User`s Guide

User`s Guide
Easy Dental 11.2
USER’S GUIDE &
TR AINING GUIDE
www.EasyDental.com | 1-800-824-6375
PUBLICATION DATE
October 2013
COPYRIGHT
© 1987 – 2013 Henry Schein, Inc. All rights reserved. No part of this publication may be reproduced,
transmitted, transcribed, stored in a retrievable system, or translated into any language in any form by any
means without the written permission of Henry Schein, Inc.
LICENSES AND TRADEMARKS
© 1987 – 2013 Henry Schein, Inc. Easy Dental, Henry Schein, and the “S” logo are registered trademarks
of Henry Schein, Inc. Microsoft is a registered trademark and Excel, Windows, and Word are registered
trademarks of Microsoft Corporation; all ADA CDT codes are protected by U.S. and International
copyright laws. All rights reserved by the American Dental Association.
EASY DENTAL AND MICROSOFT WORD FOR WINDOWS
Easy Dental can share its database with Word for Windows, a word processing product created by
Microsoft Corporation. To use Easy Dental with Word for Windows, you need to license and install
Microsoft Word for Windows.
Contents
iii
Table of Contents
Chapter 1: Learning About and Getting Help with Easy Dental.................1
Documentation and Help...................................................................................................1
Ordering Printed Manuals.............................................................................................2
Easy Dental Website............................................................................................................2
Easy Dental Resource Center.............................................................................................2
Easy Dental Training............................................................................................................3
Easy Dental Customer Support..........................................................................................3
The Easy Dental Tutor Database........................................................................................3
Chapter 2: Introduction and Initial Setup.....................................................5
Easy Dental Overview..........................................................................................................6
Transferring Patient Information.........................................................................................7
Manual Entry Option 1..................................................................................................7
Manual Entry Option 2..................................................................................................8
Starting Easy Dental............................................................................................................9
Setting Up Practice Resources............................................................................................9
Setting Up the Schedule Module.....................................................................................14
Setting Up Practice Schedule Defaults......................................................................14
Setting Up Provider Defaults......................................................................................15
Setting Up Operatory Defaults...................................................................................16
Setting Up the Accounts Module.....................................................................................17
Adding Tax and Discount Types.................................................................................17
Setting Up Easy Checkout Options............................................................................19
Setting Up the Reports Module.......................................................................................20
Setting Up Recall Appointment Types.......................................................................20
Setting up Procedure Codes.......................................................................................22
Setting Up Dental Diagnostic Codes.........................................................................25
Setting Up Diagnostic Cross Codes...........................................................................26
Setting Up Explosion Codes.......................................................................................27
Customizing Practice Definitions................................................................................29
Setting Up Practice Defaults.......................................................................................33
Hiding Social Security Numbers.................................................................................34
Setting Up Automatic Chart Numbering...................................................................35
Setting Up Printers.......................................................................................................36
Setting Up Passwords..................................................................................................37
Verifying Information.........................................................................................................41
Backing Up the Easy Dental Database............................................................................42
Chapter 3: Patients.....................................................................................43
The Patients Window.........................................................................................................44
Easy Dental 11.2 User’s Guide
ivContents
Information Blocks.......................................................................................................44
The Patients Toolbar....................................................................................................44
Family Member List......................................................................................................45
Adding New Family Accounts..........................................................................................46
Adding Family Members...................................................................................................49
Adding New Patients with Appointments.................................................................49
Managing Family Relationships........................................................................................50
Selecting Patients..............................................................................................................50
Searching for Archived Patients..................................................................................51
Assigning Medical Alerts..................................................................................................52
Opening the Patient Picture Window..............................................................................53
Viewing Patient Notes.......................................................................................................54
Entering or Editing Patient Notes..............................................................................55
Printing the Patient Notes Report..............................................................................55
Assigning Employers to Patients......................................................................................57
Changing Patients’ Employers....................................................................................58
Working with Insurance.....................................................................................................59
Entering New Insurance Plans....................................................................................60
Assigning Insurance to Subscribers............................................................................63
Assigning Insurance to Non-Subscribers...................................................................65
Changing Insurance Carrier Information....................................................................66
Clearing Insurance Coverage......................................................................................68
Assigning Recall.................................................................................................................68
Assigning Referrals............................................................................................................70
Entering Referrals Made by Patients..........................................................................70
Referring Patients.........................................................................................................72
Archiving Patients..............................................................................................................73
Reactivating Patients...................................................................................................74
Chapter 4: Schedule...................................................................................77
The Schedule Module Window........................................................................................78
The Schedule Toolbar..................................................................................................78
The View Toolbar..........................................................................................................80
Date Bar........................................................................................................................80
Provider Tracking Columns.........................................................................................80
Day Search Buttons......................................................................................................80
Schedule of Appointments.........................................................................................80
The Hover Window......................................................................................................80
The Schedule Clipboard..............................................................................................81
Setting Custom Views.......................................................................................................81
Changing Views............................................................................................................83
Finding Available Appointment Times............................................................................83
Scheduling Appointments................................................................................................86
Setting Appointments Complete...............................................................................89
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Scheduling Events.............................................................................................................89
The Schedule Lists.............................................................................................................91
Opening the Appointments List.................................................................................91
Opening the ASAP List................................................................................................92
Opening the Unscheduled List...................................................................................93
Managing Appointments..................................................................................................93
Finding Appointments.................................................................................................93
Moving Appointments.................................................................................................94
Breaking Appointments..............................................................................................95
Rescheduling Broken Appointments.........................................................................96
Adding Appointments to the ASAP List....................................................................98
Printing from the Schedule...............................................................................................99
Printing the Schedule View.........................................................................................99
Printing Patient Route Slips.......................................................................................101
Changing Practice Hours................................................................................................102
Setting Practice Schedules........................................................................................102
Setting Provider Vacation Days.................................................................................104
Notes and Alerts..............................................................................................................105
Easy Day Planning............................................................................................................106
Customizing Appointment Types.............................................................................106
Customizing Procedure Codes.................................................................................108
Setting up Time Blocks..............................................................................................109
Activating Easy Day Planning....................................................................................111
Finding Available Time Blocks..................................................................................112
Chapter 5: Chart.......................................................................................115
The Chart Module Window............................................................................................116
The Chart Toolbar......................................................................................................116
Graphic Chart.............................................................................................................118
Procedure Buttons.....................................................................................................118
Procedure Category Buttons....................................................................................118
Progress Notes...........................................................................................................119
Entering Treatment..........................................................................................................119
Entering Treatment Using Procedure Buttons.........................................................120
Adding Treatment Using Procedure Category Buttons..........................................121
Editing Treatments...........................................................................................................122
Editing and Deleting Treatments..............................................................................122
Editing Treatment in History.....................................................................................124
Editing Surface Painting............................................................................................124
Deleting Completed Procedures..............................................................................125
Invalidating Procedures in History............................................................................125
Viewing Primary or Permanent Teeth.............................................................................126
Easy Dental 11.2 User’s Guide
viContents
Notes................................................................................................................................127
Entering and Editing Procedure Notes....................................................................127
Adding and Viewing Clinical Notes..........................................................................128
Printing the Dental Chart................................................................................................129
The Estimator...................................................................................................................130
The Estimator Toolbar...............................................................................................131
Chapter 6: Perio Chart..............................................................................133
The Perio Chart Window.................................................................................................133
The Perio Chart Toolbar............................................................................................134
Data Chart..................................................................................................................135
Tooth Indicator Controls............................................................................................136
Navigation Controls...................................................................................................136
Data Entry Controls....................................................................................................137
Setting up the Perio Chart..............................................................................................137
Customizing Perio Examinations..............................................................................137
Configuring Auto Settings........................................................................................138
Setting the Calculation Options...............................................................................139
Setting the Flag Red Limit ........................................................................................139
Indicating Script Settings..........................................................................................139
Skipping Teeth with Selected Conditions................................................................141
Creating Exams................................................................................................................141
Entering Perio Measurement Data...........................................................................142
Entering Perio Data Using the Keyboard.................................................................143
Saving an Exam..........................................................................................................144
Comparing Exams......................................................................................................145
Printing Perio Reports................................................................................................145
Chapter 7: Treatment Plans......................................................................147
The Treatment Plans Window.........................................................................................148
The Treatment Plans Toolbar....................................................................................149
Entering a Treatment Plan...............................................................................................149
Attaching Diagnostic Codes...........................................................................................151
Managing Pre-Treatment Estimates...............................................................................151
Creating Pre-Treatment Estimates............................................................................152
Entering Insurance Estimates....................................................................................152
Showing Transactions Links.......................................................................................154
Setting Procedures Complete..................................................................................155
Chapter 8: Accounts.................................................................................157
The Accounts Module Window......................................................................................158
The Accounts Toolbar................................................................................................158
Transaction Log..........................................................................................................160
Easy Dental 11.2 User’s Guide
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Account Detail Information.......................................................................................160
Posting Procedures..........................................................................................................161
Entering Payments...........................................................................................................163
Entering Adjustments......................................................................................................166
Entering Finance or Late Charges..................................................................................167
Entering Taxes and Discounts.........................................................................................167
Editing Transactions........................................................................................................169
Invalidating History Transactions....................................................................................170
Processing Insurance Claims...........................................................................................171
Creating Primary Claims............................................................................................171
Changing Claim Information.....................................................................................173
Editing Claims............................................................................................................181
Entering Insurance Payments....................................................................................183
Posting Partial Insurance Payments..........................................................................186
Creating Secondary Claims.......................................................................................188
Deleting Insurance Payments...................................................................................190
Indicating Benefits Used and Deductibles Met.......................................................191
Printing Accounts Reports..............................................................................................191
Searching for Payments...................................................................................................192
Easy Checkout..................................................................................................................193
Entering Batch Payments................................................................................................193
Entering Batch Account Payments...........................................................................194
Entering Batch Insurance Payments.........................................................................195
Setting up Payment Plans...............................................................................................199
Creating Payment Plans............................................................................................199
Creating Future Due Payment Plans........................................................................202
Entering Account Notes..................................................................................................204
Performing Month End....................................................................................................205
Running Month End Update.....................................................................................206
Applying Finance Charges........................................................................................206
Applying Late Charges Automatically......................................................................208
Processing Future Due Payment Plans.....................................................................209
Chapter 9: Reports...................................................................................211
Reports Module Window................................................................................................212
The Batch Processor..................................................................................................212
The Reports Toolbar..................................................................................................212
Changing Fee Schedules................................................................................................214
Maintaining Employers....................................................................................................216
Joining Employers.....................................................................................................216
Purging Employers.....................................................................................................218
Maintaining Insurance.....................................................................................................218
Joining Insurance Carriers.........................................................................................219
Purging Insurance Carriers........................................................................................221
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Purging Used Dental Insurance Benefits.................................................................222
The Batch Processor........................................................................................................223
Printing Reports.........................................................................................................223
Previewing Reports....................................................................................................224
Deleting Reports........................................................................................................225
Refreshing the Batch Processor................................................................................226
Generating Reports.........................................................................................................226
Reference Reports......................................................................................................226
Management Reports................................................................................................227
Account Reports.........................................................................................................228
Patient List Reports....................................................................................................229
Generating Billing Statements.......................................................................................229
Printing Blank ADA Forms..............................................................................................231
Purging Exported Files....................................................................................................232
Generating the Audit Trail Report..................................................................................232
Letters...............................................................................................................................234
Merging Letters..........................................................................................................234
Creating Batch Insurance Claims....................................................................................236
Chapter 10: Documents............................................................................237
Documents Module Window Areas...............................................................................238
Setting Up the Documents Module...............................................................................239
Setting Up Document Types.....................................................................................239
Setting Up Preferences..............................................................................................240
Acquiring Documents......................................................................................................241
Importing Documents From a Scanner....................................................................241
Capturing from a Digital Camera.............................................................................243
Importing from a File.................................................................................................244
Importing from Patient Picture.................................................................................244
Pasting from the Windows Clipboard......................................................................245
Viewing Documents.........................................................................................................245
Switching Views and Changing Filters.....................................................................246
Editing Document Information.......................................................................................247
Printing and Exporting Documents................................................................................247
Printing the Documents List......................................................................................247
Printing Documents...................................................................................................247
Exporting Documents................................................................................................248
Chapter 11: Other Features.....................................................................249
eDex..................................................................................................................................250
Adding Contacts........................................................................................................250
Adding Categories....................................................................................................251
Patient Alerts....................................................................................................................252
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Opening Patient Alerts..............................................................................................252
Creating Patient Alerts..............................................................................................252
Viewing Patient Alerts................................................................................................254
Suspending Patient Alerts.........................................................................................254
Prescriptions.....................................................................................................................255
Treatment Manager.........................................................................................................257
Starting the Treatment Manager..............................................................................257
Collections Manager.......................................................................................................261
Starting the Collections Manager.............................................................................262
Setting up a Collections Manager View...................................................................263
Lab Case Manager...........................................................................................................266
Starting the Lab Case Manager................................................................................266
The Lab Case Manager Window..............................................................................267
Setting up the Lab Case Manager............................................................................268
Creating a Lab Case..................................................................................................268
Sending a Lab Case Electronically to DDX..............................................................269
Requesting Case Pickup............................................................................................270
Receiving Lab Cases..................................................................................................270
Attaching Appointments to Lab Cases....................................................................271
Contacts............................................................................................................................272
The Contacts Module Window.................................................................................272
Changing View Filters................................................................................................272
Adding a Manual Entry..............................................................................................273
Time Clock.......................................................................................................................274
Setting up the Time Clock........................................................................................275
Clocking In/Out..........................................................................................................276
Quick Letters....................................................................................................................278
Quick Labels.....................................................................................................................279
Send Message..................................................................................................................280
EasyWeb Toolbar.............................................................................................................280
Easy Dental Add-ons.......................................................................................................281
Index.........................................................................................................283
Easy Dental 11.2 User’s Guide
xContents
Easy Dental 11.2 User’s Guide
Chapter 1: Learning About and Getting Help with Easy Dental
1
Chapter 1: Learning About and
Getting Help with Easy Dental
Thank you for purchasing Easy Dental. Easy Dental helps you manage a wide range of practice information,
including patient data, clinical information, and financial records. This user’s guide will help you learn how to
use Easy Dental effectively to manage your practice and perform day-to-day tasks in your office.
As you are learning to use Easy Dental, you may have questions about the software. Henry Schein provides
many resources that you can use to answer your questions and learn more about Easy Dental. These resources
include:
• Documentation and Help
• Easy Dental Website
• Easy Dental Resource Center
• Easy Dental Training
• Easy Dental Customer Support
• Using the Easy Dental Tutor Database
These resources are introduced and described in the following sections.
Documentation and Help
The following guides and resources are available to help you install, learn, and use Easy Dental in your office:
• Easy Dental System Requirements – The system requirements document describes minimum and
recommended hardware and software requirements for using Easy Dental. Recommendations and
notes about using Easy Dental with some third-party software and hardware are also included. This
document is updated periodically to reflect changes in the market with supported software and
hardware. The current version is available in the Easy Dental Resource Center (see Easy Dental
Resource Center below).
• Easy Dental Release Guide – This guide explains what is included in the software release. The guide
is for current Easy Dental users who are upgrading to a new version. It includes an overview of new
features and enhancements, software changes and fixes, and important notes on installing and using
the upgrade. The Easy Dental Release Guide is available in PDF format on the Windows desktop and
is also available in the Easy Dental Resource Center (see “Easy Dental Resource Center” below).
•
Easy Dental Installation Guide – The Easy Dental Installation Guide includes the information you need
to know when installing Easy Dental. It includes information on how to prepare for installation, step-byEasy Dental 11.2 User’s Guide
2
Chapter 1: Learning About and Getting Help with Easy Dental
step instructions for installing the software, and information on registering and activating your Easy
Dental software. The printed Easy Dental Installation Guide is available in the box with your Easy
Dental software. It is also available in PDF format in the Easy Dental Resource Center (see “Easy
Dental Resource Center” below).
• Easy Dental User’s Guide – The Easy Dental User’s Guide provides the most important information
you need to know as you set up and begin learning to use Easy Dental in your practice. It includes
information on performing the essential tasks in all of the major Easy Dental modules (Patients,
Accounts, Treatment Plans, Chart, Reports, and more). The Easy Dental User’s Guide is available in
PDF format on the Windows desktop and is also available in the Easy Dental Resource Center (see
“Easy Dental Resource Center” below). For a printed copy, see “Ordering Printed Manuals” below.
The Easy Dental User’s Guide does not provide detailed documentation on all Easy Dental features.
For the most detailed and comprehensive information on Easy Dental features, refer to the Easy
Dental Help.
•
Easy Dental Help – The most comprehensive Easy Dental documentation is provided in the Easy
Dental Help, which you can access by clicking the Help (?) icon on the toolbar in most Easy Dental
modules. The Easy Dental Help includes detailed information on all Easy Dental modules and
features. It provides answers to frequently asked questions and introduces the features that were added
in recent Easy Dental software releases. It also provides a dictionary of common dental terms, helpful
steps to follow for routine office procedures, and much more. The Help is fully indexed and includes
advanced search capabilities using the Search tab. For more information, go to the Easy Dental Help
and search for “Using Help.”
Ordering Printed Manuals
You can order a printed copy of the Easy Dental User’s Guide using our print-on-demand service. To learn
more, view pricing information, or order a printed manual, visit www.easydental.com or visit the Easy Dental
Resource Center (see “Easy Dental Resource Center” below).
Easy Dental Website
Henry Schein maintains an extensive website with information about Easy Dental. You can find the latest
information about Easy Dental software, customer training and support, and other information at
www.easydental.com.
Easy Dental Resource Center
The Easy Dental Resource Center offers an online library of on-demand software tutorials, product manuals,
and a technical support knowledgebase. The on-demand training page includes self-paced training on topics
such as viewing and navigating the Easy Dental modules, charting and editing treatment, and generating key
reports. The knowledgebase provides quick access to timely product information, troubleshooting tips, and
answers to the most common Easy Dental questions. Knowledgebase articles are written by knowledgeable
Support technicians. You can search the articles in the knowledgebase to find answers to your questions about
Easy Dental. Access is free for dental practices on an Easy Dental Customer Service Plan. All you need is your
Easy Dental Customer ID number and ZIP Code. To log in to the Easy Dental Resource Center, go to www.
easydental.com/resourcecenter.
Easy Dental 11.2 User’s Guide
Chapter 1: Learning About and Getting Help with Easy Dental
3
Easy Dental Training
Henry Schein recommends that you take advantage of the many training options available, such as in-office
training, training workshops, and on-demand training. In-office training is delivered personally to you and
your staff by an Easy Dental Certified Trainer. Training workshops are designed for users who need a good
overview of the most important modules and features in Easy Dental. On-demand training tutorials are
available in the Easy Dental Resource Center 24 hours a day, 7 days a week. Visit www.easydental.com/
training to view current training options.
Easy Dental Customer Support
If you cannot find the information you are looking for in the available resources discussed on the previous
pages, you can contact Easy Dental Customer Support. Before you call, we recommend that you have the
following information available to help the technician diagnose your problem:
• Easy Dental customer ID #
• Computer specifications, such as processor type and speed, amount of memory, and hard drive size.
Tip: You may want to tape this information on each monitor for quick reference.
• Printer name
• The exact error message (if there is one)
• The Easy Dental version number.
To contact Easy Dental Customer Support
Call 1-800-824-6375
You can also use the Click to Chat option on www.easydental.com and start an online Chat session with a
member of our Easy Dental Support Team.
If you have a question or comment that does not require immediate assistance, you may send an e-mail
message to our Easy Dental Customer Support team at [email protected]
For more information about Easy Dental Customer Support, hours, support plans, and pricing, visit the Easy
Dental Customer Support web page (www.easydental.com/support). From this web page, you can use Click to
Chat to begin an online chat session with a member of our Easy Dental Support Team.
Note: Support technicians have training and experience in supporting the Easy Dental software but are not
authorized to answer questions or solve problems relating to your hardware, network, or operating system.
Operating system questions can sometimes be answered by reading the Windows documentation. For help
with computer or network maintenance, please contact Henry Schein TechCentral (800-288-7691) or other
qualified integration specialists who offer help with installation and ongoing service and support.
The Easy Dental Tutor Database
While you are learning to use Easy Dental, you may want to gain hands-on experience by adding and editing
sample information in Easy Dental. Easy Dental provides a sample tutor database you can use for this
purpose.
Important: As you are learning Easy Dental and experimenting with its features, never use your practice’s
actual patient database.
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Chapter 1: Learning About and Getting Help with Easy Dental
The tutor database contains sample data you can practice with such as patient information, chart information,
appointment information, provider information, insurance information, and more. You can add your own
data or edit the existing sample information as you experiment with the various Easy Dental features. You can
switch to the tutor database at any time, make any changes you want, and then switch back to your practice’s
live patient database at the end of your practice session.
To switch to the tutor database
1. From the Reports module toolbar, click Maintenance, and then from the menu, click Preferences.
2. From the Preferences dialog box, click the Paths tab.
3. Write down your database path; you’ll need to know this when you switch back to your practice’s actual
patient database.
4. Change the Database Path to C:\PROGRAM FILES (X86)EZDENTAL\TUTOR\, and then click OK.
Important: When you finish exploring the Easy Dental features using the tutor database, make sure you
switch back to your practice’s actual patient database.
To switch back to your practice’s database
1. From the Reports toolbar, click Maintenance, and then from the menu, click Preferences.
2. From the Preferences dialog box, click the Paths tab.
3. Change the database path to your practice’s actual database path, such as C:\EZDENTAL\DATA\, and
then click OK.
Note: Switching to the tutor database is computer specific; it will not affect other computers running Easy
Dental.
Easy Dental 11.2 User’s Guide
Chapter 2: Introduction and Initial Setup
5
Chapter 2: Introduction and
Initial Setup
This chapter introduces the different Easy Dental modules and the different ways you can open them. It also
provides the basic steps to set up and begin using Easy Dental in your office. To save time setting up Easy
Dental, many features come with pre-set defaults. If the defaults are sufficient to meet the needs of your office,
then no customization is necessary. The time needed to complete the setup steps covered in this chapter will
vary from office to office depending on the amount of customization you need.
Important: If your office will be receiving an electronically converted database, do not complete the setup
steps in this chapter until after you receive and install the converted database. Any changes you make to the
practice information are overridden when you install the converted database, and any customizations and
patient data will be lost.
This chapter covers the following:
• Easy Dental Overview
• Transferring Patient Information
• Starting Easy Dental
• Setting up Practice Resources
• Setting up the Schedule Module
• Setting up the Accounts Module
• Setting up the Reports Module
• Verifying Information
• Backing up the Easy Dental Database
Easy Dental 11.2 User’s Guide
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Chapter 2: Introduction and Initial Setup
Easy Dental Overview
As a practice management software system, Easy Dental manages a variety of information, including patient
demographics, clinical details, and production analysis. The Easy Dental software is divided into several
modules, each of which helps you manage specific types of information.
Patients
The Patients module stores and displays important patient information, such as the patient’s name, address,
phone number, medical alerts, birth date, insurance coverage, employer, and referral information. Patients
are organized by family. The Patients module helps you to organize, store, and find patients and patient
information.
Schedule
The Schedule module is an appointment book that allows you to maximize a provider’s valuable time by
rapidly filling the work schedule weeks in advance. Schedule makes full use of the Easy Dental database to
search for new appointment dates and find the best fit for the patient and provider.
Chart
From the Chart module you can enter and document existing, recommended, and completed treatments
or conditions. Easy Dental uses standard textbook charting symbols that are familiar and easy to recognize.
Treatment is color-coded so that you can tell at a glance if a procedure is complete, existing, a condition, or
treatment-planned. You can attach clinical notes as general notes or to a single procedure code.
Accounts
You can use the Accounts module to manage patient accounts. From the Accounts module, you can add and
edit payments, adjustments, and procedures; process insurance claims; calculate finance charges; and create
payment plans.
Reports
Reports provides several tools to enhance the management processes of your practice including a report Batch
Processor with print preview, a report and letter generator, a button that creates all insurance claims for a
specified date range automatically, an accounting utility that can export production and collection totals into
accounting software programs, such as QuickBooks and Peachtree, and the utilities to set up and maintain
Easy Dental.
In addition to the five main modules, Easy Dental also includes the following modules:
• Perio Chart – From the Perio Chart, you can record mobility, furcation guides, plaque, calculus,
bone loss, pocket depths, bleeding and suppuration points, gingival margins, CAL levels, and MGJ
measurements. Note tools help you record diagnostic and summary information, including periodontal
case typing using the appropriate ADA diagnostic codes and descriptions. You can also print custom
reports, charts, and letters for insurance consultants or referring dental professionals.
• Treatment Plans – From the Treatment Plan module, you can record work for patients that needs to be
Easy Dental 11.2 User’s Guide
Chapter 2: Introduction and Initial Setup
7
completed. Once you enter a treatment plan, you can order the treatment and give a copy of the plan,
including fees and insurance estimates, to the patient. From the Treatment Plans module you can also
create and manage insurance pre-treatment estimates.
•
eDex – eDex is a contact manager from which you can manage and quickly search for Easy Dental
contacts, such as patients, providers, staff, labs, insurance carriers, and contacts that are not stored in the
Easy Dental database. You can search by first or last name, address, email address, or phone number. You
can also add custom notes or append notes to a patient note.
•
Documents – Documents, such as patient letters, EOBs, and referral letters or images, such as patient
pictures and X-rays, can be scanned, captured, or imported in the Documents module. You can then attach
these documents to patients, employers, providers, insurance carriers, and referral sources. You can attach
the forms to multiple sources for use as references as well as print or send them electronically.
•
Treatment Manager – The Treatment Manager generates a list of patients with treatment plans that
meet certain criteria that you specify. Using this list to contact patients can help you realize the potential
revenue that often sits untapped in patient treatment plans.
• Collections Manager – Collections Manager helps you increase your practice’s revenue by decreasing
your account receivables. Based on criteria you specify, the Collections Manager displays a list of accounts
that need to be contacted.
• Lab Case Manager – Lab Case Manager is directly linked to the Schedule and Chart modules. You can
create a lab case for a patient, ship the case to the lab, and track the case’s progress.
•
Contacts – The Contacts module acts as a contact manager for your office. With this module, you can
record and track all correspondence and contacts with your patients. The Contacts module has two main
functions: to keep a record of past events and to log reminders of future events.
Note: For information about other components and features of Easy Dental, see Chapter 11: Other Features.
Transferring Patient Information
Unless you are just starting your practice, you already have a lot of patient data. As you switch to Easy Dental,
one of the most important setup tasks you will perform is transferring your existing data into Easy Dental.
Data transfer can be accomplished with either of the following methods:
• Manual Data Entry
• Electronic Data Conversion
Important: If your office will receive an electronically converted database, you should not complete the setup
steps discussed in this chapter until after you have received and installed the converted database. Any changes
you make to the practice information will be overridden when you install the converted database, and any
customizations will be lost.
If you will be transferring patient information using manual data entry, there are two recommended options
for entering current balances and charts. Review these options and then use the Easy Dental modules to enter
your patients’ information.
Note: Patients with existing account balances, existing appointments, or existing/incomplete treatment plans
should be entered into Easy Dental first. You should decide which option to use before you begin entering
patient information.
Manual Entry Option 1
Of the two options, option 1 is the easiest and most commonly used. There are a few disadvantages to using
option 1 over option 2. One disadvantage is that, even though your account balances will be correct, the
Easy Dental 11.2 User’s Guide
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Chapter 2: Introduction and Initial Setup
descriptions of how these balances came about will be missing.
• Enter the account’s aged balance when you enter a new family. The Accounts module automatically posts
an “Initial Balance” transaction for that patient. The “Initial Balance” prints as a balance forward on
statements.
• When you begin entering information in the Chart module, enter all previously completed procedures as
“Existing.”
• From the Chart or Treatment Plans module, enter all treatment-planned procedures as “Recommended.”
A record of the current status of each patient’s treatment plan is stored.
• Since many insurance claims might have been sent prior to installation and not yet received, some time
after the installation, there will be insurance payments for claims that are not listed in any patient’s
account. You cannot enter these insurance payments in the normal way. You must enter each insurance
payment as a guarantor payment with a note of explanation. Since there can be some confusion with a
family account when an insurance payment is listed in the Accounts module as a guarantor payment, the
note explains this discrepancy.
Note: Also, you might want to add a new payment type entitled “Insurance Payment - No Claim” to
further distinguish the payment.
Manual Entry Option 2
Option 2 includes descriptions on outstanding balances and has more information available for you to use
than with option 1. However, you may not have the time necessary to enter each existing and/or completed
procedure for each patient.
• Do not enter the family’s balance in the Patients module.
• When you begin entering information in the Chart module, enter all completed procedures as “Existing”
if the charge has been paid off, or “Completed” if the charge is still outstanding. Enter all recommended
procedures as “Treatment Plan.”
• For each completed procedure, be sure that the date is the date of the charge to properly age the account
balance.
• For each recommended procedure, be sure that the date reflects when the procedure was recommended
so that the Chart accurately depicts the treatment status of each patient and treatment plans can be
processed accordingly.
• The dates and charges of completed procedures are used to create each account’s aged balance. The
balance displayed in the Patients or Accounts module should equal the account’s balance at the time of
installation. If the displayed account balance is incorrect, you can edit individual procedure charges or
enter an adjustment if a procedure has been partially paid.
• When you begin working in the Accounts module, create a claim for each insurance claim or pre-treatment
estimate claim that has been sent, but not received, as of the time of installation. Enter the date each
claim was originally sent so the claim is accurately listed as “Sent.” The claim does not need to be printed.
