of the patient's appointment; you cannot reference data across offices, even if they are included in the report criteria.
- Example: An office has OID 100 and OID 101 on the report Criteria.
- Patient A is seen in OID 100 and the provider began the Progress Note for Patient A in OID 101.
- The Progress Note is now associated in OID 101 and the report will state the Progress Note = X because the appointment for Patient A was in OID 100.
Summary of Fields and Their Meanings:
| Report Criteria | What does this mean? | What is considered a check/complete? | What is considered an X/incomplete? | What can a team member do to complete this via Scheduler > SmartAssist? | Notes and Examples |
| Payment | Does the patient have a balance unpaid after the appointment? |
Payment is displayed as completed if the patient doesn't have any pending payment in the ledger screen. I.E. Balance on Ledger = 0.00.
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If the appointment for the patient has an unpaid procedure code and ‘Include selected Appointment’s unpaid' is checked from the Setup > Office > Office Setup > SmartAssist menu, the Payment will be displayed as uncompleted.
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Click on the Payment icon and it will open the Payment pop-up. From this pop-up, a user can complete the necessary Payment(s). Once all the payments get completed, this field is considered complete on the SmartAssist Report Card. | Note: If Patient Balance is more than zero in the Ledger, Payment will be uncompleted. |
| Does the patient have an Email on file? | The email field is complete when the patient has an email address in their Patient Information or if "Bypass" was used with a reason. | If the patient has neither an email nor bypassed the email entry with a reason within the Patient Information screen, it will be displayed as uncompleted. |
Clicking on the Email icon, it will open ‘Update Patient Email’ pop-up. A user can enter the patient's Email Address to the Email field and press Save.
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Note: If a patient doesn't want to provide an email address but ‘Email' field is required, Bypass is an option available via Patient > Patient Information > Email > Bypass. Please select a reason to have the SmartAssist Report show a completed mark. |
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| Cell Phone | Does the patient have a Cell Phone number on file? | The cell phone column is complete when the patient has a phone number in their Patient Information or if "Bypass" was used with a reason. | If the patient has neither a phone number nor bypassed the Cell Phone field with a reason within the Patient Information, it will be displayed as uncompleted. |
Clicking on the Cell Phone icon, it will open ‘Update Patient Cell Phone'. pop-up. A user can enter the patient's Cell Phone Number to the Cell Phone field and press Save. Additionally, your office may rarely come across this issue as a Cell Phone entry is required when adding a new patient via the Scheduler or Patient > Add New Patient.
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Note: If a patient doesn't want to provide a phone number but the ‘Cell Phone' field is required, Bypass is an option available via Patient > Patient Information > Cell Phone > Bypass. Please select a reason to have the SmartAssist Report show a completed mark.
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| Eligibility | Is the patient (Primary) Insurance eligible? | If Patient’s Primary Insurance’s Eligibility Status is ‘Eligible', this column of the report will read as completed. | If Patient’s Primary Insurance’s Eligibility is ‘Not Eligible’ or 'Unknown' it will be displayed as uncompleted. And icon for 'Eligibility' will be displayed in SmartAssist. |
Clicking on the ‘Eligibility’ icon, it will open ‘Update Patient Insurance Eligibility’ pop-up will be opened. It will display the Basic Information of Primary Insurance Clicking on ‘Check Eligibility' will check the Eligibility for the Insurance. After completing Eligibility checking with ‘Check Eligibility’, the status will remain as 'Unknown' if there is insufficient information entered under the patient's Primary Insurance.
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Notes: A user can select the Status from the ‘Eligibility Status' drop down and clicking on ‘Update Status’ button it will update the to the completed status manually. If a user changes the status to ‘Eligible’, action item ‘Eligibility’ will be Completed and no icon for ‘Eligibility' will be available in SmartAssist. For other status like ‘Not Eligible/Unknown’ the 'Eligibility’ field will continue to be displayed as uncompleted. If the Eligibility status has "expired" or turned into the 'Unknown' status, the report will read as 'X' even if the patient was eligible at the time of service. |
| Medical History | Has the Medical History for the patient been updated in the patient's chart? |
Medical History will be displayed as completed if the patient has Medical History according to the frequency of Medical History from the Setup > Offices > Office Setup > SmartAssist screen.
