Overview

Version 2.28OrthoProLogic

1. More Configuration

2. Insurance type responsible parties

3. Insurance improvements

4. Printed reports automatically saved as PDFs and are available as chart and office scans

Scheduler

1. Office level scans

2. Printed reports automatically saved as PDFs and are available as chart and office scans

3. Minor enhancements and bug fixes

OrthoProLogic

Configuration: Billing Transactions, Contract Types, Insurance Form Dentist names, Patient Status, Exam Label, Relationships

Lookup Screen: Query by patient status, List of referring patients.

Insurance:

• Responsible party can be related as "Insurance". Doing so will prompt to copy name, address, phone number information from an existing responsible party. This "Insurance" type RP can be used to accept assignment and contract amounts can be split off to it as a separate ledger.

• Two new template types added, one for claim frequency (Quarterlies) and another for Contract Starts.

• Starting contracts will no longer create duplicate insurance queue transactions for split responsible parties.

• Starting a contract requires First claim date for the primary insurance company.

• Claim frequency (quarterlies) will no longer create duplicate insurance queue transactions for split responsible parties.

• Added a "First insurance claim date" when starting a contract. This can differ from the first payment date.

• Many improvements of handling next claim date. First, next claim date is initially set when the contract is started. Second, next claim date is incremented each time an insurance queue is generated (instead of when a form is completed). Also, an edit ensures that next claim date is correctly entered when staff changes it.

• Fixed initially setting claim frequency to that of the master insurance company setting. Also prompt user to correctly enter a claim date if the claim frequency is subsequently changed.

• Ability to set lifetime max when completing an insurance form.

• Open insurance company from responsible party grids.

• Printed insurance form is copied to patient's electronic chart.

OrthoProLogic (continued)

(Continued from previous slide)

Insurance/Billing: Ability to enter ADO proc number to a transaction. When present, this code will automatically be copied to the insurance form.

Insurance Queue: added ability to print labels and envelopes from insurance queue screen.

Responsible party name: show name as first & first last name (i.e. Joe & John Doe) internally within the program.

Statement: fixed general messages from running on to next page.

Transactions: Adjustments are split out separately from normal payments and charges.

Transactions: Contract adjustments prompt to re-apply monthly amounts. Contract monthlies will reflect outstanding contract balance (not just initial financed amount). This means any adjustment that changes the unbilled amount can be allocated in customized monthly amounts.

Scheduler

• Message of the Day: allow multi-line message with popup display. Message added to scheduler report.• Added right-click option to print Dymo labels from the Needs Appointment and Recall lists.• Fixed "Envelope" link.• Exam label fully customizable with database field shortcuts.• Chart: ability to make an alert a comment• Checkout: missing doctor and/or assistant will prompt a special window for a doctor and/or an assistant.• New Appt/Recall: renamed Appointment Type to "Procedure".• Needs Appt/Recall list: filter out broken appointments.• Outcome assessment: hide sensitive totals for chair side mode.• Scanning: Office level scans allowed to be stored under your custom category hierarchy.• Scanning: Most reports that are printed are automatically saved as either office level or patient level scans.• Scanning: Import any file to an office level or patient level scanned document.• Scheduler: Added "HIPAA" to scheduler right-click.• Reports: Print lunch/blocked comments on daily schedule report.• Reports: Option to include/exclude patient picture on TX Report.• Reports: Chair side version of Appointment report will hide amount due.

Configuration – Billing Transactions

Billing transactions are fully customizable.

1. ADA Code added. Will copy to insurance form when that type of transaction is added to insurance.

2. Daysheet code must be specified to determine how transaction is to be handled

Configuration – Contract Types

Contract types can be added or deleted. To change the description of a type, you must add a new one.

Note: removing a contract type will not affect patient’s contracts using that type. Those contracts will continue to show the type as it was first entered.

Configuration – Insurance Form Dentist names

These are the dentist names that can be selected when creating an insurance form.

Configuration – Insurance Templates

Contract Start and Claim Frequency were handled through “Initial Fee” and “Monthly Fee” billing transactions. That caused multiple entries (for split RP’s) to show on the insurance queue. This will no longer be the case with these new insurance template types.