By entering the claims that are outstanding as of the time of installation, the claims can be aged and
tracked, insurance payments can be entered properly, pre-treatment estimates can be entered, and the
payment table for estimates can be updated in a more timely fashion.
• You should enter important clinical notes in the Chart module.
Not all existing patient accounts and charts need to be entered using the same option. For example, you could
use Option #1 for accounts that do not have outstanding insurance claims, and you could use Option #2 for
accounts that do.
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After you have completed the Practice Setup and configured Easy Dental to meet the specific needs of your
practice, you are ready to start entering your patients’ information.
Starting Easy Dental
Before you can begin setting up Easy Dental, you must first start the Easy Dental program. There are two ways you can
open Easy Dental:
• The Windows Start Menu – Click the Windows Start button to expand the programs menu. Click All
Programs > Easy Dental, and then click Easy Dental.
• Desktop Icon – Double-click the Easy Dental icon on the Windows Desktop to access Easy Dental.
Setting Up Practice Resources
You can set up the following resources in Easy Dental: practice resources, operatory, provider, and staff
information.
Note: When you configure the practice resources from one computer, they are configured for all Easy Dental
workstations.
To set up practice resources
1. From the Easy Dental toolbar, click Reports to open the Reports module.
2. From the Reports toolbar, click Practice Setup, and then from the menu, select Practice Resource Setup.
The Practice Resources dialog box appears.
2. Enter the following practice resources:
• Practice Information – The practice name and address is used on claims, reports, statements, and
other correspondence.
• Operatory – Operatories are used primarily when scheduling appointments.
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• Provider – Every employee who provides billable treatment to patients is considered a provider in
Easy Dental.
• Staff – All other employees who use Easy Dental, including those who assist with certain procedures,
can be entered into Easy Dental as staff members (if they have not already been entered as providers).
To edit the practice information
1. In the Practice Resources dialog box, under Practice Information, click Edit.
The Practice Information dialog box appears.
2. Set up the following options:
• Title – Type the name of the practice.
• Address – Type the address and phone number of the practice.
Tip: If you have two providers in your practice, the first line of the street address can be used for a
second provider’s name.
• Administrative Contact – Click the search button to select the provider or staff member you want to
designate as the administrative contact for the office.
• HIPAA Officer – Click the search button to select the provider or staff member you want to
designate as the HIPAA officer for the office.
• Bank Deposit Number – Type the bank account number you want to have appear on deposit slips.
• Fiscal year’s beginning month (1-12) – Type the month that your office’s fiscal year begins.
• Information on statements – Select whether you want the name and address of the practice or the
name and address of a patient’s primary provider to appear on billing statements. If you separate
collections by provider, select Use Provider Info on Statements.
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3.Click OK to save the changes.
To add or edit an operatory
1. In the Practice Resources dialog box, under Operatories, click New.
The Operatory Information dialog box appears.
2. Type a unique ID for the operatory (for example, OP-1, HYG1, or SURG), keeping in mind that the
Schedule module displays operatories alphabetically or numerically by ID.
Important: Once you click OK, you cannot change the ID.
3. Type an Operatory Title as you want it to appear on the Operatory Appointment List.
4.Click OK to save the changes.
To add a provider
1. In the Practice Resources dialog box, under Provider(s), click New.
The Provider Information dialog box appears.
2. Set up the following options:
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• Name – Type the provider’s name.
• ID – Type a unique, four-character, alphanumeric ID for the provider (for example, DDS1, DOC1,
or HYG1). Provider IDs appear throughout Easy Dental and on reports.
Wherever there is an option to select a provider, Easy Dental displays the providers alphabetically by
ID. Also, certain reports allow you to filter results by a range of providers; be sure to alphabetize your
providers so that you can use ranges effectively for these reports.
Important: Once you click OK, you cannot change the ID or delete the provider; however, you can
inactivate the provider.
• Title – Type the provider’s title (for example, D.D.S., D.M.D., or R.D.H.).
• Specialty – Select the appropriate specialty for the provider.
• Address and Phone – Type the business address and phone number of the provider. Easy Dental uses
this address on all correspondence.
• E-mail – Type the provider’s e-mail address. This field is required for ePrescribe.
• Assigned Operatories – Select the operatories that this provider most commonly uses.
• Class – If the provider is a dentist, click Primary. Or, if the provider is a hygienist or dental assistant,
click Secondary.
• Provider ID Setup – Some insurance plans have specific ID numbers for providers which are needed
for claims instead of, or in addition to, the State ID Number or Provider #. Click Provider ID Setup
to set up multiple insurance IDs for the provider. For more information, refer to the Help topic about
setting up provider IDs.
• Print Provider’s Signature Using – Select if you don’t want the provider to have to personally sign
each printed insurance claim. Then, select whether you want the phrase “Signature on File” or the
Provider’s Name to appear on those claims.
• Fee Schedule – If the provider uses a fee schedule other than the one with your normal fees, click the
search button to select the fee schedule this provider uses.
• SS # – Type the provider’s Social Security number.
• State ID # – Type the provider’s state ID number. This field is required for ePrescribe.
• State – Type the two-digit postal code for the state the provider is licensed in. This field is required
for ePrescribe.
• State License Expiration – Type the expiration date of the provider’s state license. This field is
required for ePrescribe.
• TIN # – Type the provider’s Tax Identification Number.
• Medicaid # – Type the provider’s Medicaid number.
• DEA # – Type the provider’s Drug ID number. This field is required for ePrescribe.
• DEA License Expiration – Type the expiration date of the provider’s DEA license. This field is
required for ePrescribe.
• DEA Schedule – Select the appropriate schedule. This field is required for ePrescribe.
• NPI – Type the provider’s National Provider Identifier number issued by the Centers for Medicare
and Medicaid Services (CMS). This field is required for ePrescribe.
• Specialized insurance claim IDs – Type the appropriate claim IDs.
• Provider # – Type the provider’s provider number.
• Office # – Type the provider’s office number.
• Medicare # – Type the provider’s Medicare number.
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• Other ID # – Type the provider’s other insurance ID.
• UPIN # – Type the provider’s unique physician identifier number.
• Controlled Substance # – Type the provider’s controlled substance number.
3.Click OK to save the changes.
Note: You cannot delete providers from Easy Dental. You can, however, inactivate a provider. When you
inactivate a provider, you are prompted to choose a replacement provider. The replacement provider replaces
the inactive provider as the affected patients’ primary provider, continuing care provider, provider for future
appointments, provider for treatment plans, and so forth. All completed procedures and payments remain
with the provider you have inactivated.
To add a staff member
1. In the Practice Resources dialog box, under Staff, click New.
The Staff Information dialog box appears.
2. Set up the following options:
• Name – Type the name of the staff member’s name.
• ID –Type a unique, four-character, alphanumeric ID for the staff member.
Important: Once you click OK, you cannot change the ID or delete the staff member; however, you
can inactivate the staff member.
• Title – Type the staff member’s title (for example, receptionist or office manager).
• Address and Phone – Type the home or mailing address of the staff member.
• E-mail – Type the staff member’s e-mail address.
• Social Security Number – Type the staff member’s Social Security number.
3.Click OK to save the changes.
Note: To use the password and Time Clock features, staff must be entered. Staff members cannot be deleted
from Easy Dental. You can, however, inactivate a staff member. When a staff member is inactivated, you are
prompted to choose a replacement staff member. The replacement staff member is assigned all future and
unscheduled appointments that were assigned to the staff member you inactivate.
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Setting Up the Schedule Module
This section covers the following setup topics for the Schedule module:
• Setting up Practice Defaults
• Setting up Provider Defaults
• Setting up Operatory Defaults
Setting Up Practice Schedule Defaults
You can customize your practice hours, some appointment defaults, and the time block size used throughout
Easy Dental.
Note: When you configure the practice defaults from one computer, they are configured for all Easy Dental
workstations.
To set up practice defaults
1. From the Schedule toolbar, click Setup, and then from the menu, select Practice Setup.
The Practice Schedule Setup dialog box appears.
2. Set up the following options for the practice:
• Default Schedule – Select the days of the week the office is usually open. Clear the check boxes of
the days the office is closed.
Next, for each selected day, click the corresponding search button to set the working hours.
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Tip: If your entire practice takes a lunch at the same time, enter the hour you break for lunch as the
first End Time. Then, enter the hour you return from lunch as your second Start Time and the hour
you close as the second End Time. (For example: 8 A.M. – 12 P.M. and 1 P.M. – 5 P.M.).
• Time Block Size – Select the scheduling interval that fits the scheduling needs of your practice:
5-minute, 10-minute, 15-minute, 20-minute, or 30-minute.
Important:
• Changing the time block size after scheduling appointments may make the appointment times
invalid until you edit or move each appointment manually.
• Procedures use the time block size (a time unit) to help determine how long procedures will take
to complete. As a result, if you change the time block size, procedure lengths change also. For
example, if a procedure uses six 10-minute time blocks (60 minutes), and you change the time
block size to 15 minutes, the next time you schedule that procedure, it will still use six units but
will set aside 90 minutes in the schedule by default.
• Appointment Amount – Select one of the following options:
• Always Calculate – Select to have Easy Dental recalculate appointment amounts according to
provider and fee changes. When this option is selected, the amount cannot be edited when you
are making an appointment.
•
Allow Amount to be entered/fixed – Select if you want to enter an appointment amount when
scheduling the appointment. Easy Dental still calculates and enters the amount for the appointment
according to the procedures and provider selected, but you are able to edit the amount.
• Hover Detail – To disable the Hover window, clear the Display Hover window check box. To
modify how quickly the Hover window appears when you place the mouse pointer over an
appointment or event, select a time in the Delay Hover window after box.
Note: The time increments or decrements in .5 second intervals.
3.Click OK to save the changes.
Setting Up Provider Defaults
In the Schedule module, you can customize work hours, appointment block colors, aliases, and other settings
for each provider in your office.
Note: When you configure the provider defaults from one computer, they are configured for all Easy Dental
workstations.
To set up the provider hours
1. From the Schedule toolbar, click Setup, and then from the menu, click Provider Setup.
The Provider Setup dialog box appears.
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2. Select the provider for whom you want to set up schedule defaults.
3.Click Setup.
The Provider Setup [Provider ID] dialog box appears.
4. Set up the following options:
• Default Schedule – Select the days of the week the provider usually works. Clear the check boxes of
the days the provider does not usually work.
Next, for each selected day, click the corresponding search button to set the working hours. You can
break each day into one to three time ranges (for example, 8 A.M. – 12 P.M. and 1 P.M. – 5 P.M.).
• Provider Color – To change the color the Schedule module uses for appointments scheduled for this
provider, click the color button and select the color you want.
5.Click OK to save the changes.
Note: For additional information on provider setup, see “Setting up providers” and related topics in the Easy
Dental Help.
Setting Up Operatory Defaults
In the Schedule module, you can customize the days and hours that each operatory is open.
To set up an operatory
1. From the Schedule toolbar, click Setup, and then select Operatory Setup from the menu.
The Operatory Setup dialog box appears.
2. Select the operatory that you want to set up and click Setup.
The Operatory Setup [OP - #] dialog box appears.
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3. Select the days that you want the operatory to be open.
4. To restrict the number of hours an operatory is open on a selected day, click the corresponding search
button.
The Set Time Limits dialog box appears.
5. Set the hours you want the operatory to be open and click OK.
Easy Dental blocks out the time the operatory will be closed in the Schedule module.
Setting Up the Accounts Module
This section covers the following setup topics for the Accounts module:
• Adding Tax and Discount Types
• Setting up Easy Checkout Options
Adding Tax and Discount Types
You can set up multiple tax and discount types that you can apply to individual patients or family accounts.
Note: When you add tax and discount types from one computer, they are available to all Easy Dental
workstations.
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To add a tax or discount type
1. From the Accounts toolbar, click Setup, and then from the menu, click Set Tax/Discount Options.
The Tax/Discount Options dialog box appears.
2.Click New to set up a new Tax/Discount type.
The New Tax/Discount dialog box appears.
3. Set up the following options:
• Description – Type a description for the tax or discount.
• Percentage – Type the percentage of the amount charged to which you want to apply the tax or
discount. Select Round to the nearest dollar if you want the tax or discount amount to be rounded
to the nearest whole dollar.
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• Procedure Code or Adjustment Type – Assign a tax type to a specific procedure code or a debit
adjustment type. Assign discount types to a credit adjustment type so that the account balance will be
decreased by the appropriate amount.
Select Procedure Code, and then click the search button to select the procedure code for which you
want to apply the tax.
OR
Select Adjustment Type, and then click the search button to select the adjustment you want to assign
to the discount or tax.
Tips:
• You may need to create a procedure code specifically for discount and tax purposes. For
information on how to add procedure codes, refer to “Setting up procedure codes” in the Easy
Dental Help.
• Create a credit and a debit adjustment type in the practice definitions specifically for discount
and tax purposes. For information on how to add practice definitions, refer to “Working with
practice definitions” in the Easy Dental Help.
• Fee Schedule – For a procedure posted to the Account, select whether you want to base the tax or
discount on the procedure amount or on the amount in the fee schedule for that procedure.
4.Click OK to save the tax or discount type.
Setting Up Easy Checkout Options
Clicking Easy Checkout from the Accounts toolbar allows you to perform several tasks at once. You can
choose which functions you want to perform.
To set up the Easy Checkout options
1. From the Accounts toolbar, click Setup, and then from the menu, click Easy Checkout Options.
The Easy Checkout Options dialog box appears.
2. Set up the tasks you want performed when you click the Easy Checkout button:
• Enter Account Payment – Select to enter a payment on the patient’s account.
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• Create Insurance Claim – Select to have Easy Dental generate an insurance claim for the current
day’s procedures. Then, select whether you want to send the claim to the Batch Processor,
electronically (you must set up an eServices account to use this feature), or directly to your printer.
• Walkout – Select to have Easy Dental generate a walkout statement or receipt. Then, select whether
you want to send it to the Batch Processor or directly to your printer.
3.Click OK to save the changes.
Setting Up the Reports Module
This section covers the following setup topics for the Reports module:
• Setting up recall appointment types
• Setting up procedure codes
• Setting up dental diagnostic codes
• Setting up diagnostic cross codes
• Setting up explosion codes
• Customizing practice definitions
• Hiding Social Security numbers
• Setting up auto chart numbering
• Setting up printers
• Setting up passwords
Setting Up Recall Appointment Types
When procedures require a recall appointment, you can set up Easy Dental to automatically place the patient
on a recall list. You can assign a particular recall type to each procedure.
Recall types can be user-defined. You can control the name of the type, with the exception of Prophy, the
interval, and the provider to whom the type is assigned.
Easy Dental comes with five pre-defined types, you should review them to make sure they fit your practice’s
needs. You can only add five recall types to your database.
Note: When you set up recall types, they are available for all Easy Dental workstations.
To set up a recall type
1. In the Reports toolbar, click Practice Setup, and then from the menu, click Recall Setup.
The Recall Setup dialog box appears.
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2. Do one of the following:
• Click New to add a recall type (if you have fewer than five recall types defined).
• Select an existing recall type, and then click Edit to edit that type.
The New Recall Type (or Edit Recall Type) dialog box appears.
3. Set up the following options:
• Type – Type an abbreviated name for the recall type in all capital letters.
• Description – Type a more complete description of the recall type. The description is used when
creating recall cards.
• Initial Status – Refers to the state of the recall when it appears in the Recall list. To change the status,
select a different one from the list.
• Interval – Indicate how often the patient should be recalled for treatment or follow-up. To specify the
interval, enter the appropriate number, and select the frequency, in days, weeks, months, or years.
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Select +1 Day to allow for insured patients with strict interval requirements.
• Provider – Assign a provider for the recall type:
• Prov1 – Select to use the primary provider in a patient’s Patients record.
• Prov2 – Select to use the secondary provider in a patient’s Patients record.
For instance, if all prophy appointments are handled by a hygienist in your practice, and a
hygienist is always assigned as the Prov2 in the Patients module, select Prov2 so that the hygienist
is scheduled for prophy appointments automatically.
• Spec. – Select for cases where a certain provider is always appointed for a specific continuing care
type, and then select a provider ID from the list. All appointments scheduled using a procedure
with this recall type attached is assigned automatically to the provider selected.
• Display Color – Allows you to have each recall type display in different colors. To change the color,
click Set Color.
Note: The Prophy type may be edited, but the Type name for the Prophy Recall Type may not be
changed and the type cannot be deleted.
4.Click OK to save the changes.
Setting up Procedure Codes
The procedures listed in the American Dental Association Code on Dental Procedures and Nomenclature are
included with Easy Dental. They are referred to as “procedures” in this documentation.
You need to provide additional information for the procedures that you perform, such as fees and the
approximate amount of time required to complete each procedure, for each procedure performed in your
practice. Follow the steps for each procedure, by category, to add the required information. You only need to
set up those categories and procedures that are applicable to your practice.
To set up procedure codes
1. From the Reports toolbar, click Practice Setup, and then click Procedure Code Setup.
The Procedure List dialog box appears.
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2.Under Procedure Code Category, select a category.
All of the procedure codes associated with that category appear in the opposing list.
3. Select the first procedure in the list, and then click Edit.
The Procedure Code Editor - Existing dialog box appears.
Note: You should already have a list of the fees that are currently used to bill your patients. This is also a
good time to review your fees and make changes if you want. No fees are pre-assigned in Easy Dental.
Easy Dental allows a practice to have up to 999 fee schedules for each procedure. If more than one fee
schedule is used in the practice:
• Enter each fee by selecting the appropriate fee schedule and then clicking Edit Fee. A small edit box
appears next to the fee schedule.
• Change the amount.
• Press Enter or click the green check box to save the change. (Click the red X to cancel the change.)
Notes:
• When you select a fee from the list box, you must press the Enter key or click the green check box in
order to exit the Fee field, or press the Tab key to edit the next fee.
• Each provider is assigned a fee schedule. Be sure the provider’s Fee Schedule number is entered in the
Provider Information dialog box. When a procedure is entered in the Accounts window, the charge
is assigned according to the selected provider’s fee schedule.
• You may also override the provider’s fee schedule by assigning a patient or an insurance carrier a fee
schedule.
4.Under Treatment Flags, click Difficult Proc.
When you select Difficult Proc., the procedure is marked with an asterisk (*) every time it is listed on the
day sheet report. This notifies the provider of any patients who may need to be called at the end of the
day to follow up on the patient’s condition.
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If you want a procedure to be marked on the day sheet, click Difficult Proc. None of the Easy Dental
procedures are flagged Difficult Proc. by default.
5. When you attach a recall type to a procedure, Easy Dental automatically updates the patient’s recall date
by the interval assigned when the procedure is completed. And if the patient does not have recall, Easy
Dental adds it.
a. Click the search button under Auto Recall.
The Select Recall Type dialog box appears.
b. Select the appropriate type, and then click Select.
A procedure code may be assigned only one recall type. The recall type, however, may be set on
unlimited procedure codes.
6. Click the search button under Procedure Time.
The Appointment Time Pattern dialog box appears.
Note: From this dialog box, you can enter the number of time units that are usually scheduled for
that procedure. The number of minutes assigned to each time unit was defined in the Schedule module.
Important: All Easy Dental procedures default to one time unit.
a. As you review each procedure, if the procedure time exceeds one unit, click the search button under
Procedure Time.
• Under Time Pattern, use the slider to increase or decrease the Total Time units. Click the right
arrow to add or the left arrow to subtract a unit.
• If you click a unit, a single slash, an X, or a blank box appears. Each face represents who is
providing care to the patient during the procedure.
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• A single slash represents the assistant’s time.
• The X represents the provider’s time.
• White/Clear represents chair time when neither the provider nor the assistant needs to be
present.
These assignments appear while you are scheduling appointments and allow you to maximize
productivity and use of all operatories.
b.Click OK to save your assignment and definition of time required for the procedure.
7.Click Do Not Bill to Insurance if you do not want to include this procedure on insurance claims or on
the Procedures Not Attached to Insurance report.
8. When you have entered the correct information for a procedure, click Save, and then Close.
• A message appears asking if you want to save your changes. Click Yes to save your changes and move
automatically to the next procedure.
• When you have finished setting up procedures, click Close from the Procedure Code Editor dialog
box. Then click Close from the Procedure List dialog box. You’re now ready to move on to the next
step in the setup process.
Note: The preceding steps must be completed for each procedure that you perform in your practice.
Setting Up Dental Diagnostic Codes
You can attach diagnostic codes to completed or treatment planned procedures, as well as cross coded to ADA
codes. The diagnostic codes print on the new 2000 ADA claim form (J590). To add and edit diagnostic codes,
complete the following steps. For information on how to attach diagnostic codes to Completed or Treatment
Planned work, see Chapter 7: Treatment Plans and Chapter 8: Accounts.
To add a diagnostic code
1. From the Reports toolbar, click Practice Setup and then from the menu, click Procedure Code Setup.
The Procedure List dialog box appears.
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2. Click the Dental Diagnostic Codes tab.
A list of available diagnostic categories appears.
3.Click New.
The Dental Diagnostic Code Editor - New dialog box appears.
4. Do the following:
•
Description – Type a description of the diagnostic code.
•
Diagnostic Code – Type the diagnostic code. This code prints on ADA claim forms, such as J590.
•
Diagnostic Category – Select the appropriate category from the list.
•
Treatment Area – Select the appropriate treatment area from the list.
Note: To enter procedure codes for additional surfaces, select Other, and enter the appropriate codes.
•
Paint Type – Select the appropriate paint type from the list.
5.Click Save to save your changes, and then click New Code to enter additional codes or Close to return to
the Dental Diagnostic Codes list.
Setting Up Diagnostic Cross Codes
Easy Dental allows you to cross code an ADA code with its associated diagnostic code(s).
To cross code an ADA code with its associated diagnostic codes
1. From the Reports toolbar, click Practice Setup, and then from the menu, click Dental Diagnostic Cross
Code Setup.
The Dental Diagnostic Cross Code Setup dialog box appears.
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2. From the Select ADA-CDT Code list, select the category of the ADA code you want to cross code.
Once you select a category, Easy Dental lists all ADA procedures codes for that category.
3. Select the code that you want to cross code.
4. Enter the diagnostic code in the Enter Code field, or select the diagnostic category that you want from
the Available Diagnostic Codes list.
Easy Dental lists all diagnostic codes under that category.
5. Select the diagnostic code that you want to use.
6.Click Add to move the code to the list on the right.
Easy Dental lists all cross-referenced diagnostic codes for the selected ADA code in this box. Repeat steps
4 through 6 to include up to 8 diagnostic codes for the selected ADA code.
Setting Up Explosion Codes
An explosion code is a group of procedure codes that are usually scheduled, completed, or recommended at
the same time. An explosion code allows you to post many procedures simultaneously. For example, a root
canal appointment may consist of several procedures, each with its own procedure time and fee. Instead of
having to post or schedule each of these procedures individually, an explosion code allows you to group them
together, thus saving considerable time in posting and scheduling.
To add an explosion code
1. From the Reports toolbar, click the Practice Setup button, and then from the menu, click ExplosionCode Setup.
The Explosion Code List dialog box appears.
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2.Click New.
The Explosion Code Editor dialog box appears.
3. Enter a description of the explosion code (it can be up to 31 characters).
4. In the Explosion field, enter a three-digit alphanumeric code that represents the code.
5. Enter a nine-digit abbreviated description of the explosion code.
6. From the Appointment Type list, select one of the following:
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• General
• High Production
• Medium Production
• Low Production
7.Under Type, click Bridge if the explosion code represents a bridge; otherwise, click Standard.
8. In the Procedure Time field, set the length of time required to complete this group of procedures.
9.Click Add.
The Add Procedure Code dialog box appears.
a.Select ADA code or Dental Diagnostic Code.
b. Enter the procedure or diagnostic code in the edit box provided; otherwise, click the search button,
select a category, and then the procedure or diagnostic code you want to add from the Procedure
Codes dialog box.
c.Click OK.
d. Repeat this step to add additional procedure/diagnostic codes.
Note: An explosion code may consist of one or more procedures that require a tooth number or
range to be entered. These procedures will be flagged with an ( * ) in the procedure code list. When
the explosion code is used in the Accounts module, the procedure will also be flagged so that a tooth
number range can be added. A procedure that requires a tooth number or range will not be posted
with the explosion code from the Schedule when an appointment that schedules the explosion code is
set complete.
10.If you plan to use this explosion code, leave Disable Explosion Code cleared. Disabling the explosion
code removes it from the active explosion code lists without deleting it.
11.Click OK to save your changes.
Customizing Practice Definitions
Easy Dental provides several practice definitions and allows user-definable entries for each. These practice
definitions, in addition to other features, customize Easy Dental for your specific practice. You can customize
the following definitions:
•
•
•
•
•
•
•
Adjustment Types*
Alternate Procedure Code Names
Appointment Reasons*
Appointment Types
Billing Types*
Claim Format
Fee Schedule Names
•
•
•
•
•
•
Medical Alerts
Payment Types*
Provider ID Codes
Provider Specialties
Recall Status*
Referral Specialties
Only those definitions with an asterisk * are necessary for this initial setup and are explained in the following
sections. The other definitions have defaults.
Keep the following in mind as you set up the definitions in these sections:
• An entry for a definition is automatically assigned the first available ID number for that definition,
each starting with ID number “1,” then “2,” and so on. For example, if ID 2 has been deleted, the next
definition added of that type will have ID 2.
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• Definitions are sorted according to ID number. (Medical alerts are listed in the Patients dialog box in
alphabetical order.)
• The ID number is used when a definition is assigned. The description for a definition entry then becomes
global with its ID number. For example, if several patients are given the medical alert of “Allergies,”
and then the definition entry for “Allergies” is changed to “Pregnant,” all patients who previously had
“Allergies” displayed as a medical alert will now have “Pregnant” displayed as a medical alert. For this
and similar reasons, a definition entry should not be changed or deleted if the definition has been used
previously anywhere in Easy Dental.
Editing Practice Definitions
Easy Dental provides several practice definitions and allows user-definable entries for each. These practice
definitions, in addition to other features, customize Easy Dental for your specific practice.
Important: Editing a practice definition affects every record in the database that the definition is attached to.
To edit a definition
1. From the Reports toolbar, click Practice Setup, and then from the menu, click Definitions.
The Practice Definitions dialog box appears.
2.Under Definition Type, select the practice definition you want to change from the list.
The selected definition appears in the Definition Text field.
3. In the text field, make any necessary changes.
4. To save your changes, click Change, and then click Yes.
Adjustment Types
The Accounts module displays a list of adjustment types to select from whenever an adjustment is entered
for a patient account. These types determine the description for each adjustment displayed in the Accounts
module and printed on statements.
The first adjustment type should be the one most commonly used for patient accounts because it is the default
when entering adjustments in the Accounts module.
Easy Dental provides the following 23 defaults:
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- Professional Courtesy
+ Debit Adjustment
- Senior Citizen Courtesy
+ Insurance Over-pmt Refund
- In-office Write-off
- Bankruptcy Write-off
+ Misc. Debit
- Initial Credit Balance Forward
- Full Payment Courtesy
- Patient Refund
+ NSF Check
- Family/Friend Courtesy
- Charitable Contribution
+ Transfer Balance Debit
- Misc. Credit
+ Insurance Balance Forward
31
- Credit Adjustment
- Write-Off
+ NSF Bank Fee
- Staff Courtesy
+ Collected - Bad Debt
- Transfer Balance Credit
+ Initial Balance Forward
If you are satisfied that these default definitions will work for your practice, then move on to the next section.
Otherwise, follow the steps under “Editing Definitions” above.
Note: There is an additional field for adjustment types that is displayed before the definition text. The field has
a “+” or “-” to indicate whether an adjustment is added to or subtracted from an account.
Appointment Reasons
To simplify scheduling an appointment, Easy Dental allows you to create a list of the 20 most common initial
appointment reasons for your office. Once the list has been customized, users can quickly select the procedure
they want from a list rather than typing or writing a long appointment description.
Each of the 20 reasons must first be set up as a procedure or explosion code. None of the reasons should
require additional treatment information, such as a tooth number or surface. The following 20 appointment
reasons are installed as defaults with Easy Dental.
D0120 00120 Ex Per
D0140 00140 Ex Lim
D0150 00150 Ex Com
D0160 00160 Ex Ext
D0210 00210 FMX
D0220 00220 PA 1st
D0272 00272 2 BWX
D0274 00274 4 BWX
D0330 00330 Pano
D0460 00460 PV Tst
D1110 01110 Adult
D1120 01120 Child
D1201 01201 Fld-Ch
D9110 09110 Emerg
D9310 09310 Consul
D0999 00999 Misc
xxREA REAdult (Exp
xxREP REChild (Exp
xxREC REComp (Exp
xxPEX Perio X (Exp
Before an appointment reason displays in the schedule, the definition must meet the following criteria:
• The reason must reference an existing procedure code or explosion code.
• The reason should not reference a procedure or explosion code that requires a tooth number, surface,
quadrant, or sextant.
Billing Types
Easy Dental has nine default billing types:
Standard Billing - finance charges
Insurance Family - Dual Insurance
Payment Plan - finance charges
Bad Debt - at risk
Bad Debt - to collections
Standard Billing - no finance charges
Insurance Family - finance charges
Payment Plan - no finance charges
No Statement and No Finance Charges
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Billing types identify and group the various family accounts for account processing, billing, and report
printing. Billing types are a flag for the office staff indicating how a patient should be billed.
However, billing types do not dictate how the program treats an account. For example, if the practice does
not apply finance charges to employees or relatives, each account in that category should be assigned a
representative billing type (such as Standard Billing - No Finance Charges). This allows you to exclude this
billing type when applying finance charges.
