Handling Transactions and Codes

Adding ADA, CPT, and Transaction Codes

• The fields displayed in this window are code-type specific. Scheduling, insurance submission, and goal tracking fields are active for procedure codes, while the description and effect on balances are displayed for payment and adjustment codes.

• If you use the charting module, select the correct tooth and surface for each procedure code.

• You must set the Tax Method field in the General System Settings window (System > Change System Settings > General System) before adding a taxable charge.

To add an ADA, CPT, or transaction code:

1. Select List > ADA Codes. The ADA/Transaction Codes List window is displayed.

2. Press Enter and click Add. The ADA/Transaction Code window is displayed.

3. Type the new code number in the Code field. The code type is displayed beneath the field. See Understanding Transaction and Procedure Code Ranges for a complete list of codes.

4. To schedule or post transactions using an office code, type an easy-to-remember group of letters and numbers in the Office Code field.

Example:When scheduling a patient for a single root canal, type CT1 instead of 3310. You cannot enter identical office codes.

TIP: Think of the office codes as a type of shorthand for your office, and make your codes easy to remember. For example: REF for refund, NSF for bounced check, CC for courtesy credit, and so on.

5. Type a description, alternate description, and alternate insurance information.

The office description is printed on insurance forms, statements, and reports and is displayed when you schedule appointments and post transactions. The alternate description is printed on walkouts, statements, and treatment plans.

6. When the Alt. Ins Display field is enabled and a medical carrier requires customized coding on claims, type the code.

7. Select the place of service from the Place of Service field. Use this field to assign HCFA codes and descriptions to medical procedures. Your selection is used as the default setting in the Transactions window.

8. Select an option:

9. If you are entering an ADA or CPT code:Select a tooth or surface and quad from the Tooth/Surface/Quad drop-down list.

10. If the new procedure is associated with opening or closing a lab case:Select Open Lab Case or Close Lab Case from the Lab Prep Code drop-down list.

11. To indicate whether the code requires a clinical note:Select from the following:
    Manually add a note—You are prompted to add a clinical note when you post the code. If you enter clinical notes at the end of the day, the code is displayed in the Work Performed window.
    Automatically add the default note—You are not prompted to add a note after posting, and the code is not displayed in the Work Performed window. Instead, the default note (which you have previously assigned) is added automatically. If a default note has not been assigned, the software defaults to the process for manually adding a note.
    Never add a note—You are not prompted to add a note after posting, and the code is not displayed in the Work Performed window.

12. If you are adding an orthodontic code:Select Ortho Code. Each time you post this procedure, you are prompted to create an ortho insurance case.

13. If you are adding a hygiene code (or an explosion code that contains a hygiene code):Select Hygiene Code. You cannot assign a hygienist to this procedure unless this option is selected.

14. If you are adding a prosthesis-, crown-, or inlay-related code:Select Pros/Crown/Inlay. This information is used for submitting claims.

15. If you are adding a taxable charge adjustment, charge, ADA, or CPT code:Select Taxable.

16. To add a call back notification to the End of the Day report when the code is posted:Select Call Back Needed. Selecting this option also selects Follow-up Call in the Transaction window.

17. To allow a discount:Select Allow Discounting.

18. To submit an ADA or CPT code on insurance claims:Select Submit to Insurance.

9. Select an option:

10. To save the new code:Click OK. Click Close.

11. To enter data on the Scheduler/Fees tab:See Entering Code Scheduling Information.

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