Configuration – Patient Status

You have full control over the patient statuses.

Note: changes to patient status will not update patients using that status. Those patients will continue to show with the old status.

Configuration – Exam Label

The patient exam label is one of the options when clicking the “Label” link.

It is fully customizable using a full set of wildcards. Your only restriction is the number of lines if you intend to use the Dymo label writer.

Configuration - Relationships

Responsible Parties – Insurance

Responsible party changes include showing the name with the first name for both parents.

Insurance can be separated as a different responsible party. A new relation of “Insurance” is used.

Responsible Party for Insurance

To add an “Insurance” type responsible party:

1. Select relationship of “Insurance”

2. This will open a dialog asking to pick the owner of the insurance.

3. Clicking “Copy” will copy the name, address, and phone number information creating a new responsible party for the insurance. This RP will have “Suppress Statements” and “Skip Late Charge”. Please note that the information is NOT linked. Changes to one will not affect the other meaning if a phone number or address changes, it must be updated on both responsible parties.

Responsible Party – Insurance – Fixes

1. Claim frequency will now copy to the responsible party when insurance is first added.

2. The Lifetime Limit caption will highlight in blue when the max button is clicked.

3. For a started contract, next claim date controls when an insurance queue is added. For a newly entered insurance, this date is turned purple to remind you that a date should be entered.

Transactions – Adjustments

Adjustment transaction will not show unless the adjustment checkbox is clicked. This will help you see the common non-adjustment payments at the top of the list box.

Contract Adjustments

Any change to the unbilled amount should be accompanied by a change to the patient’s payment schedule.

In this example, $100 is charged from the contract (unbilled is reduced). This reduction should be reflected in the contract monthlies (below).

Insurance - Addresses

Every insurance company needs to be entered only once. The specific address for submitting claims can be selected for the responsible party. This address now shows as “City, State”.

Insurance Queue

Insurance Queue – Adding

Claim month determines what monthly fee transactions are added to the insurance form. In the example above, 03/2008 will generate monthly fees for 01/2008, 02/2008, and 03/2008.

Also, only one set of monthly fees are created. In the past, an additional set of 3 monthly fees were created for each responsible party. This may have resulting in 6 or 9 monthly fees showing on the form. No longer the case!

Insurance – Form Completion

Next claim will only show when working a “frequency” type insurance form. The date is controlled by the program and should never require overriding it here. However, if necessary, you can enter a new date.

The lifetime max can be set when completing the form. This is the same checkbox from the responsible party’s insurance section.

Contract Wizard – Insurance

Contract Start – Next Claim Date

Starting a contract requires a new date. The First Claim Date is used to set the primary’s insurance next claim date.

This determines when the insurance will be added to the insurance queue.

This date only applies when the frequency is Monthly, Bi-monthly, or Quarterly.

Automatic claim frequencies will not have a next claim date.

Contract Changes – 1

Let’s add another insurance to an already started contract. Below is a patient with one insurance split off for $1000 of a $5000 total.

First thing to do is add the seconds insurance to the patient. Using the new “Insurance” type responsible party, let’s add AFLAC for Susan Smith

Contract Changes – 2

Since this is an active contract, Susan’s insurance is not automatically added. We must add Susan’s Insurance responsible party and her insurance to the contract manually.

Remember, AFLAC is going to be split as another responsible party. Not just as an insurance under the parents. That’s why Susan Smith (AFLAC) is added. That’s the responsible party. Next, we need to add Susan’s insurance.

Now we’ve added the 2nd insurance, but no amount is assigned to it. The AFLAC responsible party is responsible for $0.00.

Contract Changes – 3

We assign amounts to an already started contract using “Contract Changes”

The above example uses “Transfer” to move $1500 from the parents (Paul & Susan) to Susan’s AFLAC responsible party.

Contract Changes – 4

After the transfer of $1500, both the parents and Susan (AFLAC) need to adjust their amounts.

For Paul & Susan, since the initial amount has already been charged, your best option is to adjust the monthly amounts to equal the new total fee of $2,500.

For Susan (AFLAC), you must enter amounts to equal $1,500. If you enter a portion as the initial fee, it will immediately bill as a contract charge. The monthlies will begin on the next statement run. It is important to note that the Next Claim date will not be set. A reminder will display upon the completion of this change to update the Next Claim date. Note, Next Claim date controls when an insurance form is added to the insurance queue.

