Your office has mailed out flyers promoting your practice and offering a free initial exam. How do you add the flyers as a referral source in the software so you can track the potential business the flyers generate?
To add a referral source:
Click the Maintenance/Set-up button and select Other Referral Sources. The OrthoTrac Other Referral Lookup window is displayed.
Click Add New. The Other Referral Sources window is displayed.
In the Referral Type section, click Business.
In the Company field, type Free Initial Exam Flyers or something similar.
In the Comment field, type any additional information; for example, the month the flyers were mailed.
Click OK. You can now select Free Initial Exam Flyers as a referral source when adding new patients or when running referral reports.
You have added a patient who has an insurance carrier that is not in your database. You must add the carrier to the software and attach the carrier to the patient. How do you do this?
In this example, assume that your office processes claims manually.
To add an insurance carrier to the software and attach the carrier to a patient:
In the patient chart, click the Patient Information button. The Patient Information window is displayed.
Double-click the responsible party name in the window at the bottom of the Patient Information window. The Responsible Party Information window is displayed.
Click in the Carrier field and click <Add>. The OrthoTrac Carrier Lookup window is displayed.
Click Add New. The Carrier Maintenance window is displayed.
In the Carrier Name field, type the name of the insurance carrier.
In the Address field, double-click <Add Address> to display the Edit Address window and type the address where the claims should be sent.
In the Phone field, double-click <Add New Phone Number> to display the Add Phone Number window and type the carrier phone number, extension, and type.
In the Contact field, type the name of the contact person at the insurance company.
In the Release field, select either Signature on File or None to indicate whether authority was granted to release patient dental information to the insurance company.
In the Assign field, select an option to indicate the assignment of benefits.
In the Employer field, do the following:
Press Enter or double-click to display the OrthoTrac Employer Lookup window.
Type the employer name in the top field and press Enter.
If the employer is already in the list, the name is selected. Click OK to attach the employer to the carrier.
If the employer is not in the list, click Add New to display the Add New Employer window and complete the information.
In the Deductible field, enter the amount the patient must pay.
In the Max Amount field, enter the dollar amount of the patient’s maximum benefit (yearly or lifetime) minus the deductible.
In the Group ID field, enter the unique identification number for this insurance carrier/employer.
In the Percent field, enter the amount that the carrier pays; for example, 50%.
In the Maximum Age field, enter the maximum age of a patient for whom the insurance provides orthodontic benefits.
In the Continuation of Treatment field, select an option from the drop-down list. When generating continuation of treatment claims, the date for the Description of Service is determined by this setting.
In the Frequency field, select an option from the drop-down list to indicate how often an insurance carrier requires a continuation of treatment claim to be filed.
Use the Cont Tx Override field for carriers that require their own code for continuation of treatment; otherwise, leave this field blank.
In the Comments field, double-click <Add Comment> to display the Add Comment window and type additional information about a carrier, if necessary.
Click OK to close the Carrier Maintenance window.
Click OK to close the OrthoTrac Carrier Lookup window.
If the carrier you just added has assigned an Insured ID number to the patient, click in the Carrier field and select the name of the carrier. The Insurance Carrier window is displayed.
Type the Insured ID number in the field and click OK.
Click OK to close the Responsible Party Information window and add the carrier to the patient chart.
Click OK to close the Patient Information window.