Billing types are assigned to a family account through the head-of-house in the Accounts dialog box. When
a head-of-house is entered, the patient is automatically given the default billing type for his or her family
account until another is selected.
Each billing type consists of a description (up to 50 characters) and an ID number. Specific billing types can
be selected when applying finance charges, and billing type ranges can be used to send statements and to print
various reports. The billing types should be entered logically to allow the selection of ranges to efficiently send
billing statements and print analysis reports. Up to 99 billing types can be added as needed. To edit a billing
type or to add a new one, follow the steps under “Editing Definitions” above.
Payment Types
The Accounts module displays a list of payment types to select from whenever a payment is entered.
These types determine the description for each payment displayed in the Accounts module and printed on
statements and other reports.
The first payment type should be the most common type of payment received by your practice. When
entering guarantor payments in the Accounts module, the first payment type is the default.
Insurance payments do not require a payment type and are entered differently than guarantor payments. See
Setting up pre-defined payment plan types.
Easy Dental provides the following defaults.
Check Payment - Thank You
VISA/MC Payment - Thank You
Discover Payment - Thank You
Outside Payment - Thank You
Collection Payment - Thank You
Cash Payment - Thank You
Payment From Insurance
AMEX Payment - Thank You
Web Patient Payment - Thank You
Pre-EZD Ins Pmt - Thank You
If these are sufficient for your practice, continue to the next section. Otherwise, follow the steps under
“Editing Definitions” above.
Recall Status
Recall status is used in the Recall dialog box to indicate the last contact with a patient regarding his or her
next recall visit. The status should be entered as an abbreviation in the first field and a description in the
second field.
When Easy Dental is first installed, the following three recall types are available as default.
• APPT – Appointment Scheduled
• NOTE – See Note
• XXXXX – Don’t Contact
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Setting Up Practice Defaults
When you enter patient information or perform certain tasks, the process of having to choose a provider or
operatory that is more commonly used than others can be redundant. To save time, Easy Dental defaults to
a particular provider, operatory, billing type, or billing statement. You can choose which provider, operatory,
billing type, or billing statement that Easy Dental defaults to at each workstation.
Notes:
• Practice defaults are workstation-specific, so you can set up different defaults at each computer.
• You can change the practice defaults at any time.
To set up practice defaults
1. From the Reports toolbar, click Practice Setup, and then from the menu, click Practice Defaults.
The Practice Defaults dialog box appears.
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2. Set up the practice defaults you want to use:
• Default Provider – The selected provider will be the primary provider assigned to each new head-ofhouse by default.
• Default Operatory – The selected operatory will be the operatory for each new appointment by default.
• Default Billing Type – The selected billing type will be the billing type given to each new head-ofhouse by default.
• Default Billing Statement – The selected form will be the form that is used when you print billing
statements.
Tip: To use a printer-generated billing statement form, select “Full Form/Download.” If this form is
selected, for printed statements, Easy Dental prints the lines of the form along with the information.
• Default Insurance Claim Providers – Select the default insurance claim providers for the Billing
Provider, Rendering Provider, and Pay-To Provider:
• Provider of Procedures – Select to use the treating provider. Only primary providers will be
shown on the claim.
• Patient’s Prov1 – Select to use a patient’s primary provider, as indicated in that patient’s Patients
record.
• Specific Provider – Select to always have a specific provider listed. Click the search button to
select the appropriate provider.
• Name to use for Claim Provider – For the billing and/or pay-to provider, select to have a
different name print on the claims, and then type the name in the field.
•
Override Billing Provider Info for eClaims enables you to override which provider, address, and
phone number appears on electronic insurance claims for the billing, rendering, and pay-to providers.
3.Click OK to save the changes.
Hiding Social Security Numbers
In Easy Dental, you can protect your patients’ privacy by hiding their Social Security numbers so they don’t
appear on printed documents such as payment plan coupons.
To hide Social Security numbers
1. From the Reports toolbar, click Maintenance, and then from the menu, click Preferences.
The Preferences dialog box appears with the General Options tab selected by default.
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2.Under Additional Options, select Hide Social Security Number, and then select one of the following
from the list:
• Hide Completely – Removes the number from view (the Social Security number field appears blank)
•
Mask Completely – Replaces the digits of the Social Security number with the number symbol (#)
• Mask All but Last 4 Number – Replaces the first five digits with the number symbol (#) but displays
the last four digits.
3.Click OK to save the changes.
Note: For information on additional preferences options, see “Setting preferences” in the Easy Dental Help.
Setting Up Automatic Chart Numbering
Easy Dental automatically assigns chart numbers to your patients. The advantages of this feature are:
• You never have to worry about duplicate chart numbers
• Auto entry speeds up the data entry process
Easy Dental assigns numeric or alphanumeric chart numbers.
Note: When you set up automatic chart numbers, the settings affect all other Easy Dental workstations.
To set up automatic chart numbering
1. From the Reports toolbar, click Practice Setup, and then from the menu, click Auto Chart Number
Setup.
The Automatic Chart Number Setup dialog box appears.
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2. Select the chart numbering option you want to use:
• Numeric – Assigns six-digit chart numbers to all new patients.
• Alpha/Numeric – Assigns six-character chart numbers to all new patients by using the initial two
characters of a patient’s last name and then a unique four-digit ID (for example, John Smith may be
assigned the chart number SM0001).
• None – No chart numbers will be assigned automatically to new patients; you will have to enter chart
numbers manually for new patients and make sure that chart numbers aren’t duplicated.
3.Click OK to save the change.
Setting Up Printers
Easy Dental allows you to print from the Chart and Reports modules and to print labels.
To set up a printer
1. Start Easy Dental and click Reports to open the Reports module.
2. From the Reports toolbar, click Practice Setup, and then from the menu, select Setup Printer.
The Printer Setup dialog box appears.
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3. Select the appropriate printer for the Chart Printer, Report Printer, and Label Printer.
4. For each printer selected, click Properties to view or set properties for the printer.
5.Click OK to save any changes.
Setting Up Passwords
Passwords serve many different functions in a dental office. First, passwords can be used to prevent an
unauthorized person from performing certain sensitive tasks, such as changing information, deleting
transactions, accessing financial information, and so on.
Second, the Easy Dental password feature gives the office the double security of flagging certain operations to
verify that the logged on user is still the user who has access to the operation by requiring the password to be
re-entered.
Third, passwords, in conjunction with the Audit Trail report, can be used to track who in your office made
changes to information in Easy Dental.
Different offices have different security needs, so when Easy Dental is first installed passwords are not enabled.
If security is not a concern for your office, you can skip this section.
Note: Back up your Easy Dental directory before setting up passwords.
Logging in and Assigning User Rights
Once passwords are enabled, users must log into the system each time Easy Dental opens. Passwords are
assigned to users using their provider or staff IDs. If you have not added all providers and staff members to the
Practice Resource section of Easy Dental, do so before attempting to set up passwords.
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Additionally, you can assign “rights” to users to the specific tasks they need to complete. Easy Dental then
allows access to each password-protected operation according to the security rights assigned to the logged on
user. If a user does not have rights to a certain function, he or she will not be allowed to access that particular
screen or task.
Changing or Clearing Passwords
Note: One of the main reasons for using passwords in your office is security. To ensure the integrity of your
password system, Easy Dental cannot make any changes to passwords or clear passwords over the phone.
Please ensure that you have recorded your passwords in a secure location.
If the password administrator’s password is lost, you must send your database to Easy Dental Systems to have
all passwords cleared, along with a signed request for these services. Easy Dental Systems will compare the
signature with the signature on record prior to providing these services. Please contact Easy Dental Customer
Support and arrange for this service prior to sending your database. Your practice will be charged a $150 fee to
cover the costs of clearing the passwords.
Enabling Passwords
When you enable passwords, Easy Dental requires passwords for certain tasks you specify.
To enable passwords and specify which tasks require passwords
1. From the Reports toolbar, click Practice Setup, from the menu, select Passwords, and then click Setup
Practice for Passwords.
The Password - Setup Practice dialog box appears.
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2.Click Enable Passwords.
A list of security options appears.
Notes:
• Once passwords have been enabled, Easy Dental protects all tasks listed under Security Options. To
perform any of these tasks, users must be assigned rights to the security option. User rights are not
assigned from this screen.
• When you select this option, a user’s password must be at least seven characters long and contain at
least one letter, one number, and one special character.
• Once users log into Easy Dental, they may perform all operations to which they have rights.
However, certain security options may exist for which additional protection is needed. In this case,
the security options can be flagged to “Verify User Before Access.” When a security option is flagged,
an additional password prompt appears asking users to re-enter their password.
3. To flag these options, select the task and then click Verify User Before Access.
More than one security option can be selected at a time. The selected security options are moved to the
bottom of the list, and an asterisk indicates its verification status.
Note: Consider how frequently the security option is used before assigning the “Verify User Before
Access” flag. This option always prompts users to enter their passwords before continuing. Too many
interruptions requiring a password entry may not be worth the added security.
4.Click OK.
The first time you enable passwords, the Password Administration - Setup Users dialog box appears.
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Since there are no users with established passwords, Easy Dental requires you to set up at least one user
with access to the Password Administration dialog box. Easy Dental will not allow the user to continue
until at least one user is given password administration rights.
Assigning User Security Rights
When you are assigning user rights, keep in mind which tasks each individual performs. Some rights are
directly related to others. Assign rights only to those individuals who need to perform that operation.
For example, unless you have assigned a front desk person to analyze your production versus collection figures,
do not give rights to the Practice Analysis dialog box to a front desk person.
Easy Dental Systems recommends giving the dentist or practice owners rights to all operations. Assign this
user password administration rights.
To assign user rights
1. From the Reports toolbar, click Practice Setup, and from the menu, click Passwords, and then Setup
Users for Passwords.
The Password Administration - Setup Users dialog box appears.
Note: The first time you enable passwords, the Password Administration - Setup Users dialog box
appears automatically when you click OK in the Password - Setup Practice dialog box.
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2. Select the User ID from the list of available providers and staff.
Once you select the User ID, the user name and ID appear on the right of the dialog box.
3. Enter a password for the user.
The password must be 12 characters or less and should be easy to remember. Passwords are not case
sensitive.
4. Retype the password in the Confirm Password box, and then click OK.
Note: A password is not required, but is recommended.
5. To expand the list and view all security options, click Expand List.
You may also click the plus (+) sign next to the desired category to see the detailed rights.
6. Select the security options that you want the user to have rights to.
• If the list is collapsed, clicking Main will select all of the detailed options that are not in view for that
category.
• To select all security options for the user, click Select All.
• To deselect all security options for the user, click Remove All.
Note: Easy Dental requires you to set up at least one user with password administration rights. Easy
Dental will not allow the user to exit this screen until at least one user is given password administration
rights. Assign a password that you will not forget. Write down the password for the password
administrator and put it in a secure location.
7. When the rights are set up for the selected user, select the next user. You will be prompted to save the
changes.
Note: If different users have the same security options selected, you may save time by clicking Copy
Rights. This allows you to select a user that has already had the security options selected and copy the
selections to the current user.
8. Easy Dental prompts you to save the changes for the selected users before exiting the Setup Users dialog
box.
Note: When changes are saved for a user, Easy Dental warns you if a password was not assigned.
Verifying Information
You can print several reports to verify that all of the information that was entered during practice setup
was entered correctly. The following reference reports will help you find errors in your data entry, such as
misspellings or incorrect information:
• Procedure Code List report
• Dental Diagnostic Code List report
• Explosion-Code List report
• Fee Schedule report
• Provider IDs List report
• Practice Organization List report
• Custom Practice Information report
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To create one of these reference reports
1. From the Reports toolbar, click References Report, and then from the menu, select the report that you
want to create, such as Procedure Code List.
2. If a dialog box appears where you can specify options for the report, select the options that you want and
click OK or Yes to send the report to the Batch Processor.
For more information on how to run these reports, refer to the Reports chapter or the Reports section of the
Easy Dental Help.
Backing Up the Easy Dental Database
Backing up your Easy Dental data is an important part of protecting the information in your practice
management system. The term “backing up” refers to the process of copying data to a media device specifically
used for backup purposes, such as an external hard drive. Henry Schein strongly recommends that you
implement a secure and routine backup system to reduce the risk of data loss.
To back up the Easy Dental database, you will need to use backup software that is not provided with Easy
Dental. We recommend that you use Henry Schein’s eBackUp solution, but other backup software is also
available from other vendors.
While there are no set rules for the frequency of your backups, Easy Dental recommends that a backup be
performed in daily, weekly, monthly, and quarterly intervals. It is generally recommended that you perform or
schedule backups at the end of the day after all patient data has been recorded in Easy Dental for that day and
employees have closed all Easy Dental modules.
For information on the reasons to backup, determining the correct location of your data, and guidelines for
backing up, see “Backing up the Easy Dental database” in the Easy Dental Help and the eBackUp for Easy
Dental: Backup Recommendations document available in the Easy Dental Resource Center at
www.easydental.com/resourcecenter.
Note: Easy Dental Customer Support representatives are not trained on setting up third-party backup
programs and are not able to assist you with these steps. Please contact your network support representative or
the backup software’s technical support for assistance.
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Chapter 3: Patients
Patients stores and displays important patient information, such as the patient’s name, address, phone
number, medical alerts, birth date, insurance coverage, employer, and referral information. Easy Dental
organizes patients by family. Patients helps you organize, store, and find patients and patient information.
This chapter will show you how to add, edit, and archive patients and families in Patients. With Patients, you
can maximize the organization of patients for your practice.
This chapter covers the following topics:
• The Patients Window
• Adding New Family Accounts
• Adding Family Members
• Managing Family Relationships
• Selecting Patients
• Assigning Medical Alerts
• Opening the Patient Picture Window
• Viewing Patient Notes
• Assigning Employers to Patients
• Working with Insurance
• Assigning Recall
• Assigning Referrals
• Archiving Patients
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Chapter 3: Patients
The Patients Window
The Patients window consists of the following areas:
• Information blocks
• Toolbar
• Family Member List
Information Blocks
The Patients module contains several information blocks that display patient information. Double-click any of
these blocks to enter, edit, or delete patient information.
The Patients Toolbar
The toolbar is located directly beneath the Patients module title bar and contains the following buttons.
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Chapter 3: Patients
Name
Function
Select Patient/New Family
Lets you select a patient or create a new family account.
Add New Family Member
Lets you add family members to a family.
New Patient With Appointment
Lets you view information on a new patient who has an
appointment.
Lets you combine data from your Easy Dental database with
the word processing abilities of Microsoft Word to help you
quickly create a letter for a single patient.
Allows you to quickly print a variety of labels for the
selected patient.
Lets you send an e-mail message. You must install a MAPIcompliant electronic messaging system to use this feature.
Lets you create custom surveys for your patients.
Quick Letters
Quick Labels
Send Message
Patient Survey
Patient Notes Report
Edit
Patient Alerts
Refresh
Patient Picture
Easy Web
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45
Lets you create a report of all notes entered for a patient in
Easy Dental.
Lets you edit family relationships and delete patients and
families.
Lets you flag certain conditions that you can attach to your
patients.
Lets you update the selected information block in the
Patients module.
Lets you display a full-color portrait of your patients.
Lets you open the WebSync Wizard from which you can
set up WebSync’s options and features. WebSync lets you
synchronize Easy Dental information with eCentral.
Lets you link Easy Dental with digital X-ray and imaging
systems.
Lets you open the Help menu from which you can open
Easy Dental Help. You can also check for, install, and learn
about available updates and connect to the Resource Center.
Family Member List
The Family Member List displays all members of the family, ordered by birth date, to allow you to easily
refer to each family member’s information. Double-click a family member in this list to display that family
member’s information in the Patients module.
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Adding New Family Accounts
Easy Dental organizes patient files by family. To enter new patients, you must first enter the head-ofhousehold (guarantor), even if that person is not a patient. After entering the head-of-household, you can add
additional family members.
To add a new family account
1. From the Patients toolbar, click Select Patient/New Family.
The Select Patient dialog box appears.
2.Under Enter Last Name, type the family’s last name to verify that the family is not already in the
database.
3.Click New Family.
The Head-of-House Information dialog box appears.
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4. Provide the following information in the fields provided:
•
Name – Type the name of the patient in the respective fields.
•
Address – Type the head of household’s address in the respective fields.
Note: Easy Dental compiles a database of cities and their corresponding ZIP codes with each new
patient entered. As a result, the first time you enter a ZIP code, Easy Dental prompts you to enter a
corresponding city. The next time you enter that ZIP code for a patient, Easy Dental fills in the city
and state appropriate to that ZIP code. As you enter more patients, you will be required to enter the
city and state less often.
•
Phone – Type the head of household’s phone numbers in the respective fields.
•
Privacy Requests – If necessary, select one of the following options:
•
No phone calls – Easy Dental will not list or print the patient’s phone number, but will display
this information as <PRIVATE>.
•
No correspondence – Easy Dental excludes the patient from receiving any letters or e-mail
messages or correspondence through Easy Web.
•
Disclosure restrictions – Easy Dental excludes the patient from Easy Web referral uploads.
Note: When you select any of these options and click OK, Easy Dental prompts you to create a
patient alert. In the Patients module, “Privacy Requests” display in red as well as on the title bar
of other modules to allow you to quickly identify patients who have privacy requests.
•
Personal – Type or select the patient’s personal information, such as gender, marital status, birth date,
and so on.
Notes:
• When entering dates, phone numbers, and Social Security numbers, you do not need to enter
hyphens, spaces, or slashes. Easy Dental adds these symbols automatically. Additionally, Easy
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Dental capitalizes patient names, cities, and street names automatically after you enter them and
press the Tab key. In the case of names that contain more than one capital letter, such as LaDawn,
you must enter the proper capitalization manually.
• A patient’s Social Security number is unique and cannot be used for another patient. If you
receive an error indicating that a Social Security number is invalid, and you entered the number
correctly, search for the patient who has that number by Social Security number and make any
necessary changes or corrections. If you need to enter a patient twice for insurance or other
reasons, leave the SS# field empty on the inactive account.
• Easy Dental uses the Other ID field in conjunction with specific insurance claim formats.
•
•
Billing and Treatment – Type or select the following:
•
Chart – Type a six-digit alphanumeric chart number that correlates with the patient’s chart
in your manual charting system. The chart number must be unique to the patient. Click the
search button to view a list of previously assigned chart numbers. You can set up Easy Dental to
automatically assign chart numbers. Easy Dental uses the chart number as the account number
on billing statements and walkout statements. See “Setting up auto chart numbering” in the Easy
Dental Help.
•
Consent – Defaults to the current date. Easy Dental assumes that patients complete and sign
consent for services and release of information forms on their initial visit; however, if necessary,
you can change the consent date.
•
Status – Select the patient’s activity status. If the individual is a patient, select Patient. If the
individual is a former patient, select Inactive. If the individual is not a patient of the practice, but
must be entered as a guarantor or as an insurance subscriber, select Non-Patient.
•
Prov1 – Select the patient’s primary provider from the list. Payments and adjustments for the
family default to the primary provider for the head-of-household.
•
Prov2 – Select the patient’s secondary provider, such as a hygienist.
•
Fee Schedule – Select a fee schedule for the patient from the Select Fee Schedule dialog box.
If you attach a fee schedule to the patient Easy Dental uses this fee schedule for all transactions
involving that patient. A fee schedule overrides any other fee schedules attached through the
patient’s insurance or the patient’s provider.
Scheduling – Type the following:
• First Visit – The first visit date defaults to the current date. You can change this date if the
default entry is incorrect.
• Last Visit – Easy Dental generates this date automatically when you enter a transaction in the
Accounts module or the Chart and set the procedure to complete.
• Last Missed Appt – Easy Dental generates this date automatically when you set and then later
break an appointment.
•
# Missed – Easy Dental updates this number automatically whenever yo break an appointment.
5.Click OK.
Easy Dental saves the head-of-household information.
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Adding Family Members
After you have entered all the information related to the head-of-household, you can add family members.
Easy Dental will not allow you to enter more than 18 family members per family.
To add a family member
1. From the Patients toolbar, click Select Patient/New Family and select the head of household you want to
add a family member to from the Select Patient dialog box.
2. From the Patients toolbar, click Add New Family Member.
The Patient Information dialog box appears.
3. Type the new family member’s information in the appropriate fields.
Note: The last name, address, home phone number, and provider default to the head of household’s.
4.Click OK.
Adding New Patients with Appointments
The New Patient with Appointment feature allows you to bring up the information on a new patient who has
an appointment in the Schedule module to prevent the duplicate entry of any person’s name and address in
the Easy Dental database.
To add a new patient with an appointment
1. Open the Schedule module.
2. Click the new patient’s appointment (indicated with an NP before the name) in the Schedule module.
3. From the Easy Dental toolbar, click Patients.
The Patients module opens.
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4. From the Patients toolbar, click New Patient With Appointment.
The For New Patient dialog box appears.
5. Select one of the following options:
• Create New Family – To create a new account. Click OK. The Head-of-House Information dialog
box appears with the name, address, and phone already entered. Complete the blank fields.
• Add to Current Family – To add the new patient to the current family selected in the Patient
module. Click OK. The Patient Information dialog box appears, with the current family’s address
and phone number already entered. If the new patient’s address and phone number are different from
the current family’s, Easy Dental adds the new address in the Select from Family Addresses dialog
box. Complete the blank fields.
• Select Family – To add the patient to another family. Click OK. The Select Patient dialog box
appears. Select the family that you want to add the new patient to and click OK.
Managing Family Relationships
You can manage family relationships using the Patients module. For example, you can combine or separate
families or delete patients and families. You can also change the head of household.
For information on completing these tasks, refer to the Easy Dental Help.
Selecting Patients
To view a patient’s information in the Patients module, you must first select the patient. You can also select
patients in the Accounts, Treatment Plans, Chart, Contacts, and Documents modules.
By default, Easy Dental searches for patients by last name. However, you can search for patients using a first
name, preferred name, home phone number, chart number, or Social Security number. Archived patients do
not appear in the Select Patient dialog box.
Note: When you first install Easy Dental, no patients are in the database. You must enter patient information
manually or through an electronic data conversion.
To select a patient
1. From the Patients toolbar, click Select Patient/New Family.
The Select Patient dialog box appears.
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2. In the Enter Last Name field, type the first few letters of a patient’s last name.
As you type, the patient names that most closely match the criteria you enter appear in the list of patients.
3. Select the name of the patient you are searching for from the list, and then click OK.
Searching for Archived Patients
By default, patients who have been archived do not appear in the Select Patient dialog box.
To search for an archived patient
1. From the Patients toolbar, click Select Patient/New Family.
The Select Patient dialog box appears.
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2.Select Include Archived Patients.
3. Select the option that you want to use to conduct the search.
4. Type the number or letters appropriate to the search option you chose.
5. Select the name of the patient from the list, and click OK.
Assigning Medical Alerts
Using Easy Dental, you can assign medical alerts to patients. You can use medical alerts to remind you of any
illnesses or conditions your patients may suffer from. For example, you could use a medical alert to remind
you that a patient is allergic to latex or penicillin.
Important: The HIPAA Privacy Rule established national standards to protect an individual’s medical records
and other personal health information. The rule applies to health care providers and requires appropriate
safeguards to protect the privacy of personal health information and sets limits and conditions on the uses and
disclosures that health care providers may make of such information without a patient’s authorization.
To assign a medical alert to a patient
1. From the Patients toolbar, click Select Patient/New Family, from the Select Patient dialog box, select the
patient you want to assign a medical alert to, and click OK.
2. Click the cross icon in the Alerts block.
Note: A white cross indicates that the patient does not have a medical alert, while a red cross indicates
that the patient has a medical alert.
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The Medical Alerts dialog box appears.
3.Click Edit.
The Select Medical Alerts dialog box appears.
4. Click all applicable medical conditions for the selected patient.
5.Click OK twice to save the selected medical alerts for the patient.
Opening the Patient Picture Window
Patient Picture displays a full-color portrait that you can open from the Patients and Chart modules and is
helpful in patient recognition and identification.
Patient Picture is designed to capture an image using a digital camera, or other device that supports TWAIN.
You can also browse for and select an existing image from available local and network drives/folders to import
into Patient Picture. You can import image files with any of the following extensions: bmp, jpg, tif, gif, png,
and jpeg. This list is not exhaustive; Easy Dental supports other, less popular graphic files.
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To learn more, see “Patient picture” in the Easy Dental Help.
Note: If a patient’s picture is in the database, the Patient Picture button is a camera with a flash; otherwise, the
button is just a camera.
To open the Patient Picture Window
1. From the Patients or Chart module, select a patient.
2. From the toolbar, click Patient Picture.
The Patient Picture window appears.
Viewing Patient Notes
Patient notes apply only to the individual patient and can be viewed from the patient’s appointment
information in the Schedule or Patients module.
If a patient has notes, you can view them by clicking the View button in the Patient Notes block. The View
button toggles back and forth between View and Hide. If the notes contain confidential information, hide the
Notes field.
Note: When Easy Dental starts, the default for the notes field is hidden. Thereafter, whenever a patient is displayed
in the Patients module, the notes are viewed or hidden, depending on the state of the previous patient’s notes.
This section covers the following topics:
• Entering or Editing the Patient’s Notes
• Running the Patient Notes Report
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Entering or Editing Patient Notes
Easy Dental provides you with the means of creating notes for all of your patients. For instance, you can use
patient notes to record a patient’s hobbies, interests, or financial arrangements.
To enter or edit patient note
1. From the Patients module, select a patient.
2. Double-click the Patient Notes block from the Patients module.
The Patient Note dialog box appears.
3.Click Insert Dateline to insert the current date.
4. Type the patient’s hobbies, interests, financial arrangements, or any other notes useful to your practice.
Note: Easy Dental limits note size to 4,000 characters. To delete the patient notes for one patient, click
Clear. Easy Dental does not delete the notes until you click OK, so if you click Clear accidentally, you
can restore the notes by clicking Cancel.
5.Click OK when you have finished entering notes.
Printing the Patient Notes Report
You can print a report of all notes entered for the patient in Easy Dental from the Patients module.
To print the Patient Notes Report
1. From the Patients module, select a patient.
2. From the Patients module toolbar, click Patient Notes Report.
The Patient Notes Report dialog box appears.
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3. If necessary, change the patient, provider, or billing type ranges in the report.
Note: If you are printing a range of patients and want to include only the head-of-household for each
account, select Accounts Only.
4. Select the types of notes that you want to include in the report:
• Appointment Notes – Prints all notes attached to appointments scheduled within the date range you
enter.
• Clinical Notes – Prints all clinical notes entered in the Chart module within the date range you
enter.
• Patient Alert Notes – Prints notes entered in the Patient Alerts dialog box for the selected patient
within the date range you enter.
• Perio Exam Notes – Prints all notes entered in the Diagnostics section in the Perio module within
the date range you enter.
• Patient Notes – Prints all notes entered in the Patient Notes field in the Patients module.
• Medical Alerts – Prints all medical alerts for the patient.
• Recall Notes – Prints the Recall Note added in the Recall Information dialog box.
• Insurance Claim Notes – Prints all notes entered for insurance claims.
• Insurance Plan Notes – Prints all notes attached to the patient’s insurance carrier.
• Future Due Payment Plan Notes – Prints all notes attached to a Future Due Payment Plan set up
for the patient.
• Account Note – Prints the account note entered in the Accounts module.
• Account Statement Note – Prints the Account Statement Note entered in the Accounts module.
• Lab Case Note – Prints the note entered for the patient’s current lab case.
5. Do one of the following:
• Click Print to print the report now.
• Click Send to Batch to send the report to the Batch Processor for printing or viewing at a later time.
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Assigning Employers to Patients
The primary purpose for the employer information is insurance claim processing. To expedite the process of
assigning insurance to patients, you can enter the patient’s employer information in the Patients module. To
make the process of assigning an employer easy, Easy Dental compiles a database of employers. As a result,
you will only have to enter employer information once. After the information has been entered, you can select
the employer from a list.
Employers can also be entered in the Reports module. (See Employer Maintenance in the System
Maintenance section of the Reports chapter for more information.)
This section covers the following topics:
• Assigning an Employer to a Patient
• Changing a Patient’s Employer
To assign an employer to a patient
1. From the Patients toolbar, click Select Patient/New Family and select the patient that you want to add an
employer to from the Select Patient dialog box.
2. Double-click the Employer block.
The Employer Information dialog box appears.
3. Click the Employer Name search button.
Note: Searching for an employer before adding a new one helps you avoid creating duplicate entries in
your Easy Dental database. By the same token, spelling employer names correctly and consistently, such as
J.C. Penney rather than J.C. Penny’s, helps avoid duplicate entries with alternate spellings.
The Select Employer dialog box appears.
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4.Under Enter Employer Name, type the first few letters of the employer’s name, and do one the following:
• If the patient’s employer is already in the database, select the employer from the list, and click OK.
• If the patient’s employer does not appear in the list, click OK.
The Employer Information dialog box appears.
5. Do the following, and then click OK:
• Employer Name – Type the employer name.
• Address – Type the employer’s street address.
• City, ST, and ZIP – Type the employer’s city, two-letter postal code, and ZIP code in the appropriate
fields.
• Employer Phone – Type the employer’s phone number.
Changing Patients’ Employers
When your patients change employers or a patient’s current employer changes its name, address, or phone
number, Easy Dental lets you change that information. Any changes to the current employer information
affects other patients who have the same employer.
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To change a patient’s employer
1. From the Patients toolbar, click Select Patient/New Family, and from the Select Patient dialog box, select
the patient whose employer you want to change.
2. Double-click the Employer block.
The Employer Information dialog box appears.
3. Do one of the following:
• To change the employer, click Clear, select or enter a different employer, and click OK.
• To change an employer’s information, modify the information as needed, and then click OK.