Contract Changes – 5

Scheduler Changes• Message of the Day: allow multi-line message with popup display. Message added to scheduler report.

• Added right-click option to print Dymo labels from the Needs Appointment and Recall lists.

• Fixed "Envelope" link.

• Exam label fully customizable with database field shortcuts.

• Chart: ability to make an alert a comment

• Checkout: missing doctor and/or assistant will prompt a special window for a doctor and/or an assistant.

• New Appt/Recall: renamed Appointment Type to "Procedure".

• Needs Appt/Recall list: filter out broken appointments.

• Outcome assessment: hide sensitive totals for chair side mode.

• Scanning: Office level scans allowed to be stored under your custom category hierarchy.

• Scanning: Most reports that are printed are automatically saved as either office level or patient level scans.

• Scanning: Import any file to an office level or patient level scanned document.

• Scheduler: Added "HIPAA" to scheduler right-click.

• Reports: Print lunch/blocked comments on daily schedule report.

• Reports: Option to include/exclude patient picture on TX Report.

• Reports: Chair side version of Appointment report will hide amount due.

Scan and Letter Directories

Use “File Directories” from the scheduler’s preferences to set your desired file locations for scanned documents and letters. These directories are always dependent on the physical location (not the database) that you select when you open a program.

Message of the Day – Multiple lines

Needs Appointment List

Patients are added to the needs appointment list in several ways. The normal way is to add a needed appointment during checkout. Another is when an appointment is broken. Those broken appointmens automatically generate a needs appointment. The new filter can exclude those from the list.

As of this version, there is not yet a way to only see Needs Appointments that were generated from broken appointments (coming soon).

Checkout – Missing Doctor/Assistant

No need to go back to the checkout when you forget to enter doctor and/or assistant. Choose one or both from this dialog and continue.

Outcome Assessment

Outcome Assessment screen always available. When in chair side mode, the sensitive financial data is hidden.

Scanning – Office Level

Office level scans and printed reports for the office will show on this screen

Scanning – Improved

Now when you save a scan, you must pick “Office” or “Patient”. Office will prompt to pick a category (shown above). Patient will store in the patient’s chart.

Additionally, you can “Import” any file as an Office or Patient level scan.

Scheduler - HIPPA

Reports – Daily Scheduler

The daily scheduler report can be customized to include comments and to hide amount dues.

Chairside version: hides amount due

With comments: shows comments on Blocked and Lunch

Reports – TX Report – Patient Picture

The patient picture can be excluded by un-checking this option

Version 2.28.3

The following enhancements were made to the 3rd revision:

Billing

- Hover over values in the billing grid to see more data

- Transfer dialog to transfer charges, payments, etc to another responsible party

Contract

- On contract start for paid in full, discount amount is pre-populated

- Error saving consolidated flag on started contract is fixed

Insurance

- See all template option

- Help for insurance templates

- Fixed changing billing date options on insurance template configuration screen

Patient / RP

- Ability to hide SSN, Birth date, and/or Locked flag

Reports

- Fixed changing printers and number of copies

- Three (3) available ICONS for printing (Print and Save as PDF, Print only, Save as PDF only)

Billing – Transfer

Easy transfer of charges and payments.

Transfer dialog will figure out what type of transaction to choose for the transfer from and the transfer to.

Will now handle transferring outstanding contract amounts (unbilled). You still must use contract changes for that.

Insurance – See all templates

Insurance templates first show only those templates that apply to the type of insurance form you are working on.

Now there is a way to see all your insurance templates.

Insurance Templates – Help

Configuration – Hide SSN, birth date, locked

Now you can customize your patient and RP screens for SSN, birth date, and the RP Locked flag.

It is probably a good idea to hide SSN due to the sensitive nature of this information. Insurance companies should no longer be using SSN.

If you’re not taking insurance information, there is no need to collect RP’s birth dates

The RP Locked flag is only used for special RP situations such as a public aid billing party that is used for many patients. Locking it secures the information.

Reports

Also fixed the selection of a different printer and the number of printed copies.