Setting Up Procedure Codes

Adding Procedure Codes

To add a procedure code:

1. Click the Maintenance icon . The OrthoTrac Maintenance window is displayed.

2. Click Procedure Code Maintenance. The Procedure Code Maintenance window is displayed.

3. Click Add New.

4. Fill in the applicable fields:

5. Proc. CodeType the three-character numeric or alphabetic code used for this procedure.

6. Charge AmountType the usual charge for this procedure.

7. DescriptionType the description of the procedure, which appears on the Patient Ledger and in Patient Tracking.

8. ADA CodeType the American Dental Association code for this procedure.

9. Ins. $Type the charge amount that appears on the insurance claim.

10. Ins. Desc.Type the procedure description that appears on the insurance claim. This information can be different from the Description field.

11. CPT CodeType the current procedure terminology that appears on medical insurance claims.

12. CategoryType the procedure category.

13. Appt. TypeEnter 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 appointment type attached in this window display in the procedure code selection list.

14. Change StatusThis 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.

15. Generate LetterThis option enables you to set the procedure to automatically post 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.

16. Auto PostThis 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 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 are posted to a claim.

17. Track for Patient TrackingSelect this option to post a line to the Patient Tracking window each time this procedure is posted. This option is selected by default. Deselect this feature if you do not want this procedure tracked.

18. Update Progress ReviewSelect this option to update the progress review date in the Patient Information window to the current date when this procedure is posted.

19. Update Start DateSelect this option to update the patient's start date in the Patient Information window to the current date when this procedure is posted.

20. Update Comp DateSelect this option to update the patient's completion date in the Patient Information window to the current date when this procedure is posted.

21. Prompt for ToothSelect this option to prompt for a tooth number when this procedure is posted. The tooth number is displayed on the patient ledger and in Patient Tracking. It also prints on an insurance claim form.

22. Prompt for SurfaceSelect this option to prompt for the affected tooth surface when this procedure is posted. When selected, the Number of Surfaces option becomes active. Enter a number between 1 and 5.

23. Create Insurance ClaimSelect this option to automatically create an insurance claim when the procedure is posted to a patient who has an insurance carrier attached to a responsible party.
    
    If no carrier is attached to the patient's responsible party at the time the procedure code is posted, no insurance claim is generated.

24. Compliance CategorySelect an option from the drop-down list to track the number of broken brackets, wires, or lost appliances a patient has had. This information is displayed in the Patient Insight Panel.

25. Activate Pending ContractSelect this option to 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.

26. Create/Modify Visit ChargeSelect this option 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 option to charge the patient once a month, even if the patient comes in twice that month.  
    
    • Set fee to __ after __ charges—Select this option to set a new visit charge after the patient has made a predetermined number of visits.
    
    • Delay first charge until next visit—Select this option to delay the first charge.
    
    • Description—Type a new contract description to be used after the specified number of charges.

5. Click OK.

Related Topics

Designing a Procedure Code List

Creating a Procedure Code List

Editing a Procedure Code List