A message warns that changes to the employer will affect every patient assigned to that employer.
Working with Insurance
If you create a patient file for the subscriber and assign the subscriber to an insurance plan before adding
additional family members to the file, all family members added to the file are assigned as dependants to the
same insurance plan. The patient’s insurance coverage appears in the Insurance Information block.
Note: The Insurance Maintenance feature in the Reports module lets you enter, edit, and combine multiple
insurance companies from a central location as well as set up coverage and payment tables all from a central
location. For a complete explanation of working with insurance, refer to the Easy Dental Help.
This section is divided into the following topics:
• Entering New Insurance Plans
• Assigning Insurance to Subscribers
• Assigning Insurance to Non-Subscribers
• Changing Insurance Carrier Information
• Clearing Insurance Coverage
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Entering New Insurance Plans
You can add new insurance plans to ensure that your database contains the most current information.
Note: With some patients, you may need to create a secondary dental or medical insurance claim in addition to the primary claim. For information on how to do this, see “Creating secondary insurance claims” and
related topics in the Easy Dental Help.
To enter a new insurance plan
1. From the Patients toolbar, click Select Patient/New Family, and from the Select Patient dialog box, select
the patient you want to enter an insurance plan for.
2. Double-click the Insurance Information block.
The Insurance Information dialog box appears.
3. Click the Carrier search button.
The Select Primary Dental Insurance Plan dialog box appears.
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4. To avoid making a duplicate entry, under Enter Carrier Name, type the first few letters of the carrier
name, and if the patient’s carrier does not appear in the list, click New.
The Dental Insurance Plan Information dialog box appears.
5. Do the following:
•
Carrier Name – Type the carrier’s name.
•
Group Plan – Type the group plan’s name. If you do not have a group plan name, type the employer’s
name.
•
Street Address – Type the mailing address for claims.
•
Phone – Type the carrier’s phone number.
•
Contact – Type the name of the carrier’s contact person.
•
Group # and Local – Type the group number for the plan. If this is a union plan, type the local’s
number too.
•
Last Update – Type the date for the last time you updated the insurance information. Easy Dental
does not update this field automatically.
•
Benefit Renewal – Select the month that benefits renew from the list.
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•
Claim Format – If the carrier requires a claim form other than the standard ADA form, select an
alternate from the list. Easy Dental integrates with a number of carrier forms; however, if you need to
use a carrier specific form, please contact Easy Dental Support for help in setting this up.
•
Alt Code – If the carrier requires a code other than the ADA procedure codes, select an alternate
from the list.
•
Fee Schedule – Select a fee schedule from the list.
Note: If you attach a fee schedule to an insurance carrier, Easy Dental uses it instead of the fee
schedule attached to the patient’s primary provider. However, if you select a fee schedule for the
patient, Easy Dental uses that fee schedule instead of the one attached to the carrier. This depends on
the claim form that you select, since some claim forms are designed to print a specific fee schedule.
•
Provider ID Setup – Click the button to assign a specific insurance ID to a provider. To learn more,
see “Setting up provider IDs” in the Easy Dental Help.
•
Payor ID – If you subscribe to eClaims, type the ID or click the search button and select the ID from
the list.
•
National Plan ID – If you subscribe to eClaims, type the plan ID for this carrier.
•
Source of Payment – If you subscribe to eClaims, select the appropriate payment source from the
list.
6.Under Insurance Claim Options, do one or more of the following:
•
Replace initial character of procedure code with – Select if the carrier requires the new ADA CDT3, CDT-4, or CDT-5 codes, and you have not converted all of your codes to this format. Type the
letter that replaces the initial character of each procedure code.
•
Do Not Include Dental Diagnostic Codes – Select if you do not want to include dental diagnostic
codes on the insurance claims for this carrier. This option depends on the claim form that you
selected, since some forms do not print diagnostic codes.
•
Do Not Include Group Plan Name – Select to prevent the group plan name from printing on the
claim form or from being sent electronically.
•
Do Not Bill to Dental Insurance – Select to prevent Easy Dental from creating batch insurance
claim forms for the carrier and to exclude the procedures from the Procedures Not Attached to
Insurance Report. To learn more, see “Creating procedures not attached to insurance reports” and
“Creating batch insurance claims” in the Easy Dental Help.
7.Click OK.
8. From the Insurance Information dialog box, click Coverage Table to enter deductible amounts and plan
maximums, and to modify coverage percentages.
Note: To learn more, “Setting coverage table options” in the Easy Dental Help.
9.Under Signature on File, do the following:
•
Release of Information – Select to have the phrase “Signature on File” print on the insurance claims
for the subscriber.
•
Assignments of Benefits – Select to authorize payments directly to the provider. You must select this
option if you accept assignment of benefits from carriers; otherwise, insurance checks are mailed to
the subscriber, rather than your practice.
10.Type the subscriber ID in the Subscriber ID # field.
Note: Historically, the subscriber’s Social Security number has served as the subscriber ID; however,
HIPAA regulations allow you to use any unique number.
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11.Under Relation to Subscriber, select one of the following:
• Self
• Spouse
• Child
• Other
12.Click OK to save the information and return to the Patients module.
Assigning Insurance to Subscribers
You can assign insurance to subscribers and non-subscribers in the family.
To assign insurance to a subscriber
1. From the Patients toolbar, click Select Patient/New Family, and from the Select Patient dialog box, select
the patient you want to assign insurance to.
Note: In order to assign insurance to a patient, the insurance subscriber must be listed as a family member
in the patient’s Patients module. If the subscriber is not a patient, set the status to Non-Patient in the
subscriber’s patient information.
2. Double-click the Insurance Information block.
The Insurance Information dialog box appears.
3. Click the Carrier search button.
The Select Primary Dental Insurance Plan dialog box appears.
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4. Select one of the following search options, and as applicable, type the first few letters or numbers of the
corresponding option:
• Carrier Name – Allows you to search by the name of the insurance company.
• Employer – Lists all insurance plans that have been entered previously for the subscriber’s employer.
• Group Plan – Allows you to search by the name entered for the group plan.
• Group Number – Allows you to search by the number assigned to the group plan.
• Local Number – Allows you to search by the local number assigned to the plan.
• Address – Allows you to search by the insurance plan address.
• Payor ID – Allows you to search by the insurance plan’s Payor ID number.
A list of all carriers matching your search request appears.
5. Select the correct carrier and click OK to return to the Insurance Information dialog box.
Note: If the carrier is not listed, click New and add the insurance carrier.
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6.Under Signature on File, do the following:
•
Release of Information – Select to have the phrase “Signature on File” print on the insurance claims
for the subscriber.
•
Assignments of Benefits – Select to authorize payments directly to the provider. You must select this
option if you accept assignment of benefits from carriers; otherwise, insurance checks are mailed to
the subscriber, rather than your practice.
7. Type the subscriber ID in the Subscriber ID # field.
Note: Historically, the subscriber’s Social Security number has served as the subscriber ID; however,
HIPAA regulations allow you to use any unique number.
8. To identify the patient’s relation to the subscriber, click Self, Spouse, Child, or Other.
9.Click OK to save the information and return to the Patients module.
Assigning Insurance to Non-Subscribers
When you assign insurance to patients who are not insurance subscribers, remember the following:
• You must assign insurance to the subscriber before you can assign that insurance to another patient
covered by the subscriber.
• Insurance subscribers must be part of the same family as the patient you are assigning the insurance to.
To assign insurance for a non-subscriber
1. From the Patients toolbar, click Select Patient/New Family, and from the Select Patient dialog box, select
the patient you want to assign insurance to.
2. Double-click the Insurance Information block.
The Insurance Information dialog box appears.
3. Click the Subscriber search button.
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The Select Primary Subscriber (Insured Party) dialog box appears.
A list of all subscribers and their insurances appear.
4. Select the desired subscriber and click OK.
All fields in the Insurance Information dialog box automatically show the subscriber’s insurance
information.
5.Under Relation to Subscriber, verify that the relationship is correct, and click OK.
Changing Insurance Carrier Information
If a subscriber’s insurance carrier changes its name and address, Easy Dental lets you change this information,
rather than clearing the information and adding the carrier again.
To change the information for an insurance carrier
1. From the Patients toolbar, click Select Patient/New Family, and from the Select Patient dialog box, select
the patient whose insurance carrier information needs to be changed.
2. Double-click the Insurance Information block.
The Insurance Information dialog box appears.
3.Click Ins Data.
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The Primary Dental Insurance Plan Information dialog box appears.
4. Make any necessary changes in the appropriate fields.
5.Click OK.
A message appears.
6. Select one of the following:
• Change Plan for All – To change the carrier information for all subscribers of the insurance plan.
• Add as New Plan – To copy the insurance information for the current subscriber and add the
changed insurance plan without changing the original plan.
7.Click OK to return to the Patients module.
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Clearing Insurance Coverage
You can clear the insurance coverage from a patient’s record.
To clear insurance coverage from a patient’s record
1. From the Patients toolbar, click Select Patient/New Family, and from the Select Patient dialog box, select
the patient you want to clear insurance coverage for.
2. Double-click the Insurance Information block.
The Insurance Information dialog box appears.
3.Click Clear Primary and/or Clear Secondary.
4.Click OK.
Assigning Recall
Easy Dental allows five recall types: prophy, lab case, perio, screening, and other. You can set recall defaults
for an individual patient in the Patients module as well as select the recall types you want to attach to each
patient.
To assign recall to a patient:
1. From the Patients toolbar, click Select Patient/New Family, and from the Select Patient dialog box, select
a patient.
2. Double-click the Recall block.
The Patient Recall dialog box appears.
Note: If a patient has a procedure entered as completed in the Accounts or the Chart module and that
procedure already has a recall flag, such as prophy, assigned to it, Easy Dental automatically attaches the
recall type to the patient.
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3. Double-click the recall type that you want to set.
The Set Recall dialog box appears.
4. To set the interval for the patient’s recall, click the Due Date search button.
The Set Interval dialog box appears.
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a. Change the interval to reflect the amount of time between the patient’s recall visits.
b.Select +1 Day to extend the interval to extend an extra day to prevent insurance billing problems.
c.Click OK.
5. From the Status list, select the recall status that you want to assign to the patient.
6. Under Provider, select one of the following:
•
Prov1 – If you want recall appointments to default to the patient’s primary provider.
•
Prov2 – If you want recall appointments to default to the patient’s assigned secondary provider.
•
Spec – If there is a specific provider you want this patient to see for recall appointments, and then
select the provider from the list.
7. Type a note in the Recall Note field.
Easy Dental prints this note on recall cards for this patient.
Note: You can hide a note by clicking at the front of the note and pressing CTRL + Enter. Easy Dental
inserts a hidden symbol that appears as a blank line in the Recall Note field. Any text after the symbol
will not print on your cards.
8.Click OK to set this recall type for the current patient.
Assigning Referrals
In the Patients module, you can indicate and view who referred a patient from the Referred By block.
Similarly, you can view to whom you referred a patient from the Referred To block. You can enter, edit, and
access information about the individual or source who referred a patient to your practice. To learn more, refer
to the Easy Dental Help.
Entering Referrals Made by Patients
Easy Dental helps you keep track of your patients who provide your practice with referrals.
To add a patient referral to a patient
1. Double-click the Referred By block.
The Select Referral Type dialog box appears.
2.Select Patient and click OK.
The Select Patient dialog box appears.
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3. Select the person who referred the current patient and click OK.
The referral patient appears in the Referred By a Patient dialog box.
Note: If you cannot find the referring patient’s name from the Select Patient dialog box, check the
spelling. If you still cannot locate the patient’s name, he or she has not been entered in the Patients
module, or the referring party is not one of your patients. You can enter non-patient referrals by selecting
Doctor/Other from the Select Referral Type dialog box.
4. To change the person who made the referral, click the search button and select a different patient.
5. To clear the referral, click Clear Referral.
6.Click OK to save your changes and return to the Patients module.
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Referring Patients
Occasionally, you may need to refer a patient to another doctor or specialist. Easy Dental makes it easy to
track the referrals that you have sent to other doctors and/or specialists.
To learn more, refer to the Easy Dental Help.
To refer a patient
1. With a patient selected, double-click the Referred To block.
The Select Referred To dialog box appears.
2. Do one of the following:
• Select the doctor you are referring your patient to from the list, and click OK.
• Click New to add a doctor to the list.
The Referred To Information dialog box appears.
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• Type the doctor’s name, address, and phone in the appropriate fields.
• Select a specialty from the list, and then click OK.
Easy Dental adds the doctor to the database.
Archiving Patients
Easy Dental allows you to archive patients who you consider inactive. Archiving patients simplifies your
patient database and makes patient selection faster and easier. Before archiving, keep in mind the following:
• You cannot archive patients with future due payment plans or outstanding insurance claims.
• You cannot archive guarantors until you have archived all other family members.
• You cannot archive guarantors if they have a payment agreement or a balance.
When Easy Dental archives a patient, the following occurs:
• Easy Dental deletes all appointments for the patient and adds an entry to the Contacts module.
• Easy Dental deletes all recall, employer, insurance, and referral information and adds this information to
the Patient Note. You can view the note after the patient is archived.
• Easy Dental still stores addresses, procedures, insurance claims, payments, adjustments, medical alerts,
prescriptions, and patient surveys in case you re-activate the patient.
• You cannot edit patient information while a patient is being archived.
• Archived patients will only appear in the Select Patient dialog box if you select Include Archived
Patients.
• When an archived patient appears on a report or in a module, they are indicated with an “<Archived>” or
“<A>” in front of the name.
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Important: Although you can reactivate archived patients, you should consider archiving a permanent action,
since archiving significantly changes a patient’s data, and you cannot easily restore some of that data later.
Henry Schein recommends that you only archive patients if you are fairly certain that they will not return to
active status (for example, if they are deceased).
To archive a patient
1. From the Patients module, select a patient.
2. Double-click the Patient Information block.
The Patient Information dialog box appears.
3. From the Status list, select Archived.
4.Click OK.
Several messages appear.
5.Click Yes.
Easy Dental archives the patient.
Reactivating Patients
Easy Dental lets you re-activate archived patients.
Important: Although you can reactivate archived patients, you should consider archiving a permanent action,
since archiving significantly changes a patient’s data, and you cannot easily restore some of that data later.
Henry Schein recommends that you only archive patients if you are fairly certain that they will not return to
active status (for example, if they are deceased).
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To reactivate a patient
1. From the Patients toolbar, click Select Patient/New Family.
The Select Patient dialog box appears.
2.Select Include Archived Patients.
3. Select the archived patient that you want to reactivate, and then click OK.
A message appears asking if you want to reactivate the patient.
4.Click OK to reactivate the patient and access the patient’s record.
5. Double-click the Patient Information block.
The Patient Information dialog box appears.
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6. From the Status list, select Patient, and then click OK.
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Chapter 4: Schedule
The Easy Dental Schedule is an electronic scheduler that allows you to manage your patient appointments
without paper. Toolbars help you navigate the book, search for available appointment times, schedule
appointments, organize appointments and notes, and handle the common tasks that you need to perform
throughout the day.
This chapter covers the following topics:
• The Schedule Module Window
• Setting Custom Views
• Finding Available Appointment Times
• Scheduling Appointments
• Scheduling Events
• The Schedule Lists
• Managing Appointments
• Printing from the Schedule
• Changing Practice Hours
• Notes and Alerts
• Easy Day Planning
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The Schedule Module Window
The Schedule module window consists of the following areas:
• Toolbar
• Date bar
• Easy Provider Tracking Columns
• Day Search buttons
• Schedule of Appointments
• The Schedule Clipboard
• View buttons
The Schedule Toolbar
The Schedule toolbar is a collection of command buttons that allows you to initiate commands. The name
and function of each button appears below.
Button Name
Function
Schedule Appointment
Lets you schedule an appointment.
Find Available Time
Lets you search for available time blocks.
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Function
Find Appointment
Lets you search for appointments.
Schedule Event
Easy Day Planning
Lets you schedule holidays and other events when your practice will be
closed.
Lets you open the Clipboard menu from which you can move
appointments and events to the Clipboard.
Lets you optimize scheduling.
Break Appointment
Lets you move broken or missed appointments to the Unscheduled list.
Status
Lets you select a status for appointments.
Set Complete
Lets you set an appointment to complete.
View
Lets you create custom views for the Schedule.
Lists
Opens the Lists menu.
Quick Letters
Lets you compose custom letters.
Quick Labels
Lets you print custom labels.
Move to Clipboard
79
Send Message
Print
Delete Appointment
Lets you open the print menu from which you can print schedule
views or route slips.
Lets you delete the selected appointment and remove it from all lists.
Treatment Manager
Opens the Treatment Manager module.
Lab Case Manager
Opens the Lab Case Manager.
Patient Alerts
Lets you know whether a patient has a medical or other alert.
Auto Dial
Lets you dial patients automatically.
Refresh
Updates the Schedule’s calendar if you have made changes.
Setup
Opens the Setup menu.
Patient Picture
Opens the Patient Picture window.
Easy Web
Opens the WebSync Wizard from which you can set up WebSync’s
options and features. WebSync lets you synchronize Easy Dental
information with eCentral.
Lets you link Easy Dental with digital X-ray and imaging systems.
easylink
Help
Lets you open the Help menu from which you can open Easy Dental
Help. You can also check for, install, and learn about available updates
and connect to the Resource Center.
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The View Toolbar
The View toolbar allows you to change your view of the schedule of appointments and consists of the
following buttons.
Button Name
Function
Day View
Lets you view the schedule of appointments for a single day. This is the
default view.
Week View
Lets you view the schedule of appointments for a week at a time.
Month View
Lets you view the schedule of appointments for a month at a time.
Date Bar
The Date Bar shows the dates of the appointments according to the day, week, or month view that you select.
Provider Tracking Columns
Easy Dental displays a color column for each provider selected for that view. A colored block in that column
indicates that the provider is scheduled to be working on a patient during the blocked time. If a provider has
been double-booked, the color block will display white with stripes in the color assigned to that provider. If
the provider column is dark blue, this indicates that the provider is not available at the selected time.
Day Search Buttons
Click the right arrow to move the calendar forward one day. Click the left arrow to move the calendar back
one day. Clicking the “T” between the arrows returns you to the current day.
Schedule of Appointments
The schedule of appointments area displays the basic, customizable appointment information. By default Easy
Dental assigns a color to each provider to help you quickly determine which provider the patient is seeing. To
open the Appointment Information dialog box, which shows more information about the appointment and
patient, double-click the appointment from the schedule of appointments.
The Hover Window
Using the Hover window, you can view additional event, patient, and appointment information without
double-clicking an event or an appointment. The Hover window combines information contained in the
Appointment Information and the Patient Information dialog boxes.
To view patient information through the Hover window
In the Schedule, place the mouse pointer over a partial-day event or an appointment.
The Hover window appears.
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The Schedule Clipboard
From the Schedule Clipboard, you can reschedule an appointment to another day by dragging the
appointment to the Schedule Clipboard and releasing it. The appointment stays there until you place it at
another appointment location or until you close the Schedule module.
Note: You can also place an appointment on the Schedule Clipboard by clicking the Clipboard Button from
the Appointment Information dialog box or from the Schedule toolbar.
To move a scheduled appointment to the Schedule Clipboard
1. From the schedule of appointments area, select the appointment that you want to move to the Schedule
Clipboard.
2. From the Schedule toolbar, click Clipboard, and then from the menu, click Selected Appointment.
The appointment appears in the Clipboard List.
Note: For more information on the Schedule Clipboard, see “The Schedule Clipboard” in the Easy Dental
Help.
Setting Custom Views
Easy Dental lets you customize what you see in your Schedule window. You can even set up different views for
each computer if you want. For instance, you set up one computer to view hygiene appointments only in one
operatory and a specific provider’s appointments in another. You can also choose what information appears on
each line of an appointment in the schedule of appointments area.
1. From the Schedule toolbar, click View.
The Select View dialog box appears.
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2. Do one of the following:
• To create a new view, click New.
• To edit a view, select it and click Edit.
• To delete a view, select it and click Delete.
The View Setup dialog box appears.
3.Select the provider or providers that you want to assign to this view.
Note: Selecting a provider displays the provider tracking column along the left side of Schedule for the
selected provider. Appointments scheduled in a displayed operatory will always show regardless of the
provider assigned to the appointment.
4. Select the operatories that you want to view.
Note: You may view up to ten operatories at a time.
5.Under Select Days, select the days that you want to view.
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6. Under Appointment Display Info, select the information that you want to display from the lists:
•
•
•
•
No information [None]
Name
Appointment Reason
Home Phone
•
•
•
•
Work Phone
Chart Number
Provider
Preferred Name
Note: The blocks of time you set in practice setup allow you to view several lines of information
depending on the length of the patient’s appointment. You can choose the information that you want to
display in Schedule and prioritize up to eight lines of information. You can view Appointment Reason on
two consecutive lines so that more ranges are displayed.
7. Easy Dental sets the following view options by default:
• View Appt. Notes – Places a note symbol in the upper-right corner of any appointment that has a note.
• View Patient Alerts – Places a medical alert symbol in the upper-right corner of an appointment for
patients with medical alerts.
• View Provider Columns – Displays the Easy Provider Tracking Column along the left side of the
Schedule.
Note: If you select work phone, preferred name, chart number, or patient alerts, the Schedule may
become a little slower because more fields are read.
8.Click OK.
Changing Views
From the View toolbar, you can switch between the following Schedule views:
• Day View – The Day View is the default view when you first open the Schedule. Only appointments
scheduled for the selected day appear in the schedule of appointments area. You may also press “Ctrl” and
“D” on the keyboard to switch to this view.
• Week View – You may view the entire week’s appointments for the operatories by clicking Week View
from the toolbar. You may also press “Ctrl” and “W” on the keyboard to switch to this view.
• Month View – By clicking Month View from the toolbar, you can see scheduled production for each
day of a month and quickly move between days. You may also press “Ctrl” and “M” on the keyboard to
switch to this view.
Finding Available Appointment Times
Let the Schedule find open time blocks for you. All you have to do is enter a few items of information and the
Schedule will generate a list of available time slots.
1. From the Schedule toolbar, click Schedule Appointment.
The Select Patient dialog box appears.
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2. Click the first letter of the patient’s last name, select the patient from the list, and click OK.
The New Appointment Information dialog box appears.
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3.Click Find.
The Find New Appointment Time dialog box appears.
4. Do the following:
•
Select Provider(s) – From the list, select one or more providers.
•
Select Op(s) – From the list, Select one or more operatories.
•
Select Days – Clear the days that you do not want to include in the search.
5. To select a starting date other than the current date, do one of the following:
• Type the date to start searching from in the Start Date text box.
• Click the Start Date search button and select a starting date from the calendar.
Note: To increase the start date by days, weeks, or months, select the corresponding option and
then click the appropriate number of days, weeks or months that you want to jump ahead for the
beginning of the search.
6.Under Time Range, do the following:
• Set the appointment length by clicking the arrow control buttons.
• Select a time range to search for. For example, if the patient is only available for an appointment
between 9:00 a.m. and 11:00 a.m., click the Start and End search buttons to set the appropriate range.
7. Do one of the following:
•
Search By Time Block – Select to search for an available time within a specific time block, and then
select the appropriate time block.
•
Search By Appt Type – Select to search for time blocks for a specific appointment type only.
Note: To learn more about implementing time blocks, see “Easy Day Planning” on page 77.
8.Click Search/View.
The Available Appointment Times list box appears.
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9. Do the following:
• Select a time range that meets the patient’s schedule, or click More to view additional ranges.
• Click Select to set the appointment within the selected block of time.
Scheduling Appointments
Easy Dental provides you with a comprehensive set of tools for scheduling appointments. When you
are scheduling appointments, Easy Dental tells you if a patient already has an unscheduled or broken
appointment. You can view the patient’s appointment list to determine whether you want to reschedule an
existing or schedule a new appointment.
To schedule an appointment
1. From the Schedule toolbar, click Schedule Appointment.
The Select Patient dialog box appears.
2. Do the following:
• Click the letter corresponding to the patient’s last name.
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• Select the patient you want to schedule an appointment for from the list, and then click OK.
The New Appointment Information dialog box appears.
3. If necessary, click the Provider search button and change the patient’s provider.
Note: By default, Easy Dental sets the provider to the patient’s primary provider from the Patients module.
4. If necessary, change the recall type attached to the appointment.
Note: To learn more about changing a recall type, see “Managing recall” in the Easy Dental Help.
5.Under Reason, click one of the following:
•
Initial – From the Select Initial Reasons dialog box, select the reason for the appointment and click OK.
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•
Tx – From the Treatment Plan dialog box, select a treatment plan and click Close.
•
Misc – From the Procedure Codes dialog box, select the appropriate procedure code or codes, and
click OK.
Note: If the procedure requires a tooth surface or quadrant, add it to the patient’s treatment plan. To
learn more, see “Entering treatment plans” in the Easy Dental Help.
6. To edit the length of time needed to complete the procedure, click the Length search button.
The Appointment Time Pattern dialog box appears.
7. Click the left arrow to decrease or the right arrow to increase the duration of the appointment.
Note: An “X” represents provider time. A slash (/) represents assistant time. A clear block represents chair
time when neither the provider or assistant are present.
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8. If necessary, do the following:
•
Status – Select the appropriate status from the list.
•
Schedule – Select the appropriate type from the list.
•
Fixed – Patient’s appointment cannot be changed.
•
Open – Patient’s appointment can be changed if necessary.
•
ASAP – Patient requested an appointment as soon as possible.
•
Type – Select the appropriate production type for this appointment from the list.
•
Op – Select the appropriate operatory from the Select Operatory dialog box.
•
Date – Type an appointment date to change it from the default.
•
Time – Type an appointment time to change it from the default.
9. Type a note about the appointment.
10.Click OK.
Easy Dental sets an appointment for the date and time you specified.
Setting Appointments Complete
When you set an appointment to complete, Easy Dental posts the procedures attached to the appointment to
the Chart and Accounts modules.
To set an appointment to complete
1. Select the appointment and then from the Schedule toolbar, click Set Complete.
The Set Appointment Procedures Complete dialog box appears.
2. Select the procedures that you want to set to complete and then click Set Complete.
The appointment block turns gray indicating that the appointment has been completed.
Note: If the appointment is attached to Recall, you will be prompted to create a new Recall Appointment.
The new appointment information will default according to the posted appointment.
Scheduling Events
You can schedule an event (a non-patient “appointment”) to block out time in the Schedule module to
close an operatory for a day or up to four weeks. Events can include such items as staff meetings, vacation
schedules, or holidays.
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To schedule an event
1. From the Schedule toolbar, click Schedule Events.
The Schedule Event dialog box appears.
2.Under Event Time, do one of the following:
• If the event will only last part of the day, type a Start and an End time.
• If the event will last the entire day, select Close Operatory (All Day Event).
3. Do the following:
•
Operatories: Select the operatory or operatories that you want to schedule the event for.
Note: If you specify multiple operatories and/or days for the event, Easy Dental creates separate
events (one per day per operatory) and displays them in the Schedule. The event creation process may
take several minutes depending on the date range specified, days of the week selected, the number
of operatories selected, and the number of future appointments scheduled. While Easy Dental treats
multiple operatories and/or days as separate events, they are linked.
•
Event Days: Select the day or days when the event will occur.
Note: You may schedule events as much as one year in advance. You may also select specific days
within a range when you schedule an event.
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Description: Type a description of the event.
•
Center Description on Scheduled Event: Select to center the description on the Event icon.
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4. To select a background color for the event, click Event Color.
The Color palette appears.
5. Select a color from the palette and click OK.
Tip: Selecting a color that is too dark may obscure the black text of the event description and note. For
example, black text will not be easily readable on a dark blue background.
6. In the Notes field, type any notes that apply to the event.
7. To include a dateline, click Insert Dateline.
8.Click OK to schedule the event.
9. From the Schedule toolbar, click Refresh.
The event appears in the schedule.
The Schedule Lists
The following lists are available from the Schedule module:
• Appointments List
• ASAP List
• Unscheduled List
Opening the Appointments List
The Appointments List displays all scheduled appointments for a selected date in the Schedule module. From
the Appointments List, you can view the time, status, patient name, provider, operatory, reason, length, and
patient phone number for the appointment.
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Note: To learn more, see “The Appointments List” in the Easy Dental Help.
To open the Appointments List
1. From the Schedule toolbar, click Lists, and then select Appointments from the menu.
The Appointments window appears displaying all scheduled appointments for the current date.
2. Double-click an appointment to open the Appointment Information dialog box for that appointment.
Opening the ASAP List
If a patient wants an appointment sooner than your next available time, Easy Dental lets you flag scheduled
appointments as ASAP (As Soon As Possible). Once you flag an appointment as ASAP, it appears on the ASAP
List. This satisfies the patient’s request for an appointment sooner than the first available one and provides you
with a list of patients you can fill holes with in an otherwise full schedule.
In addition to providing you with the names of patients who can fill open appointment times, the interactive
nature of the ASAP List makes it simple to contact a patient and then create or move an appointment as
needed.
Note: To learn more, see “The ASAP List” in the Easy Dental Help.
To open the ASAP List
1. From the Schedule toolbar, click Lists, and then select ASAP from the menu.
The ASAP List window appears.
2. Double-click an appointment to open the Appointment Information dialog box for that appointment.
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Opening the Unscheduled List
The Unscheduled List provides you with an easy way to view broken or wait/will call appointments.
Note: To learn more, see “The Unscheduled List” in the Easy Dental Help.
To open the Unscheduled List
1. From the Schedule toolbar, click Lists, and then select Unscheduled from the menu.
The Unscheduled List window appears.
