Configuring OrthoTrac > Setting Up Procedures
To add a procedure code:
Select Functions > Maintenance/Set-up > Procedure Code Maintenance from the menu bar.
In the Procedure Code Maintenance List window, click Add New. The Procedure Code Maintenance Details window is displayed.
Type the appropriate information in the available fields.
Proc. Code — Type the 3-character numeric or alphabetic code used for this procedure.
Charge Amount — Type the usual charge for this procedure.
Description — Type the description of the procedure, which appears on the patient ledger and in patient tracking.
ADA Code — Type the American Dental Association code for this procedure.
Ins. Amount — Type the charge amount that appears on the insurance claim.
Ins. Description — Type the procedure description that appears on the insurance claim. This information can be different from the Description field.
CPT Code — Type the Current Procedure Terminology that appears on medical insurance claims.
Category — Type the procedure category.
Appt. Type — Enter an appointment type to attach to this procedure code. In the Schedule Maintenance window, when the search method selected is Procedure, you can search by procedure for available appointments. You can indicate what appointment type this procedure requires on the daily schedule. For example, for the procedure code Diagnostic Records, you would set the Appt. Type to Records. When searching for an appointment on the schedule, you select from the list of procedure codes that is displayed.
Only procedures that have an Appt. Type attached on this window display in the procedure code selection list when searching.
Change Status — This option enables you to set the procedure to automatically change a patient’s status when posted. Click <Add Status> to select from a list of statuses. You can select up to 10 statuses per procedure code.
Generate Letter — This option enables you to set the procedure to automatically post the selected letters to a patient. Click <Add Letter> to select from a list of letters. You can link up to five letters to a procedure code.
Auto Post — This option enables you to link other procedure codes to this procedure. Click <Add Procedure> to select from a list of procedure codes. Up to 10 procedures can be selected to be automatically posted to a procedure.
You can set up codes that are automatically posted through two levels; for example, if a procedure code that has auto-post codes attached to it is automatically posted by another code, all of its auto-post codes are posted.
When setting up auto-post procedure codes, if the codes are set to Change Status or Generate Letters, avoid duplicating these functions.
If any of the auto-posted codes are set to Create Insurance Claim, only 20 procedures will post to a claim.
Track for Patient Tracking — A check in this box instructs the software to post a line to the Patient Tracking window each time this procedure is posted. This box is selected by default. Deselect this feature if you do not want this procedure tracked.
Update Progress Review — Select this box to have the software update the progress review date in the Patient Information window to Today when this procedure is posted.
Update Start Date — Select this box to have the software update the patient’s start date in the Patient Information window to Today when this procedure is posted.
Update Comp Date — Select this box to have the software update the patient’s completion date in the Patient Information window to the current date when this procedure is posted.
Prompt for Tooth — Select this box to have the software prompt for a tooth number when this procedure is posted. The tooth number is displayed on the patient ledger and in Patient Tracking, and it also prints on an insurance claim form.
Prompt for Surface — Select this box to have the software prompt for the affected tooth surface when this procedure is posted. When selected, the Number of Surfaces box becomes active. Enter a number between 1 and 5.
Create Insurance Claim — Select this box to have the software automatically create an insurance claim when the procedure is posted to a patient who has an insurance carrier attached to a responsible party. Example
When the procedure code Records-Diagnostic is posted, it generates a one-time claim for patients who have insurance. The Ins. Description field gives you the option to have different text for the claim than what is posted on the patient ledger. There are also fields for ADA and CPT codes. The type of claim is set up under Claim Maintenance.
If no carrier is attached to the patient’s responsible party at the time the procedure code is posted, no insurance claim is generated.
Compliance Category — Select an option from the drop-down box to track the number of broken brackets, wires, or lost appliances a patient has had. This information is displayed in the Patient Insight Panel.
Activate Pending Contract — Select this box to have the software activate a pending contract, if one exists, when this procedure code is posted. For example, when the code Band/Full TX is posted, if a pending contract exists for that date, you are prompted to activate the contract, if desired.
Create/Modify Visit Charge — Select this box to automatically create a visit charge contract and post the first charge when this procedure is posted. The following fields must be completed:
Description — Type the contract description.
Amount — Type the amount charged at each visit.
Allow only 1 charge a month — Select this box to charge the patient once a month, even if the patient comes in twice in that month.
Set fee to __ after __ charges — Select this box to set a new visit charge after the patient has made a predetermined number of visits.
Description — Type a new contract description to be used after the specified number of charges.
Click OK.
Related Topics
Creating a Visit Charge Contract