Fee Schedules

1. Turn on your printer and make sure it has at least ten pages of plain paper (23 pages if you purchased the Medical cross-referencing capability).
2. Select Fee Schedules and then select Report.
3. If you have purchased the Unlimited Fee Schedule capability for your system, the system prompts whether you want a report of the Master Fee Schedule or Other. Click in the circle to select Master and click Apply.
4. The system will prompt for a range of codes. Enter 1-9999. If you purchased the Medical cross-referencing capability, enter 1-99999.
5. The system asks if you want to PREVIEW. Choose No and the report will begin printing.

The following is a detailed description of the components of the procedure record. Read this carefully before continuing.

Procedure Code

Labeled as CODE on the printout. This is the code that is used to enter this transaction on Family Ledgers.

• Codes 1-30 are reserved for use by Data Team.
• Procedures with codes greater than or equal to 100 are included on insurance claims. Be sure to use professionally accepted codes and descriptions.
• Conversely, procedures with codes less than 100 are never included on insurance claims. Codes less than 100 are used for accounting and comment codes. These will show on ledgers, billing statements, etc.

Description

The name of the transaction as it will display on family ledgers, billing statements, and insurance forms.

Type

Labeled as T on the printout. The procedure Type tells the system how to react when the procedure is entered. The following lists each type and the effect it has when entered.

• Charge - increase balance (C): Adds to balance.
• Tooth (T): Adds to balance and prompts for tooth number.
• 1 surface (1): Adds to balance and prompts for tooth & 1 surface.
• 2 surfaces (2): Adds to balance and prompts for tooth & 2 surfaces.
• 3 surfaces (3): Adds to balance and prompts for tooth & 3 surfaces.
• 4 or more surfaces (4): Adds to balance and prompts for tooth & 4 or more surfaces.
• Any # of surfaces (S): Adds to balance and prompts for tooth & any number of surfaces.
• Quadrant or arch (Q): Adds to balance and prompts for quadrant.
• Payment - decrease balance (P): Deducts from balance. Shows as part of Other Payments on the Daysheet and Total Receipts on the Production Summary.
• Insurance payment/disposal (I): Deducts from balance and prompts for insurance disposal.

  You MUST use Insurance payment/disposal (I) for procedures that indicate you are no longer waiting for payment from the insurance company (Insurance Payment, Insurance Denied, Ins. Applied to Deductible, etc.).

  When a transaction that is of type (I),Insurance payment/disposal, is entered for a patient, all the unfiled and/or outstanding transactions for the patient are listed to the screen. You can then tell the system which ones no longer need to be tracked for incoming insurance payment.

• Refund pmt - increase balance (R): Adds to balance. Shows as part of Refund Overpayments on the Daysheet and deducts from Total Receipts on the Production Summary.
• Adjustment - decrease balance (A): Deducts from balance. Shows as part of Charge Adjustments on the Daysheet.
• Adjustment - increase balance (D): Adds to balance. Shows as part of Payment Adjustments on the Daysheet.

  Both Adjustment types are for accounting purposes; they let you adjust a patient's balance without affecting your total production or receipts.

• Explosion code (E): Explosion code. Entry of a single explosion code adds multiple procedures to the patient's ledger. This saves time when entering procedures commonly performed together. See Creating Explosion Codes for more information.
• Not included in A/R or Production (N):, This is an accounting tool only. It gives you the opportunity to keep track of procedures you set up that are not to be a part of your production.

Update Recall (Yes/No)

Labeled as R on the printout. A patient's Next Prophy date represents when he is due for his next check-up. Therefore, to maintain proper recall tracking, whenever a patient has a check-up, his Next Prophy date MUST be updated to represent when he is due back.

To remove this responsibility from the operator, the system will automatically update the patient's Next Prophy date when you enter a procedure that has Update Recall set to Yes.

If the procedure in and of itself represents the patient had a check-up, make sure Update Recall is set to Yes. Otherwise, Update Recall should be set to No.

Customary Amount

Labeled as AMOUNT on the printout. The Customary Amount represents your customary charge for the procedure. You will be given the opportunity to override this dollar amount during transaction entry. Enter $0.00 for transactions where the amount will be different every time.

Bluebook

This value is not relevant on the Master Fee Schedule. It will show as 0.00 on your printout.

Abbreviation

The abbreviation you enter for a procedure will be used on reports where space is too tight to reflect the entire procedure description (such as the Post-Op Call Back List).

Related Codes

These codes are not reflected on the printout and are only relevant if you purchased the Medical Cross-Referencing option. On dental procedures, the Related Codes are the corresponding Medical CPT codes for the procedure. On medical procedures, the Related Codes are the typical ICD-9 Diagnosis Codes used with the procedure.

Procedure Notes

Not displayed on your printout. If you have purchased the Treatment Planning option, the system gives you the option to include explanations of the procedures on the Treatment Plan Report and on your Scheduler. These explanations are created by you and entered on the procedure record as the Procedure Notes.

If there is a note entered on a procedure, the procedure line will turn red when you move your mouse over it in the ledger. Double click on the procedure to view or edit the Notes. If you make any changes to the Procedure Notes, you must click Apply to save those changes.

To Edit Your Master Fee Schedule:

1. Examine the Master Fee Schedule you just printed. Pencil in your customary fees and any other changes you want to make to the existing procedures. Mark which procedures you want to delete, and make note of procedures you want to add.

   TIP: Although you can type specific comments on patients' ledgers, if there is a comment you will be entering frequently, it is more convenient to create a procedure code with the comment as its Description. Procedure code 60, Thank you for coming, is an example.

   REMEMBER: You cannot add, change, or delete codes 1-30. These are strictly reserved for use by Data Team.

2. Select Fee Schedules from the Settings Menu, and then select Edit.
3. If you have purchased the Unlimited Fee Schedule capability for your system, the system prompts whether you want to edit the Master Fee Schedule or Other. Use the mouse to fill in the circle next to Master and click Apply.
4. Click the "by Code" tab for a numerical look-up list of all of the procedures.
5. Referring to your printout, use the scrolling menu bar on the right and highlight the first procedure you want to change or delete.
6. If you want to delete the procedure, click Delete.

   If you want to change the procedure, click the Change button and make the desired changes to the record displayed on the screen. Once you have made the desired changes, click Apply to save your changes and return to the numerical look-up list.

7. Repeat steps 5 and 6 until you have gone through the entire printout.
8. If you want to add a new procedure, click the Insert button while still at the numerical look-up list. Fill in the blank procedure record displayed on the screen. Click Apply when ready to save your changes and return to the numerical look-up list.
9. Repeat step 8 for each procedure you want to add.