2. Double-click an appointment to open the Appointment Information dialog box for that appointment.
Managing Appointments
Scheduling an appointment is only the first step in using an integrated electronic scheduling system. Easy
Dental makes it easy to manage scheduling tasks quickly, such as rescheduling, breaking, or confirming
appointments and posting scheduled work once you complete it.
Finding Appointments
You can find appointments in Easy Dental from the Schedule toolbar or, if you know the date and time of the
appointment, by clicking the Day Search buttons or switching views.
Note: To learn more, see “Finding Appointments” in the Easy Dental Help.
To find an appointment
1. From the Schedule toolbar, click Find Appointment.
The Find Appointment dialog box appears.
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2. Type the patient’s last name, press Tab, and then press Enter.
All appointments for patients with that last name appear.
3. Select the appointment that you are trying to find and click View Appt.
Easy Dental sets the Schedule module to the day of the selected appointment.
Moving Appointments
Whether a patient needs to reschedule an appointment or the office needs to lighten the schedule, from
time-to-time you will need to move an appointment to a new date or time. The Schedule allows you to
easily change appointment dates and times without ever having to re-enter information or delete broken
appointments.
To move an appointment
1. Double-click the appointment.
The Appointment Information dialog box appears.
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2. Do one of the following:
• Type a new date and time for the appointment in the Date and Time fields, and then click OK.
Easy Dental moves the appointment to the new date and time.
• Click Clipboard and do one of the following:
• Drag the appointment from the Clipboard to a new time and/or operatory.
• Click the Day Search buttons to find the appropriate day to move the appointment to, drag the
appointment from the Clipboard to the new time and/or operatory, and click Yes.
Easy Dental moves the appointment to the new day and time.
Breaking Appointments
When a patient cancels an appointment, you don’t want to forget and lose the appointment. To prevent losing
broken appointments, Easy Dental does not just remove appointments from the Schedule. Instead, Easy
Dental moves them to the Unscheduled List where you can review them regularly. In addition, when you next
try to schedule an appointment for a patient with a broken one, Easy Dental reminds you that the patient has
a broken appointment and prompts you to reschedule it.
To break an appointment
1. From the Schedule, find and select the appointment that you want to break.
2. From the toolbar, click Break Appointment.
A warning appears explaining that Easy Dental will move the appointment to the Unscheduled List.
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3.Click Yes.
Easy Dental breaks the appointment and moves it to the Unscheduled List.
Rescheduling Broken Appointments
When you are scheduling an appointment for a patient, Easy Dental informs you if the patient already has an
unscheduled or broken appointment. Easy Dental also asks if you want to view the patient’s appointment list
so that you can determine if you want to reschedule the appointment or schedule a new one.
To reschedule a broken appointment
1. From the Schedule toolbar, click Schedule Appointment.
The Select Patient dialog box appears.
2. Select a patient who has an unscheduled or broken appointment.
A message appears.
3.Click Yes to view the patient’s appointment list.
The Family Appointment List dialog box appears.
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4. Select the unscheduled or broken appointment from the list and do one of the following:
• To reschedule the appointment, click View Appt.
• To create a new appointment, click Create New Appt.
The New Appointment Information dialog box appears.
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5. Select an operatory, date, and time, and then click OK.
Note: To learn more about changing the other fields in the Appointment Information dialog box, see
“Scheduling Appointments” on page 87.
Adding Appointments to the ASAP List
Occasionally, patients want appointments sooner than your next available time. Easy Dental lets you flag
scheduled appointments as ASAP and then places them on the ASAP List. This provides you with a list of
patients you can fill holes with in an otherwise full schedule.
To add an appointment to the ASAP List
1. From the Schedule, double-click the appointment that you want to add to the ASAP List.
The Appointment Information dialog box appears.
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2.Select ASAP from the Schedule list.
3.Click OK.
Easy Dental changes the appointment’s schedule type to ASAP and adds it to the ASAP List.
Printing from the Schedule
This section covers the following topics:
• Printing the Schedule View
• Printing Route Slips
Printing the Schedule View
Easy Dental allows you to print the Schedule view in case you do not have the Schedule information in your
operatories. You can also set up, save, and select custom views. You can set a custom view as the default view
and print a daily or weekly Schedule view.
To print the Schedule view
1. From the Schedule toolbar, click Print, and then from the menu, click Print Schedule View.
The Print Schedule View dialog box appears.
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Note: The providers, operatories, appointment display info, and time view default to the view currently
selected for the Schedule.
2. Do the following:
• Provider(s): Select one or more from the list.
Note: Appointments scheduled in a selected operatory always print, regardless of the provider
assigned to the appointment.
•
Operatories: Select up to 10 from the list.
•
Date: Select the date that you want to print.
3.Under Appointment Display Info, select the information you want to display for each patient.
Note: Put the eight lines of information in priority order because shorter appointments will only show the
first few lines.
4. Do the following:
•
Print Appt Colors: Select to print the Schedule view on a color printer.
•
Print Schedule Note: Select to print the Schedule note for the day.
•
Print Time at Right: Select to print the time bar on the right and left sides of the report.
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Exclude Closed Hrs: Select to not print the hours your practice is closed.
•
Time View: Type a range for the office hours that you want to print.
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5. Select the type of report that you want to print.
•
Day View
•
Week View
6. Select one or more of the following:
•
Display Print Window: To open the Print dialog box.
•
Do Not Close When Print/Batch: To keep the Print dialog box open after you click Print or Batch.
Note: From the Print dialog box you can change printers, select a range of pages to print, and select
the number of copies to print.
7. To save any changes you made to the default settings, click Save Options.
The Save Options dialog box appears.
8.Under New Option Name, type a name for the schedule view, and click OK.
9. Do one of the following:
• Click Print to print the document immediately.
• Click Batch to send the schedule view to the Batch Processor to be printed at a later time.
Note: To learn more, see “Printing the Schedule View” in the Easy Dental Help.
Printing Patient Route Slips
The Patient Route Slip provides the following information:
• Patient information, including much of the information available from the Patients and Schedule modules.
• Account information, including the guarantor’s name, phone numbers, and billing information.
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• Insurance information, including the primary and secondary carriers, subscribers, group numbers and
benefit information.
• Appointment information, including the date, time, provider, operatory, status and a list of all procedures
scheduled for the appointment.
To print a patient route slip
1. From the Schedule, select the appointment that you want to print a route slip for.
2. From the toolbar, click Print, and then from the menu, click Print Route Slip.
The Print Route Slip dialog box appears.
3. Do one of the following:
• Click Print to print the Route slip immediately.
• Click Batch to send the Route Slip to the Batch Processor to print at a later time.
Note: To print all route slips for a range of days, see “Creating Daily Appointment List Reports” in the
Easy Dental Help.
Changing Practice Hours
From time-to-time, you may need to change the hours that your office is open for a particular date or
provider. Easy Dental allows you to change your working hours for a single day or to close the office
completely on a single day. Similarly, Easy Dental allows you to change a single provider’s hours for a day or to
schedule the provider out of the office for a day.
This section covers the following topics:
• Setting practice schedules
• Setting provider vacation days
Setting Practice Schedules
The Schedule makes it easy to close your practice for a single day, set yearly holidays, open on a day you had
previously closed, and change office hours for a single day.
Note: Before changing your practice’s schedule, make sure that you reschedule any appointments scheduled
for the days you are closing your practice.
To close your practice for a holiday or a selected date and to change hours for a day
1. From the Schedule toolbar, click Setup and click Practice Schedule from the menu.
The Schedule Calendar for Practice window appears with the hours your practice will be open each day.
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2. Select a date to set as a yearly holiday for or to close or re-open your practice.
3. Do one of the following:
• To close the office for a day other than a yearly holiday, click Office Closed and from the menu, click
Close Office on selected date.
Easy Dental marks the day you selected according to the legend at the bottom of the Schedule
Calendar for Practice dialog box.
• To re-open the office, click Office Closed and from the menu, click Open Office.
• To set a yearly holiday, such as Christmas, click Office Closed and click Set Yearly Holiday.
• To delete a yearly holiday, click Office Closed and click Delete Holiday.
4. To change your practice’s hours for a day, double-click the day.
The Set Time Limits dialog box appears.
5. Type the hours that you want to set for the selected day, and click OK.
Easy Dental resets your practice’s hours for the day.
6. When you have finished changing your practice’s schedule, click Close.
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Setting Provider Vacation Days
Easy Dental lets you set and modify each provider’s schedule to accommodate patient visits, vacations, and
other events.
To set a vacation day for a provider
1. From the Schedule toolbar, click Setup, and select Provider Setup from the menu.
The Provider Setup dialog box appears.
2. Select the provider you want to set a vacation for and click Schedule.
The Schedule Calendar for [provider ID] dialog box appears.
3. Select the day that you want to set as a vacation day. (To change months, click the search arrows on the
date bar.
4. Click Options, and from the menu, click Set Vacation on selected date.
• To delete a vacation day that you set previously, click Delete Vacation day.
• To reset a provider’s hours to the default, click Reset Hours to default on selected date.
5.Click Close.
Note: Be sure that vacation days do not have appointments scheduled.
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Notes and Alerts
You can view notes, patient alerts, or medical alerts at any time for any patient by clicking the appropriate
icon on an appointment:
• Medical alerts
• Patient notes
• Patient alerts
To view a patient’s notes and alerts
1. From the Schedule, select an appointment, and if the patient has a medical alert, click the Medical Alert
icon.
The Medical Alerts/Notes dialog box for the patient appears.
2. Do one or more of the following:
• Click Edit to add to, change, or clear the patient’s medical alert.
• Under Appointment Note, type or edit a note pertaining to the appointment.
• Under Patient Note, type or edit a note pertaining to the patient.
• Under Account Note, type or edit a note pertaining to the patient’s account.
3. To view a patient alert, click the Patient Alert icon.
The Patient Alert dialog box for the patient appears.
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4.Click OK.
Easy Day Planning
Many practice management consultants advocate a strategy of scheduling the “Perfect Day.” A “Perfect Day”
consists of just the right balance of High Production, Medium Production and Low Production procedures.
Easy Dental helps to achieve that “perfect” balance by allowing you to reserve certain times during the day by
blocking those times for the scheduling of specific procedure types (High Production, Low Production, and so
forth).
This section will discuss how to setup and use the Easy Day Planning system in Easy Dental. The following
topics are covered:
• Customizing Appointment Types
• Customizing Procedure Codes
• Setting Up Time Blocks
• Activating Easy Day Planning
• Finding an Available Time Block
Customizing Appointment Types
To ensure that you do not accidentally schedule the wrong procedures in times reserved for specific types of
procedures, Easy Dental assigns an appointment type to each procedure. When you schedule an appointment
in a reserved time block, Easy Dental verifies that the appointment’s type matches the type permitted for the
reserved time block.
Easy Dental includes four appointment types with each installation:
• General
• High Production
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• Medium Production
• Low Production
If necessary, you can delete or change these types and add up to 10 more.
To customize an appointment type
1. From the Reports toolbar, click Practice Setup, and then select Definitions from the menu.
The Practice Definitions dialog box appears.
2. From the Definition Type list, select Appointment Types.
The appointment types appear in the Definition Text list.
3. Select the appointment type that you want to change, and under Definition Text, type any changes that
you want to make to the name.
4. To save your changes, click Change.
A warning appears.
5.Click Yes to continue.
Note: While Easy Dental will allow users to customize definitions at any time, to avoid problems it is best
to customize only definitions that you have not yet assigned to a patient’s appointment.
To add an appointment type
1. From the Reports toolbar, click Practice Setup, and then select Definitions from the menu.
2. From the Definition Type list, select Appointment Types.
3.Under Definition Text, type a new definition, and then click Add.
Easy Dental adds the new definition to the bottom of the list.
4.Click Close.
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Customizing Procedure Codes
You can assign a default appointment type to each procedure code in Easy Dental. Once you designate a code
properly, Easy Dental automatically assigns the correct appointment type to any scheduled appointments
using that procedure code.
To customize a procedure code
1. From the Reports toolbar, click Practice Setup, and then select Procedure Code Setup from the menu.
The Procedure List dialog box appears.
2. From the Procedure Code Category list, select the appropriate category.
All the procedure codes associated with that category appear in the code list text box.
3. From the list, select the code that you want to customize, and click Edit.
The Procedure Code Editor - Existing dialog box appears.
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4.From Appointment Type list, select the appropriate type for the procedure code, and then click Save.
Setting up Time Blocks
Time blocks allow you to reserve specific times in the Schedule for certain appointment types, such as crowns
and exams. Once you set up and activate Easy Day Planning, a colored border surrounding the blocked time
appears that contains the time block name and the provider assigned to that block. Easy Dental warns you
that you are attempting to schedule an incorrect procedure during the blocked time and prompts you to
override.
To set up a time block
1. From the Schedule toolbar, click Setup, then select Provider Setup from the menu.
The Provider Setup dialog box appears.
2. Select a provider and click Setup.
The Provider Setup [Provider ID] dialog box appears.
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3.Click Add.
The Block Settings dialog box appears.
4. Type a short description of the block’s purpose, such as crowns or exams, in the Time Block Name field.
5. Click the color button.
The Color palette appears.
a. Select a color to represent the block in the Schedule.
b.Click OK.
6. Select the day and/or days of the week that you want to set the time block for.
a. Select the desired Start and End time for each day by clicking the respective search buttons.
The Select Time dialog box appears.
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b. Click the left arrow to decrease or the right arrow to increase the time, and click OK.
7. Do the following, and then click OK:
• From the Assigned Op list, select the operatory where you perform these types of procedures.
• From the Block Appt Type list, select the appointment type that you want to assign to this time block.
8.Click OK again to close the Provider Setup [Provider ID] dialog box.
Activating Easy Day Planning
To display the scheduled time blocks, you must first activate Easy Day Planning.
Note: If you have not activated Easy Day Planning, Easy Dental will not display the defined time blocks in the
Schedule, and you will not be warned when you try to schedule appointments during reserved time blocks.
To activate Easy Day Planning
1. From the Schedule toolbar, click Easy Day Planning.
Easy Dental displays the defined provider time blocks in the Schedule.
Note: When you try to schedule an appointment in a defined time block, Easy Dental checks both the
provider and the appointment type to verify that they match the time block. If either the provider or the
appointment type do not match, a warning appears that allows you to override the time block setting and
schedule the appointment or return to the Appointment Information dialog box.
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2. To move a time blocks within its respective operatory, drag it to the appropriate time.
3. To change the length of a time block, click the bottom border and drag it up to decrease or down to
increase the time block’s size.
Finding Available Time Blocks
From the Schedule, you can quickly search for the first available time block.
To find the first available time block
1. From the Schedule toolbar, click Schedule Appointment.
The Select Patient dialog box appears.
2. Select a patient.
The New Appointment Information dialog box appears.
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3. Change the appointment provider if necessary.
4. Assign a reason for the appointment.
Note: Easy Dental pulls in the appointment type assigned to this procedure code. If you select more
than one procedure code, Easy Dental assigns the appointment type for the first procedure code to the
appointment. You can change the appointment type as needed.
5.Click Find.
The Find New Appointment Time dialog box appears.
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6.Under Select Time Block, select Search by Time Block.
a. Select the appropriate time block from the list.
b.Click Search/View.
The Available Appointment Times dialog box appears.
c. Select a time from the list and then click Select.
7.Click OK to schedule the appointment.
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Chapter 5: Chart
The Easy Dental Chart simplifies keeping patient records and makes it easy to enter existing, recommended,
completed treatments or conditions. Treatment is color-coded so that at a single glance you can tell whether
a procedure is a condition, existing, treatment-planned, or completed. Easy Dental uses standard textbook
charting symbols that you’ll find familiar and easy to recognize. Important clinical notes are efficiently
organized to help you document patient care. You can attach these notes as general notes to the patient or to
a specific procedure code. In addition, Easy Dental provides several template options to make entering your
notes even easier.
The Chart chapter is divided into the following sections:
• The Chart Module Window
• Entering Treatment
• Editing Treatment
• Viewing Primary or Permanent Teeth
• Notes
• Printing the Dental Chart
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The Chart Module Window
The Chart is divided into the following areas: the Toolbar, the Graphic Chart, Procedure Buttons, Procedure
Category Buttons, Toolbar Procedure Buttons, Status Buttons, Progress Notes, and the Progress Notes
Control Box.
The Chart Toolbar
The toolbar contains command buttons that allow you to perform specific tasks within the Chart.
Button Name
Select Patient
Medical Alerts
Patient Alerts
Print Dental Chart
Copy to Clipboard
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Function
Click to open the Select Patient dialog box from which you can
select a patient.
Click to view or assign a medical condition, such as a latex
allergy, to a patient. A red cross indicates a medical condition
exists; a white cross indicates that the patient does not have a
medical condition.
Click to view or assign alerts to a patient.
Click to open the print menu from which you can print the
dental chart or progress notes.
Click to copy text to the Windows Clipboard.
Button Name
Chapter 5: Chart
Function
Set Up Procedure Buttons
Click to assign custom buttons to procedure codes.
View Conditions/Diagnoses
Click to view a patient’s invalidated conditions or diagnoses.
View Options
Click to change your view options.
Change Provider
Click to change a patient’s provider.
Estimator
Quick Letters
Click to open the Estimator from which you can estimate the
costs associated with a patient’s treatment plan, including the
total charge, patient portion, and insurance portion.
Click to compose custom letters.
Quick Labels
Click to print custom labels.
Send Message
Lets you send an e-mail message. You must install a MAPIcompliant electronic messaging system to use this feature.
Click if you have digital imaging software and want to send an
image with a claim electronically.
Click to view dentition settings.
Digital Imaging
Primary/Permanent
All Procedures
Explosion Codes
Click to access all procedures that are not assigned to a procedure
button.
Click to select and post an explosion code.
Dental Diagnosis
Click to enter a diagnosis.
Clinical Notes
Patient Picture
Click to enter notes for an exam that are not specific to a
procedure.
Lets you update the information in the Chart if you have made
changes.
Click to open the Patient Picture window.
Perio Chart
Click to open the Perio Chart.
Lab Case Manager
Click to open the Lab Case Manager.
Easy Web
Click to open the WebSync Wizard from which you can set up
WebSync’s options and features. WebSync lets you synchronize
Easy Dental information with eCentral.
Click to link Easy Dental with digital X-ray and imaging systems.
Refresh
easylink
Help
117
Click to open the Help menu from which you can open Easy
Dental Help. You can also check for, install, and learn about
available updates and connect to the Resource Center.
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Graphic Chart
The Graphic Chart visually depicts the condition of the patient’s mouth. Easy Dental posts treatment using
textbook charting symbols and color-codes treatment to indicate its status. For instance, Easy Dental posts
completed work in blue and recommended treatment in red.
Procedure Buttons
The 24 procedure buttons collectively represent the most common procedures performed. Each user-definable
button represents a single procedure code, explosion code, or condition that you can use to enter treatment.
To learn more, please see “Setting up procedure buttons” in the Easy Dental Help.
Procedure Category Buttons
To see a list of procedure codes that have been set up to show in the Chart (from the Procedure Code Editor),
click the corresponding category button in the Chart.
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Status Buttons
The status buttons indicate the type of treatment being entered.
•
Complete – Click to enter completed work and conditions for a patient.
•
Treatment Plan – Click to enter recommended treatment for a patient.
•
Existing – To enter existing work performed by a provider within your practice (almost exclusively when
charting past work done by your office).
The fields above the status buttons show the procedure code and the surfaces of the affected tooth. Easy
Dental populates the information in these fields automatically when a you select a procedure.
Progress Notes
Progress notes centralize documentation and exam information in one location, making it easy to quickly
review a patient’s history. Each time you enter a procedure, exam, condition, treatment plan, or clinical note
in the Chart, Treatment Plans, or Accounts modules, Easy Dental adds a line to the progress notes. Each line
lists the date you entered the treatment, the treatment areas (if applicable), the procedure code, the provider,
a description, the treatment status, and the dollar amount associated with that procedure. A double arrow
symbol (>>) in the Description column indicates that a procedure note is available for that item.
For an explanation of the toolbar, see “Understanding progress notes” in the Easy Dental Help.
Entering Treatment
You can enter treatment in the Chart using the procedure buttons, procedure category buttons, or explosion
codes. For information on posting procedures using explosion codes, see “Adding treatment using explosion
codes” in the Easy Dental Help. This section explains the following tasks:
• Entering Treatment Using Procedure Buttons
• Adding Treatment Using Procedure Category Buttons
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Entering Treatment Using Procedure Buttons
The procedure buttons collectively represent the procedures common to most practices. You can enter or post
treatment to a patient using the procedure buttons if the procedure is assigned to a procedure button.
To enter treatment using a procedure button
1. From the Chart toolbar, click Select Patient, and then from the Select Patient dialog box, select the
patient you are treating, and click OK.
Note: By default, Easy Dental assigns all treatment posted in the Chart to the patient’s primary provider.
If necessary, you can change the provider from the default.
2. To change the provider from the default, from the Chart toolbar, click Change Provider, select a provider
from the Select Provider dialog box, and click OK.
Easy Dental assigns all work posted in the Chart during this patient’s session to the selected provider.
3. If the treatment requires a tooth number, click the appropriate tooth in the chart.
4. Click the procedure button corresponding to the required treatment.
If the selected procedure requires additional treatment information, such as surfaces or quadrants, the
Surface Selection dialog box appears.
5. Select the appropriate treatment areas, click Add, and then click OK.
Easy Dental automatically updates the procedure codes to reflect your surface selections. For example, if
you click Amalgam One Surface and then select three surfaces, Easy Dental posts the three surface code to
the Chart and Accounts modules.
6. Click the appropriate status button for the procedure you are entering:
•
Complete – When entering completed work and conditions for a patient.
•
TX Plan – When entering recommended treatment for a patient.
•
Existing – When posting existing work performed by a provider from your practice.
•
Auto-State – Quickly assigns the same status to several procedures. After you click Auto-State (+),
the next status button that you click remains selected until you click one of the other status buttons.
Auto-state is enabled if the button has a minus sign (-).
Easy Dental adds the procedure to the graphic chart (if you use a charting symbol in conjunction with
the posted procedure) and the Progress Notes. Also, Easy Dental automatically posts all completed work
posted in the Chart to the Accounts module and lists the appropriate charges on the patient’s account.
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Adding Treatment Using Procedure Category
Buttons
When the treatment you are entering is not assigned to a procedure button, you can add treatment using the
procedure category buttons.
To add treatment using a procedure category button
1. From the Chart toolbar, click Select Patient, and then from the Select Patient dialog box, select the
patient you are treating, and click OK.
2. To change the provider from the default, from the Chart toolbar, click Change Provider, select a provider
from the Select Provider dialog box, and click OK.
3. If the treatment requires a tooth number, click the appropriate tooth in the chart.
4. Click the appropriate category button.
The Select Procedure Code dialog box appears.
5. Select the appropriate procedure code and click OK.
You can only select one procedure at a time. If the selected procedure requires additional treatment
information, such as surfaces or quadrants, the Surface Selection dialog box appears.
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6. Select the appropriate treatment areas, click Add, and then click OK.
Easy Dental automatically updates the procedure codes to reflect your surface selections. For example, if
you click Amalgam One Surface and then select three surfaces, Easy Dental posts the three surface code to
the Chart and Accounts modules.
7. Click the appropriate status button for the procedure you are entering:
•
Complete – When entering completed work and conditions for a patient.
•
TX Plan – When entering recommended treatment for a patient.
•
Existing – When posting existing work performed by a provider from your practice.
•
Auto-State – Quickly assigns the same status to several procedures. After you click Auto-State (+),
the next status button that you click remains selected until you click one of the other status buttons.
Auto-state is enabled if the button has a minus sign (-).
Easy Dental adds the procedure to the graphic chart (if you use a charting symbol in conjunction with
the posted procedure) and the Progress Notes. Also, Easy Dental automatically posts all completed work
posted in the Chart to the Accounts module and lists the appropriate charges on the patient’s account.
Editing Treatments
This section explains the following tasks:
• Editing and Deleting Treatments
• Editing Treatments in History
• Editing Surface Paintings
• Deleting Completed Procedures
• Invalidating Procedures in History
Editing and Deleting Treatments
After you enter treatment in the Chart, you may need to edit or delete treatment information.
To edit or delete a treatment
1. From the Chart, select a patient.
2. From the Progress Notes, double-click the treatment item that you want to change.
The Edit or Delete Procedure dialog box appears.
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3. Do any of the following:
• Date – Delete the date and type the correct one.
• Procedure – Delete the procedure code and then type the correct one. Or, click the search button to
select the correct code.
•
Tooth – Delete the tooth number and type a new one.
•
Surfaces – Delete the surfaces, and then type new surfaces or click the search button to select the
correct surfaces.
• Amount – Delete and then type the correct amount.
•
Provider – Click the search button and then select the correct provider.
•
Procedure Status – Select the appropriate status: Treatment Plan, Completed, or Existing.
Note: Do not change the status to Completed if you want to post the procedure to the Accounts
module; click Set Complete in the Chart instead.
•
Override Ins. estimate – Select Prim. Ins. and/or Sec. Ins. and then type the correct estimate
amount.
• Do Not Bill to Insurance – Select to prevent the procedure from being billed to insurance.
•
Require Start/Completion Date – Select to have Easy Dental enter start and completion dates.
4. Type any relevant notes regarding the procedure and/or the changes you made.
5.Click OK to save your changes.
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Editing Treatment in History
To provide security and protect the integrity of your patient data, Easy Dental locks changes to procedures
once they have been moved into history. Easy Dental moves procedures into history during the Month End
Update. You cannot edit or delete procedures in history. However, you can remove procedures in history from
the Chart by invalidating the procedure. For more information on invalidating a procedure, see “Invalidating
Procedures in History” on page 125.
Editing Surface Painting
Easy Dental lets you paint “snake eyes” or pits and cusps in the Chart when you use an amalgam for a missing
corner of a tooth.
To edit a surface painting
1. From the Chart, select a patient.
2. Right-click a tooth that has a surface restoration procedure on the incisal/occlusal surface, and then click
Edit Surface Painting.
The Edit Surface Painting dialog box appears.
Note: If you posted more than one procedure with an occlusal surface restoration to the selected tooth,
the Edit Surface Restoration dialog box appears. Select the appropriate procedure and click Edit.
3. From the Edit Surface Painting dialog box, select Mesial and/or Distal to indicate the location of the
occlusal pits.
4. Select the appropriate locations for the cusps.
Note: When you select pits, the painting of the pits replaces the default painting of the surface. When you
select cusps, Easy Dental paints the cusps in addition to the default painting of the surface restoration.
5.Click OK to save the changes and return to the Chart.
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Deleting Completed Procedures
You can delete completed procedures that you no longer need to save in the database.
To delete a completed procedure
1. From the Chart, select a patient.
2. From the Progress Notes, double-click the procedure that you want to delete.
The Edit or Delete Procedure dialog box appears.
3.Click Delete.
A warning appears.
4.Click OK to delete the procedure.
Invalidating Procedures in History
Easy Dental saves your office from repetitive data entry by posting procedures to both the Accounts module
and the Chart at the same time. However, a different standard regarding record keeping exists for each
module. Accounts, as a financial record, follows Generally Accepted Accounting Principals (GAAP) which
require that you correct a posting error using an adjustment. In order to comply with GAAP, Easy Dental
locks out changes to transactions once you move them to history when you close out a month.
In contrast, the Chart serves as a clinical record of patient care. You should correct errors in the Chart to
reflect the actual care given. Invalidating a history procedure removes it from the Chart, while leaving it in the
Accounts module. If you discover a posting error after moving a procedure to history, you must invalidate the
procedure.
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To invalidate a procedure in history
1. From the Chart, select a patient.
2. From the Progress Notes, double-click the procedure you that want to invalidate.
The Validate/Invalidate Procedure in History dialog box appears.
3.Select Invalidate Procedure.
4.Click OK to save the change.
5. Post the transaction again using the correct information, and do the following:
• Change the charge amount to zero, since you have already billed the account for the procedure.
• Change the date to reflect the date you originally posted the transaction.
Note: Invalidating a procedure removes it from the Chart, but leaves it in Accounts as a History
Procedure. A plus sign (+) appears in front of the procedure to indicate that it has been invalidated.
Viewing Primary or Permanent Teeth
In the Easy Dental Chart, you can view dentition as primary, permanent, or mixed.
Note: By default, Easy Dental sets the dentition view to permanent.
To change dentition from permanent to primary
1. From the Chart, select a patient.
2. From the Chart toolbar, click Primary/Permanent, and then from the menu click Change All.
Easy Dental updates the Chart to display primary dentition.
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Note: To restore the chart to permanent dentition, repeat steps 1 – 2. Clicking Change All reverses the
primary/permanent state for each tooth displayed. For example, if you changed all teeth to primary and
you click Change All, then Easy Dental changes all the teeth to permanent.
3.Select Change All. The primary/permanent state is reversed for all teeth displayed in the graphical chart.
To show mixed dentition
1. From the Chart, select a patient.
2. From the Chart toolbar, click Primary/Permanent, and then from the menu click Change All.
Easy Dental updates the Chart to display primary dentition.
3. Select the primary teeth that you want to permanent teeth.
4. From the Chart toolbar, click Primary/Permanent, and then from the menu, click Change Selected.
Easy Dental changes the dentition of the selected teeth from primary to permanent.
Notes
Keeping accurate and thorough documentation of each procedure performed in the dental office is the most
expedient method of protecting the office in the event of litigation. As a result, case notes have become an
essential part of clinical dentistry. The Easy Dental Chart eases the burden of maintaining this information by
offering a variety of notes. This section covers the following topics:
• Entering and Editing Procedure Notes
• Adding and Viewing Clinical Notes
Entering and Editing Procedure Notes
Easy Dental attaches Procedure Notes directly to a procedure for documentation and reference purposes. You
can add notes manually during posting. However, to make creating Procedure Notes faster and more accurate,
you can create a default note for each procedure code. When you complete a procedure code with a default
note in the Chart or the Accounts module, Easy Dental enters the note automatically. Once Easy Dental
enters the note, you can review it and make small patient-specific changes.