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If Patient doesn't have any Medical History according to the frequency from Office Setup, it will be displayed as uncompleted. | Clicking on the ‘Medical History’ icon, it will open ‘Medical History’ pop-up. User needs to provide Medical Alert, Dental Questionnaire, Medical Questionnaire and Signature within the pop-up or from Patient Overview > Medical Alerts to mark the item as completed. | Example: If the office's SmartAssist frequency is set to 'Every Visit' for the the Medical History and user has completed the medical history for that day, it will be displayed as completed on that case. |
| HIPAA/Consent Numbers 1 - 4 | Are there forms signed on file in Denticon for the patient's HIPAA and Consent Forms? |
HIPAA/Consent Letters will be displayed as completed if patient has HIPAA/Consent Letters on file in accordance with the frequency of HIPAA/Consent Letters from the Setup > Offices > Office Setup > SmartAssist Screen.
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If Patient doesn't have any HIPAA/Consent Letter according to the frequency from Office Setup, it will be displayed as uncompleted. |
Clicking on the ‘HIPPA/Consent Letter’ icon, it will open ‘HIPAA/Consent Form’ pop-up. A user needs to provide answers to the questions/check boxes, where applicable, and save the letter. When complete, the respective HIPPA/Consent Letter report item will be completed. |
Note: Patient Note(s) will be added including HIPAA/Consent Letter once completed and can be found via Patient > Notes or the Patient Notes icon. Example: If the office's SmartAssist frequency is set to 'Every Visit' for the the HIPPA/Consent and a user has completed the medical history for that day, it will be displayed as completed on that case. |
| Progress Notes | Have Progress Notes for the Date of Service been entered? | Progress Notes will be displayed as completed if the patient has a progress notes on the day of the appointment. | Progress Notes will be displayed as uncompleted if patient doesn't have a progress notes on the day of the appointment. |
A provider needs to add a progress note for the patient via Progress Notes > Patient > Progress Notes or Charting > Advanced Charting > Progress Notes on the date of service. |
Note: A user cannot perform any action for Progress Notes by clicking on the Progress Notes Icon in SmartAssist's Scheduler menu. |
| Ledger Posting | Were procedures from the Date of Service posted to the Ledger? | If the patient has Ledger entry with a transaction date on the date of service, ‘Ledger Posting’ will be displayed as Completed. | If the patient doesn’t have a Ledger Entry with a transaction date on the date of service then ‘Ledger Posting’ will be displayed as uncompleted. |
A user needs to click on the the ‘Ledger Posting' icon in SmartAssist. After that, all the procedures attached with the respective appointment will be displayed in the ‘Post to Ledger ‘pop-up. Clicking on the ‘Post’ button, it will post all displayed procedure to the Ledger from that appointment date. |
Note: If the item is posted after the date of service, the transaction date (day the line item was posted in the Ledger) may prevent the 'Ledger Posting' from being marked as complete. If a close out has not yet occurred and the user has permission to do so, they can edit the transaction date to match. |
| Next Appointment |
Is there an appointment on file in the future for the patient at the same office?
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If the patient has an appointment in logged in the Scheduler after the date of service, ‘Next Appointment’ is considered completed. | If the patient doesn't have an appointment in the Scheduler after the date of service, ‘Next Appointment’ will be displayed as uncompleted. |
A user needs to create appointment after the date of service on the Scheduler to mark 'Next Appointment' as completed. |
Example: If Patient A is seen in OID 100 on 10/1/20XX and is set to be seen in OID 102 on 10/31/20XX then the report will read as if no next appointment was scheduled, even if both offices are selected in the report. Note: The OID in the top right determines the values for next appointment. |