To learn more about creating procedure note templates, see “Setting up procedure codes” in the Easy Dental
Help.
To enter or edit procedure notes
1. From the Progress Notes, double-click the procedure that you want to add a note to.
The Edit or Delete Procedure dialog box appears.
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Note: If you have posted the procedure, but it does not appear in the Progress Notes list, make certain
that you have selected the correct options from the View menu.
2. In the Notes field, edit the existing or add a note.
3.Click OK to save the note and any other changes.
A “»” symbol appears with the procedure in the Progress Note area indicating that the procedure has an
associated note.
Note: You can review Procedure Notes by double-clicking the procedure.
Adding and Viewing Clinical Notes
Clinical Notes are free-form notes that can be entered at any time during an exam. Clinical Notes offer a
method of entering notes for an exam that are not specific to a procedure. Once you send a Clinical Note to
history, you cannot edit or delete it. However, you can append an addendum to a Clinical Note in history.
To add or view a clinical note
1. From the Chart toolbar, click Clinical Notes.
The Clinical Notes dialog box appears.
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2. To attach the current system date to the note, click Insert Dateline.
3. Type the note to attach to this patient.
Note: There is a limit of 4,000 characters in the Clinical Notes field.
4.Click OK to save the note and return to the Chart.
Printing the Dental Chart
Easy Dental lets you print a patient’s dental chart.
To print the Dental Chart
1. Select a patient.
2. From the Chart toolbar, click Print Dental Chart, and then from the menu, click Dental Chart.
The Print Dental Chart dialog box appears.
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Note: The Chart will print automatically to the default printer. To learn about how to set up the default
printer, see “Setting up printers” in the Easy Dental Help.
3. Select the information that you want to print:
•
Top Margin (in Inches) – Type the number of inches to set the top margin for the printout.
•
Print Today’s Work – To include today’s work in the printout.
•
Print Treatment Plan – To include treatment-planned procedures in the printout.
•
Print TP Estimate Detail – To include the estimates for the treatment-planned procedures in the
printout.
•
Print Chart as Displayed – To print the Chart as it is displayed on the screen.
4.Click OK to print the Chart with the specified options.
The Estimator
The Estimator is an effective tool in patient consultations. From the Estimator, you can calculate and display a
patient’s entire treatment plan, showing the total charge, patient portion, and insurance portion.
From the Estimator, you can set treatment plan procedures in order of up to 52 steps. Easy Dental calculates
and displays the patient’s or family’s remaining insurance benefits.
Calculations are based on the insurance coverage table and a payment table file. For the insurance portion,
the Estimator always looks at the payment table file and then at the coverage table. For co-payments, the
Estimator checks the appropriate calculation.
Whether a patient has a co-payment or not, if a procedure is not in a coverage table category and is not in the
payment table file, the patient’s portion will be 100% of the charge.
For more information, see the Easy Dental Help.
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The Estimator Toolbar
The Estimator toolbar contains command buttons that allow you to perform several tasks.
Icon
Name
Function
Exit
Click to exit the Estimator.
Set Order
Click to assign order numbers to procedures in the procedure list.
Display Orders
Click to change order colors.
Delete
Click to delete an order from the Estimator.
Set Complete
Click to set a procedure to complete.
Update Fees
Click to update any fee schedule changes.
Dental Pre-estimate
Click to set or clear pre-estimates for a procedure.
View
Click to modify which items appear in the Estimator window.
Default Note for Printing
Click to enter a note for each procedure in the Estimator.
Print
Click to print a treatment plan report.
Refresh
Click to refresh the Chart after setting a procedure to complete in the
Estimator.
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Chapter 6: Perio Chart
The Perio Chart is a comprehensive periodontal charting tool that allows you to record mobility, furcation
grades, plaque, calculus, bone loss, pocket depths, bleeding and suppuration points, gingival margins,
CAL levels, and MGJ measurements. Automatic calculation formulas allow you to expedite the charting
process by eliminating the need to measure multiple indicators. Specially designed note tools help you to
record diagnostic and summary information, including periodontal case typing using the appropriate ADA
diagnostic codes and descriptions. Once entered, data can be viewed numerically. You can print custom
reports, charts, and letters for an insurance consultant or the referring dental professional.
This chapter covers the following topics:
• The Perio Chart Window
• Setting up the Perio Chart
• Creating an Exam
• Printing Perio Reports
The Perio Chart Window
The Perio Chart is divided into the following areas:
• Perio Chart Toolbar
• Data Chart
• Tooth Indicator Controls
• Navigation Controls
• Data Entry Controls
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The Perio Chart Toolbar
The Perio Chart toolbar has buttons specific to the Perio Chart features:
Button Name
Function
New Exam
Opens a new perio exam.
Open Exam
Opens a perio exam.
Save Exam
Saves a perio exam.
Print Perio Reports
Prints a perio report.
Options
Opens the Options menu.
Setup
Opens the Perio Entry Setup dialog box.
Set Date
Lets you set a date for a perio exam.
Select Provider
Lets you select a dental care provider.
Perio Score
Opens the Perio Score dialog box.
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Diagnostics
Opens the Perio Clinical Notes dialog box.
Summary
Opens the Perio Chart Totals dialog box.
Help
Opens the Help menu.
135
Data Chart
You use the data chart to input and display all periodontal data relevant to the current perio exam. The text
column that extends down the left side of the data chart indicates the measurement type that will be listed in
the corresponding row.
The following list contains explanations of the abbreviations used in the data chart:
• T# (Tooth Number) – Indicates the tooth number to which the displayed information belongs.
• PD (Probing Depth) – Indicates the depth of the periodontal pocket in millimeters.
• Bld (Bleeding) – A red oval in this row indicates a bleeding point.
• Sup (Suppuration) – A yellow oval indicates suppuration (infection) at that site.
• GM (Gingival Margin) – Indicates the gingival margin (recession) measurement in millimeters.
• CAL (Clinical Attachment Level) – Indicates the CAL measurement in millimeters.
• MG (Mucogingival Junction) – Indicates the MGJ measurement in millimeters.
• FG (Furcation Grade) – Indicates the furcation involvement for the tooth.
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• TC (Tooth Code) – Indicates special conditions relevant to the tooth. Conditions may include the
following: C for Crown, P for Pontic, I for Implant, U for Unerupted, M for Missing, ID for Impacted
Distal, or IM for Impacted Mesial.
• PMB (Plaque, Mobility, and Bone Loss) – Indicates Plaque, Mobility, and Bone Loss measurements
specific to the tooth.
The shading within the data chart has special significance. Yellow areas represent measurements taken from the
lingual side of the tooth. Blue areas represent measurements taken from the facial (buccal) side of the tooth.
White areas represent measurements that correspond to the tooth in general. Within the yellow and blue
areas, Easy Dental allows you to input six measurements (three on the facial side and three on the lingual side)
for each tooth.
Tooth Indicator Controls
The tooth indicator controls provide control options for inputting data specific to a selected tooth. The
information input through the tooth indicator controls is displayed in the white areas of the data chart.
From the tooth indicator controls, you can input mobility, furcation grade, plaque, and bone loss. In addition,
you can reference the number of the currently selected tooth and a text description of any codes (crowns,
pontic, implant, and so on) associated with that tooth.
Navigation Controls
To speed up the entry of perio exam data, Easy Dental automatically advances from site-to-site and tooth-totooth. Since different care providers may chart differently, Easy Dental allows you to select from six predefined movement “scripts.” These scripts indicate to Easy Dental which measurements will be input (PD,
GM, CAL, and so on) and in what order. Similarly, the script indicates what tooth number to advance to
next.
The navigation controls work in conjunction with the script settings. The tooth in the script that was last
worked on is listed in the Script box.
• To move to a previous tooth without changing the script settings, click the left arrow button.
• To move to the next tooth without changing the script settings, click the right arrow button.
• To switch between the upper and lower arch (or vice versa) without changing the script settings, click
Arch.
• To rewind the script setting to a previous tooth, click Prev.
• To advance to the next tooth in the script, click Next.
• To return to the first tooth in the script, click Home.
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Data Entry Controls
Data entry controls allow you to input data specific to different sites on the selected tooth. From the data
entry controls, you can input probing depths, bleeding and suppuration points, gingival margins, clinical
attachment levels, and mucogingival junction measurements.
You use the keypad to enter measurements with the mouse or a light pen. Click the Facial/Lingual to switch
from the Facial side to the Lingual side of a tooth (or vice versa).
Setting up the Perio Chart
Perio exam methods and philosophies differ from provider to provider. To facilitate different charting styles,
Perio Chart allows providers to set up scripts and paths that represent their preferred method of examination.
All setup functions are accessed from the Perio Entry Setup dialog box in the Perio Chart.
This section covers the following topics:
• Customizing perio examinations
• Configuring Auto Settings
• Setting the Calculation Options
• Setting the Flag Red Limit
• Indicating Script Settings
• Skipping Teeth with Selected Conditions
Customizing Perio Examinations
From the Perio Entry Setup dialog box, you can customize the scripts that represent your preferred method
of examination.
To customize a perio examination
1. From the Chart toolbar, click Select Patient.
The Select Patient dialog box appears.
a. Under Enter Last Name, enter the first few letters of the patient’s last name.
b. From the list, select the patient that you want, and then click OK.
2. From the Chart toolbar, click Perio.
The Perio Chart appears.
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Note: If the Perio button is blue, a perio exam is on file for this patient.
3. From the Perio Chart toolbar, click Setup.
The Perio Entry Setup dialog box appears.
Read the following sections for more information on each setting. Once you have entered desired settings,
click OK to save your settings and return to the Perio Chart.
Configuring Auto Settings
The Path Advance setting controls the order of movement through the probing areas of each tooth. Clearing
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the box will inactivate the automatic path advance and require you to press the Enter key each time a
measurement has been entered to advance to the next site.
The Tooth Advance setting controls the order of movement from tooth-to-tooth. Clearing the box will
inactivate the script settings and require that movement from tooth to tooth be done manually.
Setting the Calculation Options
When you are completing a perio chart, remember that the probing depth, gingival margin, and clinical
attachment level measurements have a mathematical relationship. Given any two of the three measurements,
Easy Dental mathematically calculates the third. Select one of the following four calculation options:
• CAL = PD + GM – This measurement option should be chosen if you plan to enter the probing
depth and gingival margin measurements. Once those measurements have been entered, Easy Dental
automatically calculates the clinical attachment level measurement.
• GM = CAL – PD – This measurement option should be chosen if you plan to enter the clinical
attachment level and probing depth measurements. Once those measurements have been entered, Easy
Dental automatically calculates the gingival margin measurement.
• PD = CAL – GM – This measurement option should be chosen if you plan to enter the clinical
attachment level and gingival margin measurements. Once those measurements have been entered, Easy
Dental automatically calculates the probing depth measurement.
• No Calculation – This option should be selected only if you will be entering one measurement and do
not want to perform a calculation.
Note: If you select any of the calculation methods, Easy Dental disables the automatically calculated
measurement entry boxes on the Perio Chart. For example, if you select CAL, the Perio Chart grays out the
clinical attachment level entry boxes and does not allow manual entry. If you select No Calculation, none of
the boxes are grayed out, and the Perio Chart allows manual entry into any set of boxes.
Setting the Flag Red Limit
As you enter perio measurements in Perio Chart, you can choose to display a certain degree of probing depth
and clinical attachment level in red. As you enter the measurements, if the probing depth or CAL is equal to
or greater than the selected flag red limit, the measurement displays in red on the data chart. For example,
under Flag Red Limit, if you select 4, all probing depths or CAL equal to or greater than 4 display in red.
• You can display the probing depth in red by selecting Probing Depth.
• You can display the clinical attachment level in red by selecting CAL.
Indicating Script Settings
Script Settings dictate the sequential order of movement from tooth to tooth and the sequential order of
movement through the probing areas of each tooth.
You can choose to measure probing depths, gingival margin, clinical attachment level, or mucogingival
junction using one of the six pre-defined scripts that come with Easy Dental.
Pre-defined Script 1
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The first pre-defined script starts with tooth 1 on the facial side and advances
from left to right from tooth 1 to 16. At the end of the arch, the script reverses
direction, moving from tooth 16 back to 1 on the lingual side. Next, the script
switches to the lower arch and moves from tooth 32 to 17 on the facial side.
Finally, the script reverses again and advances from tooth 17 to 32 on the
lingual side.
Pre-defined Script 2
The second pre-defined script starts you on tooth 32 on the Facial side and
advances from left to right, advancing from tooth 32 to 17. At the end of the
arch, the script reverses direction, advancing from tooth 17 to 32 on the Lingual
side. Next, the script moves to the upper arch and advances from tooth 1 to 16
on the Facial side. Finally, the script reverses again and advances from tooth 16
back to 1 on the Lingual side.
Pre-defined Script 3
The third pre-defined script starts you on tooth 1 on the Facial side and
advances from left to right, advancing from tooth 1 to 16. At the end of the
arch, the script drops down to the lower arch and advances from tooth 17 to
32 on the Facial side. Next, the script moves back up to the upper arch and
advances from tooth 1 to 16 on the Lingual side. Finally, the script drops down
to the lower arch again and advances from tooth 32 back to 17 on the Lingual
side.
Pre-defined Script 4
The fourth pre-defined script starts you on tooth 1 on the Facial side and
advances from left to right, advancing from tooth 1 to 16. At the end of the
arch, the script reverses direction, advancing from tooth 16 back to 1 on the
Lingual side. Next, the script drops down to the lower arch and advances from
tooth 17 to 32 on the Facial side. Finally, the script reverses again and advances
from tooth 32 back to 17 on the Lingual side.
Pre-defined Script 5
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The fifth pre-defined script starts with tooth 1 on the facial side and advances
from left to right from tooth 1 to 8. Then, the script reverses direction, moving
from tooth 8 back to 1 on the lingual side. After the upper left quadrant is
one,the script moves to tooth 9 on the facial side and moves from tooth 9 to 16.
Next, the script reverses direction again, moving from tooth 16 back to 9 on the
lingual side.
After the upper right quadrant is done, the script switches to the lower arch and
moves from tooth 32 to 25 on the facial side. Then, the script reverses again,
advancing from tooth 25 back to 32 on the lingual side. After the lower left
quadrant is done, the script moves to tooth 24 on the facial side and moves
from tooth 24 to 17. Finally, the script reverses again and advances from tooth
17 back to 24 on the lingual side.
Pre-defined Script 6
The sixth pre-defined script starts with tooth 1 on the facial side and advances
from left to right from tooth 1 to 8. Then, the script advances from tooth 1 to
8 on the lingual side. After the upper left quadrant is done, the script moves
to tooth 9 on the facial side and advances from tooth 9 to 16. Next, the script
advances from tooth 9 to 16 on the lingual side.
After the upper right quadrant is done, the script switches to the lower arch and
moves from tooth 32 to 25 on the facial side. Then, the script moves from tooth
32 to 25 on the lingual side. After the lower left quadrant is done, the script
moves to tooth 24 on the facial side and moves from tooth 24 to 17. Finally, the
script moves from tooth 24 to 17 on the lingual side.
Note: If you do not want to use a pre-defined script, click None. When you
enter measurements, the Perio Chart advances from tooth-to-tooth and ends
with tooth 32.
Skipping Teeth with Selected Conditions
Teeth with certain conditions (such as unerupted or missing teeth) should be skipped when entering perio
data. To have Easy Dental automatically skip these teeth, select the desired condition types in the Perio Entry
Setup dialog box.
Note: In order for Easy Dental to skip these teeth, the condition must first be posted in the Chart module.
Creating Exams
Easy Dental allows you a great deal of flexibility when creating a perio exam. If desired, you can enter only the
most basic information, such as probing depths. However, for users who want to do a more comprehensive
exam, most every perio classification and measurement is available to be charted and noted. This section
explains how to complete the following tasks:
• Entering Perio Measurement Data
• Entering Perio Data Using the Keyboard
• Saving an Exam
• Comparing Exams
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Entering Perio Measurement Data
You can enter perio measurements using a keyboard, mouse, or light pen. Easy Dental advances automatically
through Perio Chart following your script settings.
To enter perio measurement data
1. With a patient selected in the Perio Chart, from the Chart toolbar, click Perio.
The Perio Chart appears.
Note: If a patient has a previous perio exam in the system, Easy Dental automatically loads that exam as a
reference. You can save time by entering only the measurements that have changed since the last exam.
2. If necessary, from Perio Chart, click Setup, and then select the script settings that match your charting style.
3. As appropriate, from the Perio Chart toolbar, click New Exam or Open Exam, and then type or click to
enter measurements.
Easy Dental advances automatically through the data chart according to your script settings. To enter
information not included in the script, use your mouse and the Perio Chart controls.
The following list outlines the function of each item in the controls:
• Tooth # – Used as a reference, this field displays the current tooth being charted.
• Mobility – Allows the selection of a mobility classification. Select the desired classification. The
number appears in the center placement of the PMB line on the Data Chart.
• Tooth Code – Displays applicable condition information about the tooth.
• Furcation Grade – Allows the selection of a furcation grade. Click the Furcation Grade(s) search
button to display the Furcation Grade dialog box. Furcation Grades relevant to the selected tooth
will be shown. Select the desired furcation and click OK.
• Plaque – Allows the selection of a plaque classification. Expand the list and select the appropriate
classification. A corresponding number appears in the left placement of the PMB line on the Data Chart.
• Bone Loss – Allows the selection of a bone loss classification. Expand the list and select the
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appropriate classification. A corresponding number appears in the right placement of the PMB line
on the Data Chart.
• Facial/Lingual – Click this button to switch between surface selections.
• Probing Depth – These boxes allow entry of probing depth measurements. Easy Dental
automatically advances through the boxes depending on your path settings. (Depending on the
Calculation Option selected in the Setup screen, this option may be grayed out. See Setting the
Calculation Options in this chapter for more information.)
• B (Bleeding) – Clicking the “B” oval indicates a bleeding point on the tooth. A red oval that
corresponds to the selected tooth and site appears on the Data Chart. (Pressing the “B” key on the
keyboard at the appropriate point in the path will accomplish the same task.)
• S (Suppuration) – Clicking the “S” oval indicates an infection point on the tooth. A yellow oval
that corresponds to the selected tooth and site appears on the Data Chart. (Pressing the “S” key
on the keyboard at the appropriate point in the path will accomplish the same task.) To add both
suppuration and bleeding to the same tooth, hold down the Ctrl key and press “B.” Both suppuration
and bleeding symbols will be added to the selected tooth.
• Gingival Margin – Allows the entry of gingival margin measurements. Easy Dental automatically
advances through the boxes depending on your path settings. (Depending on the Calculation Option
selected in the Setup screen, this option may be grayed out. See Setting the Calculation Options in this
chapter for more information.)
• Clinical Attachment Level – These boxes allow entry of the CAL. Easy Dental automatically
advances through the boxes depending on your path settings. (Depending on the Calculation Option
selected in the Setup screen, this option may be grayed out. See Setting the Calculation Options in this
chapter for more information.)
• MGJ – Allows the entry of the mucogingival junction measurements. Easy Dental automatically
advances through the boxes depending on your path settings.
• 1- – There are occasions when a measurement is greater than nine millimeters. This button is used
for these higher numbers. As an example, if the pocket depth was 12 millimeters, it would be entered
by clicking the “1-” button followed by the “2” button. Measurements greater than nine millimeters
appear as “>” on the Data Chart.
• + – There are times the gingival margin is above the MGJ. In these cases, the measurement should be
entered as a positive number. This can be entered in the chart by selecting this button followed by the
appropriate number. This button only works when entering a GM measurement. To show that the
GM is a positive number, the number appears on the Data Chart as a white number in a black square.
Entering Perio Data Using the Keyboard
Below is a list of keyboard commands that can be used if you prefer keyboard entry over the mouse or light pen.
• Numeric Key Pad – Works the same as the number buttons on the entry display screen.
• Number Keys – Work the same as the number buttons on the data entry display screen.
• Page Up – Works the same as the Prev button on the display screen.
• Page Down – Works the same as the Next button on the display screen.
• Home – Works the same as the Home button on the display screen.
• Del – Clears all entries in the current selection. Works the same as the Clear button on the display screen
• Arrow Keys – Works the same as the arrow buttons in the Data Entry controls.
• Asterisk (*) – Works the same as the Facial/Lingual button on the display screen. It toggles between the
two surfaces of the selected tooth.
• Enter – Advances the selection through the current path and script settings.
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Saving an Exam
Easy Dental allows you to save new data to previously saved exams; or if the patient does not have any saved
exams, you can save the data for the current exam only.
To save an exam
1. From the Perio Chart toolbar, click Save Exam.
The Perio Chart dialog box with the following options appears.
2. Do one of the following:
• For patients with previous perio exam information, select All Entries? to save all displayed exam
information.
• To save the information from the current perio exam only, select Today’s Entries Only.
If you enter new data on a previously saved exam and attempt to close Perio Chart or open another exam,
the following Perio Chart dialog box appears.
3. For patients with previous perio exam information, select one of the following:
•
Save All Entries? to save all displayed exam information.
•
Save Today’s Entries Only to save only information entered today.
•
Do Not Save if you do not want to save the exam.
4.Click OK to save the exam information.
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Comparing Exams
To help educate your patients regarding periodontal disease progression, Easy Dental allows you to compare
up to four previous perio exams with the current exam.
To compare exams
1. From the Perio Chart toolbar, click Options, and then from the menu, click Exam Comparison.
The Perio Comparative Selections dialog box appears.
2.Under Compare, select the type of comparison that you want.
• Probing Depths to review a comparison of probing depth measurements.
• Gingival Margin to review a comparison of gingival margin measurements.
• Clinical Attachment Level to review a comparison of clinical attachment levels.
• Mobility to review a comparison of mobility measurements.
• Furcation Involvement to review a comparison of furcation grades.
3.Under Select Comparison Exam, select the exam that you want to compare the current exam to.
Note: All previous exams appear in the list. You can select up to four exams to compare.
4.Click OK to activate your choices.
A comparison chart appears with a legend to explain the symbols.
Printing Perio Reports
The Easy Dental Perio Chart allows you to print a variety of different charts and letters to document
periodontal exam information.
To print a perio report
1. From the Perio Chart toolbar, click Open Exam.
The Perio Chart Open dialog box appears.
2. Select the exam that you want to print, and then click OK.
Easy Dental displays the selected exam information.
3. From the Perio Chart toolbar, click Print Perio Reports.
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The Perio Print Selections dialog box appears.
4. Select any of the following reports that you want to print:
• Insurance Consultant Letter – Prints a letter that can be sent as documentation of Perio disease
diagnosis to an insurance carrier.
• Patient File – Prints a document that can be placed in the patient’s chart that documents the perio
diagnosis for the selected exam.
• Patient Initial – Prints a letter that can be sent to the patient to remind them of perio diagnosis and
to suggest home care aids.
• Patient Progress – Prints a follow-up letter that can be sent to the patient to update them on their
perio status.
• Patient Completion – Prints a congratulatory letter that can be sent to a patient on the completion
of their perio treatment. The letter contains several helpful reminders to aid the patient in
maintaining their perio health.
• Referring Dentist Initial – Prints a letter that can be sent as documentation of Perio disease
diagnosis to the referring dentist.
• Referring Dentist Progress – Prints a letter that contains updated diagnostic information for the
referring dentist.
• Referring Dentist Completion – Prints a letter that contains final diagnostic information and
explains that the patient should be returning to the referring dentist for general dental care.
Note: All letters require the installation of Microsoft Word on the station from which they are printed.
• Data Chart – Prints the Data Chart.
• Pocket Depths Only – Prints the Data Chart, but only includes Pocket Depths.
• Exam Comparison – Prints the Exam Comparison Chart. This option is only available when you are
viewing an exam comparison.
5.Click Print to print your selections.
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Chapter 7: Treatment Plans
The Treatment Plans module allows you to record work for patients that needs to be completed. Once you
have entered a treatment plan, the treatment may be ordered and a copy of the plan (including pricing and
insurance estimates) may be given to the patient. Finally, the Treatment Plans module allows you to create and
manage insurance pre-treatment estimates.
This chapter covers the following topics:
• The Treatment Plans Window
• Entering a Treatment Plan
• Attaching Diagnostic Codes
• Managing Pre-Treatment Estimates
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The Treatment Plans Window
Using the Treatment Plans module, you can post, edit, and delete treatment-planned procedures. The
Treatment Plans module has a toolbar, transaction log, and treatment plan total.
In the Treatment Plan module, the Ins column of the Transaction Log shows the following:
• 1** for treatments requiring pre-authorization for primary insurance.
• **2 for treatments requiring pre-authorization for secondary insurance.
• 1*2 for treatments that need pre-authorization for both insurances.
• If pre-authorization is not required, the column will show “No” for recommended treatments that are not
attached to a pre-treatment estimate claim, and the column will be blank for those treatments that are
attached to a pre-treatment estimate claim.
Note: Procedures must have the Pre-Est box checked in the Coverage Table for these conditions to apply.
If a pre-treatment estimate claim is deleted, the insurance column for all treatments that were on that claim
will show the appropriate 1**, **2, or 1*2. When pre-authorization is received, the insurance column will
show “Acc” for accepted or “Rej” for rejected for each applicable procedure. A pre-treatment estimate claim is
listed from the Treatment Plan option until it is deleted.
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The Treatment Plans Toolbar
Button Name
Function
Select Patient
Lets you select a patient.
Enter Procedure
Set Procedures Complete
Lets you enter procedure codes and post the treatment plan
to the transaction log.
Click to set procedures in the transaction log to complete.
Show Transaction Links
Shows which transactions are related to one another.
Dental Diagnostics - Attach to
Procedures
Patient Diagnoses
Lets you select diagnostic codes and attach them to
procedures.
Lets you add, view invalidated, and print patient diagnostic
codes and medical alerts.
Lets you enter primary and secondary pre-treatment
insurance estimates for treatment plans.
Lets you merge data from the Easy Dental database with
Microsoft Word templates to create letters for patients.
Lets you create custom labels.
Create Insurance Estimate
Quick Letters
Quick Labels
Send Message
Refresh
Lets you send e-mail messages. You must install a MAPIcompliant electronic messaging system to use this feature.
Click to display a patient’s treatment plan and calculate
total charge and patient and insurance portions.
Click if you have digital imaging installed and want to send
an image with a claim electronically.
Click to refresh lists sent to the Batch Processor.
Easy Web
Displays the Easy Web toolbar.
easylink
Click to link Easy Dental with digital X-ray and imaging
systems.
Lets you open the Help menu from which you can open
the Easy Dental Help system. You can also check for,
install, and learn about available updates and connect to the
Resource Center.
Estimator
Digital Imaging
Help
Entering a Treatment Plan
You can enter treatment for patients using the Treatment Plans module.
To enter a treatment plan
1. From the Treatment Plans toolbar, click Select Patient and select a patient.
2. From the Treatment Plans toolbar, click Enter Procedure.
The Enter Procedure(s) dialog box appears.
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3. In the Procedure Code field, enter the procedure code you want to add to the treatment plan. Otherwise,
do one of the following:
• Click the Procedure search button.
The Procedure Codes dialog box appears.
• Select a category from the Category list.
• Select the appropriate code from the Procedure Code List, and then click OK.
• Double-click an explosion code from the Explosion Codes list.
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• If necessary, you will need to enter additional information such as tooth numbers or surfaces.
4. If necessary, change the amount or provider for the procedure.
5.Click Add to add the procedures to the Procedure List.
6.Click OK/Post to save the procedures to the Treatment Plan.
Attaching Diagnostic Codes
You can attach dental diagnostic codes to treatment-planned procedures so the codes are automatically applied
when a treatment plan is recorded.
Note: Dental diagnostic codes must first be set up. For more information, see “Setting up Dental Diagnostic
Codes” in Chapter 2.
To attach diagnostic codes to treatment-planned procedures
1. In the Treatment Plans module, select the procedure that you want to attach diagnostic codes to.
2. From the Treatment Plans toolbar, click Dental Diagnostics - Attach to Procedure(s).
The Select Diagnostic Code(s) dialog box appears.
3.Under Included Diagnostic Codes, select the appropriate category from the list.
4. Select the code or codes that you want to use and click Add.
The code or codes move to the Selected Diagnostic Codes list.
5.Click OK.
Managing Pre-Treatment Estimates
This section covers the following topics:
• Creating Pre-Treatment Estimates
• Entering Insurance Estimates
• Showing Transactions Links
• Setting Procedures Complete
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Creating Pre-Treatment Estimates
Easy Dental allows you to create pre-treatment estimates for single or multiple procedures.
To create a pre-treatment estimate
1. From the Treatment Plans transaction log, select a procedure.
2. From the Treatment Plans toolbar, click Create Insurance Estimate.
The Primary Pretreatment Estimate window appears.
3. From the Primary Pretreatment Estimate toolbar, click Print.
The Pre-Estimate dialog box appears.
4.Click Send to batch, Send Electronically, or Print as appropriate.
Entering Insurance Estimates
The Treatment Plans module lets you enter primary and secondary pre-treatment insurance estimates for
treatment plans.
To enter a primary pre-treatment insurance estimates
1. From the Treatment Plan transaction log, double-click the pre-treatment estimate to display the Primary
Pre-Treatment Estimate Information window.
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2. From the Primary Pretreatment Estimate toolbar, click Enter Estimate, and then from the menu, select
Itemize by Procedure or Total Estimate Only.
• If you select Total Estimate Only, the Total Insurance Pre-Estimate dialog box appears. Skip to Step
3.
• If you select Itemize by Procedure, the Pre-Treatment Estimate Update dialog box appears.
Note: If pre-treatment estimates are not itemized by procedure, the procedures are not flagged as
accepted or rejected. And when the insurance pays for the procedures, the itemized amount is not
able to default to the itemized amount.
• Under Procedure Status, select Accepted or Rejected.
• In the Estimate Amount field, enter the estimated amount.
• Under Update Payment Table, click Yes to update the payment table according to the payment
entered. All future estimates for this code with this carrier will be based on the amount entered.
• Repeat for each.
• Click OK.
The Total Insurance Pre-Estimate dialog box appears.
3. Type the Pre-Auth Number that will follow each procedure when it is completed and the insurance claim
is created.
4. Type the estimate amount in the Total Estimate field and click OK/Post.
5. From the Primary Pretreatment Estimate toolbar, click Exit.
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To enter a secondary pre-treatment insurance estimate
1. From the Treatment Plan transaction log, double-click the pre-treatment estimate to display the Primary
Pre-Treatment Estimate Information window.
2. From the Primary Pretreatment Estimate toolbar, click View Secondary.
The Secondary Pretreatment Estimate window appears, and Easy Dental adds a secondary pretreatment
insurance estimate to the Treatment Plans transaction log.
3. From the Secondary Pretreatment Estimate toolbar, click Exit.
The Pre-Estimate dialog box appears.
4. Select one of the following options:
•
Send to batch – Sends the secondary claim to the Batch Processor.
•
Send Electronically – Sends the secondary claim via e-mail.
•
Print – Sends the secondary claim to a printer.
•
Exit – Closes the Secondary Pretreatment Estimate window.
Showing Transactions Links
Transaction links allow you to quickly see related transactions listed in the transaction log of the Treatment
Plans module. For example, you may want to see all procedures linked to an insurance claim or vice-versa.
To show transaction links
Select the transaction that you want to find links for, and then from the Treatment Plans toolbar, click Show
Transactions Links.
All transactions linked to the selected transaction are now selected.
Tip: Click any transaction to remove the selection.
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Setting Procedures Complete
After creating pre-treatment estimates, you can set the treatment-planned procedures to complete.
To set a treatment-planned procedure complete
1. From the Treatment Plan transaction log, select the treatment plan procedure that you want to set to
complete.
2. From the Treatment Plans toolbar, click Set Procedures Complete.
The procedure’s status in the Chart changes from TP (treatment plan) to C (complete), and the procedure
is added to the patient’s account in the Accounts module. The procedure is no longer listed in the
Treatment Plan module.
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Chapter 8: Accounts
The Accounts module is used to manage patient accounts. From the Accounts module, you can add and
edit payments, adjustments, and procedures; process insurance claims; calculate finance charges; and create
payment plans.
This chapter covers the following topics:
• The Accounts Module Window
• Posting Procedures
• Entering Payments
• Entering Adjustments
• Entering Finance or Late Charges
• Entering Taxes and Discounts
• Editing Transactions
• Invalidating History Transactions
• Processing Insurance Claims
• Printing Accounts Reports
• Searching for Payments
• Easy Checkout
• Entering Batch Payments
• Setting up Payment Plans
• Entering Account Notes
• Performing Month End
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The Accounts Module Window
The Accounts module is divided into the following three major areas:
• Toolbar
• Transaction Log
• Account Detail Information
The Accounts Toolbar
The Accounts module includes a toolbar to provide easy access to the Accounts module’s tools.
Button Name
Select Patient
Batch Payments
Search Payments
View Family Transactions
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Function
Lets you select the patient whose billing information you want to
work with.
Opens the batch payments menu from which you can enter a stack
or collection of payments quickly and easily.
Lets you search for payments by check or bank number, amount,
payment date, payment type, account, or insurance carrier name.
Click to list all transactions for a family in the transaction log.
Button Name
Chapter 8: Accounts
Function
Include History
Transactions
Show Transaction Links
Shows transactions that have been moved to history in the
transaction log.
Shows what transactions are related to one another.
View Account Detail
Enter Payment
Click to expand the account details area of the Accounts module
window.
Allows you to enter a guarantor’s payment.
Enter Adjustment
Allows you to adjust an account’s balance.
Enter Tax/Discount
Use this option to add a tax or discount to an account.
Enter Finance Charge/Late
Charge
Enter Procedure
Lets you apply finance and/or late charges to an account.
Dental Diagnostics–Attach
to Procedure(s)
Patient Diagnoses
Lets you attach diagnostic codes to selected procedures.
Create Insurance Claim
Easy Checkout
Quick Letters
Quick Labels
Send Message
Account Notes
Billing/Payment Plan
Future Due Payment Plan
History Viewer
Month End
Print
Setup
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Allows you to post a procedure for the patient.
Lets you post a condition, such as an abnormal tooth eruption, to
the Chart.
Lets you create insurance or pre-treatment estimate claims.
Allows you to post a payment, create a claim, and print a walkout
according to selected options.
Lets you combine data from your Easy Dental database with the
word processing abilities of Microsoft Word to help you quickly
create letters.
Allows you to quickly print a variety of labels for the selected
patient.
Lets you send an e-mail message. You must install a MAPIcompliant electronic messaging system to use this feature.
Allows you to enter notes specific to a family’s account and
financial standing with your practice.
Opens the family’s billing and payment plan information.
Lets you create a payment plan for an individual patient to charge
accounts monthly for work in progress, such as orthodontics.
Click to view patient files from an earlier version of Easy Dental or
another practice management program. The file is available to view
only if the Henry Schein conversion team creates it for you.
Allows you to close out your books quickly and easily each month.
Opens the print menu from which you can print walkout and
billing statements and family account and patient history reports.
Opens the setup menu from which you can customize the
Accounts module to meet the needs of your practice.
Lets you flag certain conditions that you can attach to your
patients.
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Button Name
Function
Refresh
Lets you update information in the Accounts module.
Easy Web
Lets you open the WebSync Wizard from which you can set up
WebSync’s options and features. WebSync lets you synchronize
Easy Dental information with eCentral.
Lets you link Easy Dental with digital X-ray and imaging systems.
easylink
Help
Lets you open the Help menu from which you can open Easy
Dental Help. You can also check for, install, and learn about
available updates and connect to the Resource Center.
Transaction Log
The Transaction Log is also referred to as the Accounts list. The Transaction Log lists the following items:
• Transaction date
• Patient or guarantor name
• Tooth number or letter when applicable
• Procedure code or transaction type
• A double arrow (>>) indicates if a note is attached to a procedure.
• Transaction description
• Transaction amount
• The provider of each transaction
• Insurance status (whether or not an insurance claim has been created)
• Account or Patient running balance (when selected)
• Any transactions that have been placed in History will have an “x” before the description.
• A procedure in history that has been invalidated will have a “+” before the description.
Procedures that have been back dated into a previous month (if the month has been closed out) will have a
caret (^) before the description until the current month is closed.
The insurance status column will either have no entry or will have the word “No” listed. If the column
is empty, an insurance claim has been filed for the procedure. If the column reads “No,” an insurance
claim should be created. If this column has an “x” it means that the procedure is selected “Do Not Bill to
Insurance.”
Account Detail Information
Clicking View Account Detail from the Accounts toolbar expands the Account Detail Information area of the
Accounts module. Once you click View Account Detail, it remains selected for all patients until you click the
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button again.
The following information appears:
•
Billing Type – The billing type assigned to the account.
•
Last Acct. Payment – The guarantor’s last payment amount and date.
•
Last Ins. Payment – The last insurance payment amount and date.
•
Last Statement Date – The date you sent the last statement.
•
Outstanding Billed to Insurance – The total amount billed to insurance that is still outstanding.
•
Expected from Insurance – The amount expected from insurance.
•
Account Portion of Total Balance – The estimated account portion of the balance.
•
Today’s Charges – Any charges for procedures performed on the current date.
•
Est. Insurance Portion – Estimated insurance portion for today.
•
Est. Patient Portion – Estimated patient portion for the current date.
•
Payment Plan Summary – Information including the following:
•
•
Monthly Payment – The amount of the monthly payment.
•
Amount Past Due – The amount past due.
•
Payment Due – The amount of that is currently due.
•
Due Date – The date the payment is due.
Future Due Payment Plan Summary – Information including the following:
•
Original Bal. – The original account balance.
•
Remain Bal. – The remaining account balance.
•
Payment – Amount of the payment.
•
Due Date – The date payment is due.
Posting Procedures
Most of the time, you post procedures in the Chart module, and then once you complete an appointment,
Easy Dental posts the procedures in the Accounts module. However, every now and then, you may need to
post a procedure directly in the Accounts module. Easy Dental links all charges to specific ADA procedure
codes.
To post a procedure
1. From the Accounts toolbar, click Select Patient, and from the Select Patient dialog box, select the patient
that you want to post a procedure for.
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2. From the Accounts toolbar, click Enter Procedure.
The Enter Procedure(s) dialog box appears.
3. Click the Procedure search button.
The Procedure Codes dialog box appears.
4. Select a category and a procedure code from their respective lists, and then click OK.
The procedure description and amount appear in their respective fields.
5. If necessary, do the following:
• Type the appropriate tooth number.
• Click the Surfaces search button.
The Surface Selection dialog box appears.
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• Select the appropriate surfaces.
• Click Add and then OK.
6.Click Add to add this procedure to the Procedure List.
7. If necessary, do one or more of the following:
• To change providers, click the Provider search button.
• Select Treatment Plan or Completed under Status.
• Select Do Not Bill to Insurance
• Select Require Start/Completion Date
• Select Override Proc Flags
8.Click OK/Post.
Easy Dental saves all of the procedures in the Procedure List to the Transaction Log.
Entering Payments
Easy Dental considers payments received from patients and non-insurance sources as patient payments. You
can attach payments to an account’s head-of-household or to an individual patient on an account. You may
enter payments and insurance payments in batches or for individual families or patients.
To enter a payment
1. From the Accounts toolbar, click Select Patient, and from the Select Patient dialog box, select the patient
that you want to post a payment for.
2. From the Accounts toolbar, click Enter Payment.
The Enter Payment dialog box appears.
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3. Do the following:
• Date – Type a new date to change the procedure date from the current date.
• Amount – Type the dollar amount of the payment.
Note: You can enter whole numbers without using a decimal point. For example, you can enter
“$36.00” as “36.” Easy Dental will format the amount correctly. The field accepts up to 10 characters.
•
•
Check # – Type the check number (up to 20 characters).
Bank/Branch # – Type the bank and/or branch number.
Note: The information you enter here appears on all Deposit Slips.
• Type – Select the appropriate type from the list.
4. To change the provider you want to apply the payment to, click the Provider search button.
a. Select the appropriate provider from the Select Provider dialog box.
b.Click OK.
5. To split the payment with another provider, click Split Payment.
Note: If you select one or more providers, the split payment only applies to the selected providers.
The Split Payment dialog box appears.
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6.Click Add Provider.
a. From the Select Provider dialog box, select the provider you want to split the payment with.
b.Click OK.
7. Click one of the following buttons, and then click OK/Post:
•
Manual – Lets you pay a specific portion of the payment to a specific provider.
•
% – Divides the payment among the providers according to the provider’s percentage of the total
amount owed.
• FIFO (First In First Out) – Directs the payment toward the oldest completed procedures first. (Easy
Dental applies adjustments, finance charges, and late charges first regardless of date.)
•
Acct Est – Applies the payment to the provider who has a balance as an account portion (This option
ignores balances for providers which Easy Dental estimates insurance will pay remaining balance).
•
= – Splits the payment amount equally between providers with a balance.
8. From the Patient list, do one of the following:
• Select Family to apply the payment to the head-of-household.
• Select a specific patient to apply the payment to the patient.
9. If the payment requires clarification, type a note.
10.Click OK to post the payment.
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Entering Adjustments
Adjustments allow you to adjust an account to a higher or lower balance. You can enter adjustments on an
account to correct errors or to offer discounts.
To enter an adjustment
1. From the Accounts toolbar, click Select Patient, and from the Select Patient dialog box, select the patient
that you want to enter an adjustment for.
2. From the Accounts toolbar, click Enter Adjustment.
The Enter Adjustment dialog box appears.
3. Select the type of adjustment that you want to make from the Type list.
4. Type the amount that you want to add to or subtract from the account balance according to the
adjustment type that you selected.
5. To attach the adjustment to a provider other than the guarantor’s primary provider, click the Provider
search button, and select the appropriate provider from the Select Provider dialog box.
6. From the Patient list, do one of the following:
• To post the adjustment to the head-of-household’s account, select Family.
• To post the adjustment to someone other than the guarantor, select the patient’s name.
7. Type a note explaining the reason for the adjustment.
8.Click OK to post the adjustment.
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Entering Finance or Late Charges
Easy Dental lets you post finance charges to payment plan accounts and late charges to delinquent accounts.
Easy Dental always applies finance and late charges to the family’s account balance and shows them on the
guarantor’s account.
1. From the Accounts toolbar, click Select Patient, and from the Select Patient dialog box, select the patient
that you want to apply a finance or late charge to.
2. From the Accounts toolbar, click Enter Finance Charge/Late Charge.
The Enter Finance Charge or Late Charge dialog box appears.
2. Select one of the following:
•
Finance Charge
•
Late Charge
3. Type the Amount of the charge.
4. To select a provider other than the guarantor’s primary provider, click the Provider search button, and
select the appropriate provider from the Select Provider dialog box.
5. In the Note field, type any necessary explanation for the charge.
6.Click OK to post the charge.
Entering Taxes and Discounts
Once you set up tax and discount types, you can post them to a patient or a family. Easy Dental calculates and
applies them on the current day’s charges or a specified procedure date.
Note: If you calculate the tax or discount for all family members, Easy Dental displays it in the head-ofhousehold’s account. If you calculate the tax or discount for the current patient, Easy Dental displays it in
that patient’s Accounts module. Once you apply a tax or discount type, you can delete or edit it like any other
transaction.
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To enter a tax or discount
1. From the Accounts toolbar, click Select Patient, and from the Select Patient dialog box, select the patient
that you want to apply a tax or discount to.
2. From the Accounts toolbar, click Enter Tax/Discount.
The Enter Tax/Discount dialog box appears.
3. To change the procedure date from the default current date, type the appropriate date.
If no procedures posted on the date selected, an error message appears, and you cannot apply a tax or
discount.
4.Under Tax/Discount Type, select the type that you want to apply.
5.Under Calculate for, select one of the following:
• Current Patient
• All Family Members
• Selected Procedures
6. If necessary, click the Provider search button to change the provider to attach the tax or discount type to.
7. In the Note field, type a note to clarify the tax or discount type for this patient or family.
8.Click OK to apply the tax or discount type.
The tax or discount type appears as a separate line in the Accounts module.
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Editing Transactions
You can edit or delete any current transaction in the Accounts module. A current transaction is one that
you have posted since the last closed out month. Also, you cannot edit or delete procedures attached to an
insurance claim until after you delete the corresponding claim.
To edit a transaction
1. From the Accounts toolbar, click Select Patient, and from the Select Patient dialog box, select the patient
whose transaction you want to edit.
2. From the Transaction Log, double-click a transaction.
The Edit or Delete Procedure dialog box appears.
3. Make any necessary changes to the transaction, or do one of the following:
• Click Delete to delete the procedure from the Transaction Log.
• Click Cancel to return to the Accounts module without making any changes.
4.Click OK to accept the changes you made.
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Invalidating History Transactions
History transactions cannot be edited or deleted. Instead, you can invalidate the procedure and enter an
adjustment with an explanatory note.
Easy Dental saves your office from repetitive data entry by posting procedures to both the Accounts module
and the Chart; however, a different standard regarding record keeping exists for each module. The Accounts
module serves as a financial record and follows Generally Accepted Accounting Principals (GAAP), which
require that you correct an erroneous entry by posting an adjustment. In contrast, the Chart serves as a clinical
record of patient care and needs to be completely accurate in regards to treatment.
To solve this discrepancy between the Accounts module and the Chart, you can invalidate procedures in
history. Invalidating a procedure removes it from the Chart, while leaving it in the Accounts module.
To invalidate a history transaction
1. From the Accounts toolbar, click Select Patient, and from the Select Patient dialog box, select the patient
whose transaction you want to invalidate.
2. From the Accounts toolbar, click Include History Transactions, and then double-click the history
procedure that you want to invalidate.
The Validate/Invalidate Procedure in History dialog box appears.
2.Select Invalidate Procedure.
Easy Dental places a plus sign (+) in the line in the Transaction Log’s history to denote that you
invalidated the procedure.
3.Click OK.
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4. Enter a credit adjustment to credit the account for the amount of the procedure.
To learn more, see “Entering Adjustments” on page 166.
5. Re-add the correct procedure if necessary, changing the date to the original date.
Processing Insurance Claims
You should create an insurance claim each time an insured patient receives treatment. You can create a pretreatment estimate claim any time a carrier requires pre-authorization or when an insured patient requests a
pre-determination of benefits for recommended treatment.
An insurance claim or a pre-treatment estimate claim will have Not Sent, Sent, or Received as part of its
description in the Transaction Log or when you print it. Easy Dental considers a claim Not Sent until you
send it to the Batch Processor or print it. A claim is Received when a you record payment or pre-authorization
for it. The Ins column of the Transaction Log shows “No” for procedures that are not attached to an insurance
claim, and the column is blank for procedures that are attached to an insurance claim. If a procedure is
marked “Do Not Bill to Insurance,” an “X” appears in this column.
This section covers the following topics:
• Creating Primary Claims
• Changing Claim Information
• Editing Claims
• Entering Insurance Claims
• Posting Partial Insurance Payments
• Creating Secondary Claims
• Deleting Insurance Payments
• Indicating Benefits Used and Deductibles Met
Creating Primary Claims
Create an insurance claim each time an insured patient receives treatment. You can create a claim immediately
after a patient checks out, or you can create a batch of insurance claims at the end of the day.
Note: If you have not yet posted procedures to the account, you must post them before creating the claim. See
“Posting Procedures” on page 161 for more information.
To create a primary claim
1. From the Accounts toolbar, click Select Patient, and from the Select Patient dialog box, select the patient
you want to create a claim for.
2. To create a claim for all procedures for the selected patient with the current date, from the Accounts
toolbar, click Create Insurance Claim.
The Primary Dental Insurance Claim window appears.
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3. From the Primary Dental Insurance Claim window toolbar, click Print.
The Insurance Claim dialog box appears.
4. Do the following:
• If the claim has an attachment, select Attachment(s).
• To send the claim to the Batch Processor, click Send to Batch.
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• To send the claim electronically using eTrans, click Send Electronically.
• To send the claim to the printer, click Print.
Changing Claim Information
When you create an insurance claim, Easy Dental uses a standard set of information to fill out the claim.
If you need to add non-standard information to a claim, you can edit the claim from the Primary Dental
Insurance Claim window, which you can open from the Accounts module.
To open the Insurance Claim window, double-click an insurance claim from the Accounts module.
The Primary Dental Insurance Claim window consists of the following sections, called blocks: Subscriber
Information, Billing Provider, Rendering Provider, Pay-To Provider, Claim Information, Diagnostic Codes,
Procedure Information, Payment Information, Claim Status Information, Insurance Plan Notes, and Remarks
for Unusual Services.
To edit a claim’s information, double-click the appropriate information block and change the information as
necessary. An explanation of each block follows.
Subscriber Information
The Subscriber Information block located at the top of the Insurance Claim window, displays the patient
name, subscriber name, employer, insurance carrier name, and the group plan name. The block also shows
if there is secondary insurance and if the “Release of Information” and/or “Assignment of Benefits” boxes are
selected.
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To edit subscriber insurance information
1. Double-click the Subscriber Information block.
The Patient/Insurance Information dialog box appears.
2. You may change the subscriber’s insurance identification number (usually the Social Security number)
that will print on the claim and select the option for Release of Information or Assignment of Benefits
which indicates whether “Signature on File” is to print on the claim to authorize release of information
and to authorize payment directly to the provider.
Note: Any changes to these fields will only affect the current claim. Changes will not cause the patient’s
insurance coverage information in the Patients window to change.
3. Edit deductibles applied and benefits received for both individual and family. Click the Previous Year’s
tab to enter benefit and deductible information for the previous year.
4.Click OK.
Note: If you entered the secondary insurance information after you created the primary claim, the bottom
left corner of this information window will show an Update Secondary Insurance check box. In this case
you cannot create a secondary claim until you select this check box.
Provider Information
There are three Provider Information blocks: Billing Provider, Rendering Provider, and Pay-To Provider. The
default providers in each claim are determined by the Practice Default settings. See Setting up practice resources
in the Easy Dental Help for more information.)
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To change a provider for the claim
1. Double-click the desired provider block (Billing, Rendering, or Pay-To).
The Select Provider dialog box appears.
2. From the list, select the appropriate provider.
3.Click OK.
Claim Information
The Claim Information block displays information that is specific to a patient and an insurance claim; items
numbered 27 through 35 on a standard ADA insurance claim form. The standard information prints on the
claim unless it has been edited.
To change claim information
1. Double-click the Claim Information block.
The Insurance Claim Information dialog box appears.
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2. Make changes to any of the information displayed in the Insurance Claim Information dialog box,
including:
•
•
•
•
•
Place of Treatment
Attachments
Prosthesis
Disabled Option
Occupational Illness
•
•
•
•
•
Orthodontic Treatment
Student Status
First Visit Date Current Series
Pre-Authorization Number
Accident Information
Note: Pre-authorization numbers print on most claim forms. If there is more than one number for the
procedures on the claim, Easy Dental creates a claim for each set of procedures with a different preauthorization number. If the patient is a student, the school name and city print on the insurance claim also.
3.Click OK.
Note: When claim information is entered or cleared from the Claim window, the changes apply only to
the claim currently displayed in the Claim window and the associated primary or secondary claim.
Including Attachments with Claims
In some cases, you may need to send attachments, such as letters or X-rays, to an insurance carrier with an
insurance claim. Easy Dental lets you attach documents and images to claims and pre-authorizations that you
send electronically. You can import these attachments from the Documents module, Perio Chart, Easy Image,
or a text file.
To include an attachment with a claim
1. From the Transaction Log, double-click the claim or pre-authorization (primary or secondary) that you
want to include attachments with.
2. Double-click the Claim Information block.
The Insurance Claim Information dialog box appears.
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3.Under Attachments, select the number of radiographs, oral images, models, or other attachments that
you are enclosing, and then click Include Attachments.
The Include Attachment(s) dialog box appears.
4. Do the following:
• Documents – Click to select an attachment that is assigned to the patient in the Documents module.
• Import File – Click to attach a .txt or .rtf file to the claim. For organizational purposes, create a
subdirectory named Attachments under your standard Doc folder to store attachments in.
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Note: Since .doc files may not be readable by most insurance companies, only files saved in .txt and
.rtf format can be sent electronically with the claim. You can easily convert a doc file in Microsoft
Word. Open the document in Word and click File > Save As. Change the File Type to .txt or .rtf and
click Save.
• Import Perio Chart – Click to attach a patient’s periodontal exam to the claim. The Select Perio
Exams dialog box appears, listing all periodontal exams saved for the patient.
• Easy Image – Click if you have Easy Image installed and want to include a captured image.
• Non-Electronic – Click if you want to send an attachment that is not an electronic format by mail.
The Attachment Information dialog box appears. Type a note in the Attachment Note field, select
the Attachment Type, Transmission Code, and type the Control Number for reference.
5. To include a note of up to 255 characters with an attachment, select the attachment and click
Attachment Information.
6. To remove an attachment from a claim, select the attachment and click Remove Attachment.
A message appears.
7.Click Yes to remove the attachment.
Procedure Information
The Procedure Information block lists all of the procedures attached to the claim, showing the tooth, surface,
description, date, procedure code, fee, and insurance paid amount.
• The date column shows the date of completion for insurance claims and the treatment-planned date for
pre-treatment estimate claims.
• The last column shows the amount that the insurance paid or pre-authorized for a received claim.
• The scroll bar to the right of the block can be used to view procedures not shown when there are more
than six procedures listed.
When you double-click a procedure in the Procedures Information block, the Insurance Coverage Update or
Pre-Treatment Estimate Update dialog box appears. You can edit the itemized payment or estimate for the
procedure.
Payment and Estimate Information
The Payment/Estimate Information block displays:
• The date you received the claim
• The check number (for payments) and the amount applied to the deductible
• The total of the itemized payments/estimates
• The total charges for procedures on the claim
• The estimated insurance portion
• The total payment or authorized amount
When you double-click an entry in the Payment/Estimate Information block the Total Insurance Payment
or the Total Insurance Pre-Estimate dialog box appears which allows you to edit payment or estimate
information.
Insurance Claim Status
The Insurance Claim Status block displays the date you created the claim, the date you sent the claim, the
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date you sent a tracer, the date you placed the claim on hold, and the date you re-sent the claim. When you
create the claim, the create date defaults to the current system date. When you send the claim, Easy Dental
automatically flags the status as Sent, and the sent date defaults to the current system date. When you receive
the claim, Easy Dental automatically flags the status as Received, and the date defaults to the date for the
payment or estimate. When you double-click the Insurance Claim Status block, the Insurance Claim Status
dialog box appears.
You can change the claim status and the date for each status manually from the Insurance Claim Status
dialog box. When Easy Dental lists the claim in the Accounts module, the status of Not Sent, or Sent and the
associated date will be displayed according to what you select here. The status and date for Received depends
on the information entered for the total payment or estimate.
Note: Use this box to track contact with insurance companies regarding unpaid claims. If you re-send a claim
or send a tracer, select those boxes. When you print the Insurance Aging report, those dates will print helping
you when you make your collection calls.
Insurance Plan Notes
The Insurance Plan Note block displays any notes that you entered for the insurance carrier from the Patients
module or from another Insurance Claim window for the same insurance carrier.
Note: Any note you enter here is for the insurance carrier and will be changed permanently for the insurance
carrier for all patients from all modules. This note will not print on the insurance claim.
To edit an insurance plan note
1. Double-click the Insurance Notes block.
The Insurance Plan Note dialog box appears.
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2. Do one of the following:
• Type additional notes
• Click Clear to clear the current notes.
3.Click OK.
Remarks for Unusual Services
The Remarks for Unusual Services block displays any narrative for the claim to document and/or explain
treatment. These remarks print on the claim.
Note: When submitting claims electronically, only the first 125 characters of the note are transmitted.
To include remarks for unusual services
1. From the Insurance Claim window toolbar, click Remarks or double-click the Remarks for Unusual
Services block.
The Remarks for Unusual Services dialog box appears.
2. Do the following:
• Click Insert Dateline to add a dateline to the note.
• Type any notes necessary to document and/or explain the patient’s treatment.
3.Click OK.
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Diagnosis
The Diagnosis block allows you to sort any attached diagnostic procedures for the claim. You may also select
the option to not print the diagnostic codes on the claim.
1. Double-click the Diagnosis block.
The Sort Dental Diagnostic Codes dialog box appears.
2. Select the code you want to move and then click Move Up or Move Down until the codes are in the
order that you want.
3. To prevent Easy Dental from printing the attached dental diagnostic codes on the insurance claim, select
Do Not Print Dental Diagnostic Codes on this Claim.
4.Click OK.
Editing Claims
When you create an insurance claim or a pre-treatment estimate, all of the insurance information for that
claim or estimate is gathered at that time. Consequently, if the patient’s insurance carrier, subscriber, or
employer changes, or if you add secondary insurance, claims created previous to them will not reflect these
changes. If you change only the name of the employer, insurance carrier, or group plan in the Patients window,
without selecting a different employer or insurance carrier, the change will be reflected for current claims.
To edit a claim
1. Double-click the claim you want to edit in the Transaction Log.
The Insurance Claim window appears.
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2. From the toolbar, click Delete.
Note: When Easy Dental deletes a claim, it first checks the Batch Processor for a copy of the claim, which
Easy Dental deletes too.
3. From the Patients module, update the insurance information as necessary.
Note: To learn more, refer to “Working with dental insurance” in the Easy Dental Help.
4. Re-create the insurance claim. See “Creating Primary Claims” on page 171.
Note: If you select an insurance claim or payment that you moved to history, the Insurance Claim
window still appears. You can print insurance claims in history and change any of the insurance claim
information, except the payment. However, you cannot delete them. Easy Dental moves an insurance
claim to history after you receive it and then perform the Month End update process.
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Entering Insurance Payments
When you enter insurance payments, Easy Dental lets you enter a total payment or itemize a payment by
procedure.
• Total – If you are not presented with an Explanation of Benefits (EOB) from the insurance carrier that
shows itemized payment amounts for each procedure, post a total payment.
• Itemized – Itemizing a payment allows you to enter a payment amount for each procedure attached to the
claim. This method is beneficial because you can track how much an insurance carrier pays for a specific
procedure. Being able to accurately estimate how much an insurance company will pay on a procedure is
extremely important when presenting recommended treatment with insurance estimates to a patient and
collecting payment after treatment.
To enter an insurance payment
1. From the Accounts toolbar, click Select Patient, and from the Select Patient dialog box, select the patient
you want to enter a payment for.
2. From the transaction log, double-click the insurance claim that you want to enter a payment for.
The Primary Insurance Claim dialog box appears.
3. From the toolbar, click Enter Payment and click one of the following:
• Itemize by Procedure – Go to step 4.
The Insurance Coverage Update dialog box appears.
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• Total Payment Only
The Total Insurance Payment dialog box appears. Go to step 5.
4. To itemize the payment by procedure, do the following:
• Amount Paid – Type the amount paid for the procedure.
• Update Payment Table – Select Yes if the amount paid is different than the estimated payment.
Important: When you itemize payments, update the payment table only when the payment amount
applies to all patients covered by that plan. For example, if the estimated insurance portion is different
from the payment amount because money is being withheld toward a deductible, do not update the
payment table. Similarly, if a patient exceeds his or her maximum benefits, or if payment is reduced
because a missing tooth clause or time limitations apply, do not update the payment table.
• Click OK.
Each procedure prompts you for an itemized payment, and the Total Insurance Payment dialog box
appears.
5. From the Total Insurance Payment dialog box, do the following:
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• Check # – Type the check number of the insurance payment.
This information appears on your deposit slips.
•
Deductible Applied For Claim – Type the amount that was applied to the patient’s deductible in the
appropriate fields according to the Explanation of Benefits (EOB).
6. If you did not itemize payments and need to change the Payment Total, under Provider Amounts, select
the provider from the list, and do the following:
• To split the payment with another provider, click Add. From the Provider Payment dialog box,
select the second provider, then type the amount paid, and click OK.
• To change the payment total, click Edit. From the Provider Payment dialog box, type the amount
paid, and click OK.
7. If you do not bill patients for the remaining balance after insurance, under Enter Adjustment, select
Write-Off, and then do one of the following:
• Select $ and type the amount of the adjustment in the Total Amount field. Click OK/Post.
• Select % and type the percentage of the adjustment. Click OK/Post.
The Enter Adjustment dialog box appears.
8. Select the type of adjustment from the list, and then click OK.
9. From the Total Insurance Payment dialog box, click OK/Post, and then from the Insurance Claim
window toolbar, click Exit.
If the patient has secondary coverage, Easy Dental prompts you to create a secondary claim.
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Posting Partial Insurance Payments
At times, an insurance carrier will send partial payment for an insurance claim while waiting for more
information on certain procedures. In this situation, you can post two separate payments to the claim.
To post multiple payments to one insurance claim
1. From the Accounts module, select a patient.
2. Double-click the claim that you want to post another insurance payment to.
The Insurance Claim window appears.
3. From the Insurance Claim toolbar, click Enter Payment, and then from the menu, click Enter Additional
Payment.
The Total Insurance Payment dialog box appears.
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4. Type the Date, Check #, and Bank/Branch # for the additional payment.
5.Under Provider Amounts do one of the following:
• Select the provider you want to credit the payment to from the list and click Edit.
The Provider Payment dialog box appears.
• Click Add if the provider is not listed.
The Provider Payment dialog box appears.
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• Click the Provider search button.
• Select the provider from the list.
6. Type the amount of the check in the Amount Paid field, and then click OK.
7.Click OK/Post to post the payment and return to the Insurance Claim Information window.
Note: Once you post a payment to a claim, Easy Dental labels the claim received and no longer considers
it in the pending insurance estimate for outstanding claims.
Creating Secondary Claims
You can create a secondary insurance claim any time after creating the primary claim. You do not need to
send or receive the primary claim before you create the secondary claim. When you receive a patient’s primary
claim, Easy Dental reminds you to create the secondary claim when the patient has secondary coverage if you
have not yet created the secondary claim.
To create a secondary claim
1. From the Accounts transaction log, double-click the primary claim you want to create a secondary claim for.
The Primary Insurance Claim window appears.
2. From the Primary Insurance Claim window toolbar, click Create Secondary.
Easy Dental creates the secondary claim, and the Secondary Insurance Claim window appears with the
secondary coverage the patient had at the time the primary claim was created.
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3. From the Secondary Insurance Claim window toolbar, click Print.
The Insurance Claim dialog box appears. You can print the claim now or send it to the Batch Processor
and either print it later with other documents or send it electronically.
4. Click one of the following:
•
Send to Batch – To send the claim to the Batch Processor.
•
Send Electronically – To send the claim electronically using eTrans.
•
Print – To send the claim directly to the printer.
5. From the toolbar, click Exit.
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Deleting Insurance Payments
If you made a mistake when posting an insurance payment, you can delete the payment so that you can reenter it correctly.
Note: If a claim has been paid and moved to history during month-end, the payment is also in history and
you cannot delete it.
To delete an insurance payment
1. With a patient selected, from the transaction log, double-click the insurance payment that you want to
delete.
The Insurance Claim window appears.
2. Double-click the payment.
The Total Insurance Payment dialog box appears.
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3.Under Provider Amounts, select the payment, and then click Delete.
A confirmation message appears.
4.Click OK to confirm the deletion.
5. From the Insurance Claim window toolbar, click Exit.
Indicating Benefits Used and Deductibles Met
Typically you will record when deductibles have been met when posting an insurance payment, and Easy
Dental automatically tracks benefits used and deductibles met for patients. However, you may have patients
who come to your practice mid-year. These patients may have met part or all of their deductibles for the year
or used part or all of their maximum benefits.
To learn more, see “Subscriber Information” on page 173.
Printing Accounts Reports
You can print a walkout statement, single billing statement, family accounts, or patient history for the current
family directly from the Accounts module. You can print all Accounts module reports by clicking Print from
the toolbar, and then selecting the following options from the menu:
•
Walkout – Lets you print three report types: Family Walkout, Walkout/Doctor’s Statement, and
Appointment Card. For more information, see “Printing walkout statements” in the Easy Dental Help.
•
Statement – Lets you print a single billing statement for the selected patient. For more information, see
“Printing single billing statements” in the East Dental Help.
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•
Family Account – Lets you print a report of the currently selected family’s account. For more
information, see “Printing family account reports” in the Easy Dental Help.
•
Patient History – Lets you print a report itemizing all patient transactions (including payments and
adjustments) and containing a total account balance. For more information, see “Printing patient history
reports” in the Easy Dental Help.
Searching for Payments
Easy Dental allows you to search for payments in the Accounts module by check or bank number, amount,
payment date, payment type, account, or insurance carrier name. You can print a report that lists the
payments found by the search. Use this feature when you want to search for any patient or insurance
payment, including batch payments.
To search for a payment
1. From the Accounts toolbar, click Search Payments.
The Search Payments dialog box appears.
2. Do one or more of the following:
•
Check Information
• Check # – Type the check number. This field can contain up to 9 characters.
• Bank/Branch # – Type the bank or branch number. This field can contain up to 19 characters.
•
Select Date
• From – Specify a starting date for the search, or select All Dates to search without a start date.
• To – Specify a starting date for the search, or select All Dates to search without an end date.
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• Procedure Date – Select to search by the date the procedure was performed.
• Entry Date – Select this option to search by the date the procedure was entered.
•
Select Insurance Carrier – Select the insurance carrier range that you want to search by in the From
and To fields:
•
Amount – Type the amount range that you want to search by in the From and To fields.
•
Select Account – Click the search button and select a guarantor to search by an account.
•
Select Payment Types – Select the payment types that you want to search by from the list, or select
All to include all payment types.
3.Click Search.
Easy Dental lists the search results.
Note: Click any column header to sort the search results by that column.
4.Click Open in Accounts.
The patient’s payment appears in the transaction log of the Accounts module.
Easy Checkout
Typically, most offices complete three tasks as a patient checks out after a visit. Easy Checkout combines these
three tasks so that you can easily collect a payment, generate an insurance claim, and print a receipt.
For information on setting the options for Easy Checkout, see the Easy Dental Help.
To check a patient out using Easy Checkout
1. From the Accounts toolbar, click Select Patient, and from the Select Patient dialog box, select the patient
you want to check out.
2. Post the completed procedures for the day.
See “Posting Procedures” on page 161.
3. From the Accounts toolbar, click Easy Checkout.
The following occurs:
• The Enter Payment dialog box appears. Type the patient’s payment and click OK or click Cancel if
there is no payment due. See “Entering Payments” on page 163.
• If the patient has insurance, Easy Dental creates a claim automatically for procedures that you posted
on the current day. Easy Dental sends the claim to the Batch Processor, sends it electronically, or
prints it.
• Easy Dental prints a walkout statement.
Entering Batch Payments
Depending on the number of payments you receive each day, processing them can be time consuming,
especially when you receive payments from several insurance carriers that cover multiple claims for multiple
patients. Easy Dental lets you process and post multiple claims for multiple patients quickly and easily
whether you are entering payments made by your patients or their insurance carriers.
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Entering Batch Account Payments
Depending on your billing cycles, the arrival of the mail often generates a number of payments that you must
enter. The Easy Dental Batch Account Payment feature allows you to group payments and enter them as a
single batch—saving you valuable time.
1. From the Accounts toolbar, click Batch Payments, and then from the menu, click Enter Batch Account
Payments.
The Batch Payment Entry dialog box appears.
2. Click the Patient Name search button, and then select the appropriate patient from the Select Patient
dialog box.
The Enter Payment dialog box appears.
3. Enter the payment information as explained in “Entering Payments” on page 163.
4.Click OK to post the payment and return to the Batch Payment Entry dialog box.
5. Repeat steps 2–4 for all other payments.
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6. When you finish entering payments, compare the number of entries to the number of payments. To make
corrections to a payment, double-click the entry.
7.Click Close to close the Batch Payment Entry dialog box.
Entering Batch Insurance Payments
An insurance carrier may settle claims by sending the provider one check to cover multiple claims. For
example, your practice may have several patients who are covered under the same carrier and plan. The carrier
will then settle claims coming from your practice for these patients by remitting only one check.
Entering Total Payments Only
Easy Dental lets you post a total payment, or you can itemize payments by procedure.
To enter a batch insurance payment – total payment only
1. From the Accounts toolbar, click Batch Payments, and then from the menu, click Enter Batch Ins.
Payment.
The Batch Insurance Payment Entry dialog box appears.
2. Type the Check #, Amount, and Bank Branch Number.
3. Click the Insurance Carrier Name search button.
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The Select Dental Insurance Plan dialog box appears.
4. Select the appropriate carrier and plan from the list, and then click OK.
A list of all outstanding insurance claims for that carrier appears.
Note: You can select up to 150 different carriers; however, Easy Dental will only read the first 150 claims.
5. Select the appropriate claim and click Edit.
The Insurance Claim window appears.
6. From the toolbar, click Enter Payment and then from the menu, click Total Payment Only.
The Total Insurance Payment dialog box appears.
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7. Do the following:
•
Provider Amounts – Double-click the provider you want to apply the payment to. In the Provider
Payment dialog box, type the amount paid and click OK.
•
Deductible Applied For Claim – Type the amount the EOB (Explanation of Benefits) shows was
applied to the patient’s deductible. Enter the amount in the appropriate box for the deductible type.
8.Click OK/Post.
9. From the Insurance Claim window toolbar, click Exit.
The payment you entered appears under Paid Claims, and Easy Dental adds the payment to the Batch
Total in the Batch Insurance Payment Entry dialog box.
10.Repeat the above steps until enter all of the insurance payments from a single check.
When you finish attaching claims to one payment, the Batch Total should equal the Check Amount.
Note: If you close Easy Dental, you will lose a saved batch entry. As long as Easy Dental remains open,
you may reopen the Batch Insurance Payment Entry dialog box and complete the process at any time.
When you finish entering the payment for one check and are ready to enter another, click Next Check to
clear the dialog box of all entries.
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Itemizing Batch Insurance Payments
Easy Dental lets you post a total payment, or you can itemize payments by procedure.
To itemize a batch insurance payment
1. From the Accounts toolbar, click Batch Payments, and then from the menu, click Enter Batch Ins.
Payment.
The Batch Insurance Payment Entry dialog box appears.
2. Type the Check #, Amount, and Bank Branch Number.
3. Click the Insurance Carrier Name search button.
The Select Dental Insurance Plan dialog box appears.
4. Select the appropriate carrier and plan from the list, and then click OK.
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A list of all outstanding insurance claims for that carrier appears.
Note: You can select up to 150 different carriers; however, Easy Dental will only read the first 150 claims.
5. Select the appropriate claim from the Pending Claims list, and click Edit.
The Insurance Claim window appears.
6. From the toolbar, click Enter Payment and then from the menu, click Itemize by Procedure.
The Insurance Coverage Update dialog box appears.
7. If the amount paid differs from the amount of the estimated insurance amount, type the amount paid,
under Update Payment Table, select Yes, and then click OK.
Easy Dental prompts you for an itemized payment for each procedure, and the Total Insurance Payment
dialog box appears.
8.Click OK/Post.
The Insurance Claim window appears.
9. From the toolbar, click Exit.
The Batch Insurance Payment Entry dialog box appears with the payment you just posted in the Paid
Claims list.
10.Do one of the following:
• Click Next Check to continue processing checks.
• Click Close if you have finished processing checks.
Setting up Payment Plans
Easy Dental gives you the flexibility to set up to types of payment plans:
• Payment Plans
• Future Due Payment Plans
Creating Payment Plans
You can set up a payment plan after you complete treatment and the patient needs to pay the balance due over
time. You can have only one payment plan per account in Easy Dental.
To create a payment plan
1. From the Accounts module, select the patient you want to create a payment plan for.
2. From the Accounts module toolbar, click Billing/Payment Plan.
The Billing/Payment Plan Information dialog box appears.
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3. Do the following:
•
Billing Type – Select the appropriate billing type from the list.
•
Date – If necessary, under Payment Plan (PP), change the date of the payment plan from the default
current date.
4.Click Terms.
The Payment Plan Terms dialog box appears.
5. Click Select Type.
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The Select Payment Plan Type dialog box appears.
• Select the appropriate plan type from the list.
• Click OK.
Easy Dental enters the terms for the selected type.
6. To modify the terms, do the following:
• Annual Finance Charge Percent – Type a yearly percentage rate. Easy Dental automatically
calculates a monthly charge.
• Annual Late Charge Percent – Type a yearly percentage rate. Easy Dental automatically calculates a
monthly charge.
• Grace Period (days) – Type the number of days for a grace period (0 to 30) for the receipt of
payment before Easy Dental assesses a late charge.
• Minimum Late Charge – Type the minimum amount to assess as a late charge.
• Minimum Balance to Charge – Type the minimum balance to assess a finance or late charge. Easy
Dental defaults to a minimum balance of $.01. You can increase the amount, but it may not be less
than $.01.
• Click OK to return to the Billing/Payment Plan Information dialog box.
7. Do the following:
•
Interval – Select one of the following:
•
Monthly – Requires a payment once a month.
•
Semi-Monthly – Requires a payment twice a month.
•
Bi-Weekly – Requires a payment every two weeks.
•
Weekly – Requires a payment once a week.
•
Bal. for PP – The balance of the payment plan based on the guarantor’s portion of the account
balance. If necessary, you can change the amount.
•
First Pmt Due – Type the date that the first payment is due.
•
Payment Amount – Type the amount of the payment based on the payment interval. Easy Dental
calculates the total number of payments based on this amount.
•
Total # of Payments – Type the total number of payments. Easy Dental calculates the payment
amount based on the number of payments and the payment interval.
•
Bal Remaining – Easy Dental calculates this amount automatically each time you post a payment to
the plan.
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•
Next Pmt Due – Easy Dental calculates the date the next payment is due automatically.
•
Amt Past Due – Easy Dental calculates the amount of any past due payments, including late charges,
automatically.
•
Remaining # of Pmts – Easy Dental calculates the number of remaining payments automatically as
you post each payment.
•
Amt Due – Easy Dental calculates the amount due for the next payment.
•
Missed Pmts – Easy Dental calculates the number of missed payments.
•
Copy Plan to Note – Click to copy the payment plan to a note.
Note: Copying the payment plan to a note provides a documented copy of all payment arrangements
that you established over the history of the account.
8. To print a report to give to the patient/guarantor, click Print.
The Print for Payment Plan dialog box appears.
Select one or more of the following, and then click Send to Batch or Print:
• Truth in Lending Disclosure Statement – Discloses the terms of the agreement. It includes the
annual percentage rate, the finance charge amount, the total amount financed, and the total amount
paid at the end of the agreement.
• Amortization of Payments and Finance Charge Schedule – Prints a schedule listing the interest
accrued on the balance amount for each payment interval.
• Coupon Book – Prints payment remittance coupons for the patient.
9.Click OK.
The payment plan information appears under Payment Plan Summary in the Accounts window.
Creating Future Due Payment Plans
Future due payment plans allow you to complete treatment over time and charge an account monthly for
work in progress, such as orthodontics. Unlike payment plans, you can set up future due payment plans for
individual patients.
Note: Easy Dental charges future due payment plans monthly. Keep this in mind when you enter the number
of charges for a payment plan.
To create a future due payment plan
1. From the Accounts module, select the patient you want to create a future due payment plan for.
2. From the Accounts module toolbar, click Future Due Payment Plan.
The Select Payment Plan dialog box appears.
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3. Select a provider for the payment plan from the list, and then click OK.
The Create Payment Plan dialog box appears.
4. Do the following:
•
Date of Agreement – By default, Easy Dental sets this date to the current one. You can change the
date.
•
First Pay Due Date – By default, Easy Dental sets this date to the current one. You can change the
date.
•
Total Plan Amount – Type the total amount to charge.
•
Down Pay Charge – Type the amount of a down payment, if any.
•
# of Charges – Type the total number of charges. Easy Dental calculates the charge amount
automatically.
•
Charge Amount – Type the total amount of the charges. Easy Dental calculates the total number of
charges automatically.
•
Charge Proc Code – Type the procedure code for Easy Dental to use when posting the monthly
charge, or click the search button and select the procedure code.
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Note: If an ADA code does not exist for the type of charge you need to post, you can create one. For
information on adding a procedure code, see “Setting up procedure codes” in the Easy Dental Help.
•
Auto Ins Claim – Select to generate an insurance claim when you post the monthly charge.
•
Auto Charge – Select to post a monthly charge to the account automatically.
5.Under Manual Charge Entry, click Down Payment to post the down payment.
The Down Payment Charge dialog box appears.
a. If necessary, type a new amount and/or date, and/or procedure code.
b. Type the appropriate procedure code, and then click Post Charge.
6. Type a note in the Note field.
7. To provide the patient with payment book, select Print Payment Book.
8.Click OK to create the payment plan.
If you selected Print Payment Book, the Payment Book dialog box appears.
9. Select a form and a printer type, and then click Send to Batch or Print.
Note: During your month end processes, run the Future Due Payment Plans utility to post charges to
individual accounts.
Entering Account Notes
Account notes allow you to enter notes specific to a family’s account and financial standing with your practice.
To enter an account note
1. From the Accounts module, select the patient you want to enter an account note for.
2. From the Accounts toolbar, click Account Notes.
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The Account Notes dialog box appears.
3.Click Insert Dateline to provide a date for each account note.
4.Under Account Notes, type any notes relating to the patient’s financial standing with your practice.
5.Under Billing Statement Note, type a note of up to 80 characters that you want to print on the patient’s
billing statement.
6. Type the date that you want the note to stop printing on the patient’s billing statement in the Print on
Statement until field.
7.Click OK.
Performing Month End
You should perform month-end procedures at the end of each accounting period to apply finance charges and
at the beginning of each month to update account balances for the previous month.
Notes:
• Easy Dental will not allow you to update the accounts until after the month you want to update is
concluded. For example, you cannot update the month of January on January 31st. You must wait until
February 1st to update.
• Before you perform month end, back up your Easy Dental database. You must close Easy Dental on all
but one computer. If an Easy Dental module is running at any workstation, the message, “Another Easy
Dental module is active,” appears.
• Easy Dental calculates year end totals when you close out the month your fiscal year ends. To learn more
about setting the start and end of the fiscal year for your practice, refer to the Easy Dental Help.
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This section covers the following topics:
• Applying Finance Charges
• Applying Late Charges Automatically
• Processing Future Due Payment Plans
• Running Month End Update
Running Month End Update
Easy Dental allows you to close out your books quickly and easily each month.
Notes:
• When you run a month-end update, Easy Dental ages each account balance and places all completed
procedures, payments, adjustments, and received insurance claims that you entered during the previous
month in history.
• The date of the close-out month defaults to the month immediately following the last month that you
closed out. Easy Dental uses this date for the new balance forward date and as the cutoff for history
transactions.
• If the computer you are running month-end update on is turned off, or if a power outage occurs during
the update process, your files may be damaged. In these cases, as well as in user input error, you can
restore your data to its original state before the update process began. This also applies to processing
finance charges and future due payment plans.
To run a month-end update
1. Complete a backup of your Easy Dental directory, and then open the Accounts module on one computer.
2. From the Accounts module toolbar, click Month End and then click Update from the menu.
The Close Out Month dialog box appears.
3. To purge all appointments in the Schedule prior to the cutoff date, select Appointment Purge.
4. To reset benefits for insurance carriers with the appropriate renewal date, select Reset Insurance Benefits.
5. Click OK to begin the update.
A reminder to backup the database appears, and if another Easy Dental module is open at any computer,
that message also appears. If all modules are closed except on one computer, the Running Update dialog
box appears showing a count as Easy Dental processes each account.
Applying Finance Charges
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You can apply finance charges to all or to a portion of your patients simultaneously, allowing Easy Dental to
calculate the charges, or you can enter finance charges manually for individual patients.
Easy Dental calculates and creates finance charge entries for all accounts that meet the criteria that you set.
Note: Back up your database before applying finance charges to any group of patients.
To apply a finance charge
1. From the Accounts module toolbar, click Month End, point to Finance Charge, and then click Apply
Finance Charge.
The Apply Finance Charges dialog box appears.
2. Set up the following options:
•
Finance Charge Date – Defaults to the current system date. Easy Dental calculates finance charges
according to the aging balance for each family account as of the finance charge date. Easy Dental also
uses the finance charge date as the transaction date for each finance charge entry. If necessary, you can
change this date.
•
Minimum Balance to Charge – Defaults to $10.00. Easy Dental compares the minimum balance to
each aged account balance and only applies a finance charge to accounts with an aged balance greater
than the minimum balance. You can change the minimum balance.
•
Minimum Finance Charge – Defaults to 50 cents. Easy Dental applies the minimum finance charge
when the calculated finance charge is less than the minimum. You can change the minimum finance
charge.
•
Past Due Days to Charge – Defaults to 0 days, meaning that charges are due the day they are
incurred. Easy Dental calculates finance charges from the portion of each account balance that is past
due according to the number of days you select and the aging of the account as of the finance charge
date.
•
Finance Charge – Easy Dental uses the percent you enter to calculate the amount of a finance
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charge. Since Easy Dental always calculates finance charges monthly, if you select Yearly, Easy Dental
divides the percentage entered by 12 months. For example, if you enter a yearly rate of 18%, Easy
Dental applies a monthly rate of 1.5%. Or, if you prefer, you can select Monthly, and then enter a
rate of 1.5% to arrive at the same 18% yearly rate.
•
Primary Providers – Select the primary providers of the patients you want to apply finance charges
to.
•
Billing Types – Select the billing types of the patients you want to apply finance charges to.
3. To save the finance charge options you selected for the next time you run the utility, select Save As
Default.
4.Click OK.
A confirmation message appears.
5.Click OK to run the utility.
Applying Late Charges Automatically
You can assess late charges to accounts with payment plans that have failed to make a payment within the
grace period of the payment due date manually, or you can have Easy Dental apply the appropriate late
charges to all or some of your patients automatically during month end.
Notes:
• For information on assessing late charges manually, refer to the Easy Dental Help.
• Easy Dental determines the late charge percentage according to the terms set up for each payment plan.
Important: You can run the Late Charge utility at month end (recommended) or at any time during the
month. Regardless of when you choose the run the utility, run it consistently and at approximately the same
time each month.
To apply a late charge automatically
1. Complete a backup of your Easy Dental directory.
2. Open the Accounts module on one computer.
3. From the Accounts module toolbar, click Month End, point to Late Charge, and then click Apply Late
Charge.
The Apply Late Charges dialog box appears.
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4. Do the following, and then click OK:
•
Select Provider – Select All, or from the list, select the primary providers whose patients should
receive late charges.
•
Billing Types – Select All, or from the list, select the billing types that should receive late charges.
The Late Charge Utility runs.
Processing Future Due Payment Plans
Running the Future Due Payment Plans utility lets you post charges to all accounts with a future due
payment plan. You should run the utility monthly. Regardless of when you run the utility, make sure you run
it consistently and at approximately the same time each month.
To process a future due payment plan
1. Close Easy Dental on all computers in the office.
2. Complete a backup of your Easy Dental directory.
3. Open the Accounts module on one computer.
4. From the toolbar, click Month End, and then click Future Due Payment Plan.
The Future Due Payment Plan Update dialog box appears.
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5. Set up the following options:
•
Charge Date – Defaults to the current date. Easy Dental uses the charge date as the transaction date
for each charge entry.
•
Select Provider – Select the providers of the patients you want to apply charges to.
•
Select Billing Type – Select the billing types that you want to apply charges to.
•
Create Insurance Claim(s) – Select to create insurance claims.
6.Click OK.
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Chapter 9: Reports
The Reports module provides several powerful tools to set up your practice and to enhance your management
processes. For information on setting up your practice, see Chapter 2: “Introduction and Initial Setup.”
This chapter covers the following topics:
• Changing Fee Schedules
• Maintaining Employers
• Maintaining Insurance
• The Batch Processor
• Generating Reports
• Generating Billing Statements
• Printing Blank ADA Forms
• Purging Exported Files
• Generating the Audit Trail Report
• Letters
• Creating Batch Insurance Claims
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Reports Module Window
The Reports module consists of the following areas:
• Batch Processor
• Toolbar
The Batch Processor
From the Reports module, you can generate and print major reports and letters from the Batch Processor.
The Reports Toolbar
The Reports module toolbar contains several buttons that allow you to perform setup functions, and preview
or print reports, letters, and claims.
Button Name
Function
Reference Reports
Opens the Reference Reports menu.
Patient Lists
Opens the Patient Lists menu.
Schedule Reports
Opens the Schedule Reports menu.
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Function
Management Reports
Opens the Management Reports menu.
Account Reports
Opens the Account Reports menu.
Billing Statements
Opens the Billing Statements menu.
Preview Reports
Lets you preview reports sent to the Batch Processor.
Print Reports
Lets you print reports sent to the Batch Processor.
Delete Reports
Lets you delete reports from the Batch Processor.
Refresh Batch
Lets you refresh or update lists sent to the Batch Processor.
Letters
Opens the Letters menu.
Quick Bill
Electronic Claim Submission
Lets you manage your billing through Henry Schein Practice
Solutions (HSPS).
Lets you submit insurance calims electronically.
Create Insurance Claims
Lets you create insurance claims.
Henry Schein Dental
Lets you order dental supplies from the Henry Schein website.
Audit Trail Reports
Maintenance
Lets you print a report of all transaction entries that have been
changed or deleted.
Opens the Maintenance menu.
Practice Setup
Lets you set up your practice.
Electronic Rx Task Mode
easylink
Launches ePrescribe and redirects you to the task page of the
ePrescribe website. You must have registered for ePrescribe to
use this service.
Opens the Practice Analysis window from which you can review
statistical and financial information and set production goals to
help you increase the productivity of your practice.
Lets you access and act upon collection information to reduce
your accounts receivables.
Opens the WebSync Wizard from which you can set up
WebSync’s options and features. WebSync lets you synchronize
Easy Dental information with eCentral.
Links Easy Dental to digital X-ray and imaging systems.
EasyMobile
Lets you export specific data to a handheld device.
Easy Export
Lets you export daily deposit and receipt totals from Easy
Dental into accounting software.
Practice Analysis
Collections Manager
Easy Web
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Button Name
Function
Easy Dental on the Web
Lets you connect to Easy Dental on the web.
Help
Opens the Help menu from which you can open the Easy
Dental Help system. You can also check for, install, and learn
about available updates and connect to the Resource Center.
Changing Fee Schedules
Easy Dental allows you to make alterations to an entire fee schedule, or specific segments of the fee schedule,
without having to manually enter each amount in the Procedure Code Editor.
To change a fee schedule
1. From the Reports toolbar, click Maintenance, and then from the menu, click Fee Schedules.
The Automatic Fee Schedule Changes dialog box appears.
2. Click the Select Fee Schedule search button.
The Select Fee Schedule dialog box appears.
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3. Select the fee schedule that you want to change, and click OK.
4. Do the following:
•
Select Procedure Code – Click the From and To search buttons, and select the procedure codes that
you want to change.
•
Select Operation – Select Change Fee Schedule.
5. Select one of the following:
•
Increase by % – Type the percentage of increase, and then type the Minimum Amount To Increase
in dollars in the appropriate field.
•
Increase by $ – Type the dollar amount of the increase.
•
Decrease by % – Type the percentage of decrease, and then type the Minimum Amount To Decrease
in dollars in the appropriate field.
•
Decrease by $ – Type the dollar amount of the decrease.
6.Under Round To, select one of the following:
•
Dollar
•
Dime
•
Penny
7.Click Change.
The Automatic Fee Schedule Change Results dialog box appears.
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8. Do one of the following:
• To edit an individual fee, click Edit, type the correct fee, and click the check mark.
• To save the changes, click Accept.
• To reject the changes, click Reject.
Maintaining Employers
Easy Dental lets you compile and maintain a database of employers so you only need to enter employer
information once. After you enter an employer’s information, you can then select a patient’s employer in the
Patients module.
This section covers the following topics:
• Joining Employers
• Purging Employers
For information on adding employers, see “Assigning Employers to Patients” in Chapter 3: Patients.
Joining Employers
Joining employers merges two employers into one and moves all employees from the “source” employer to the
selected “destination” employer. Easy Dental lets you compile and maintain a database of employers so you
only need to enter employer information once. After you enter an employer’s information, you can then select
a patient’s employer in the Patients module.
To join employers
1. Close Easy Dental on all computers, except the computer that you are working on.
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2. From the Reports toolbar, click Maintenance, and then click Employer Maintenance.
The Employer Maintenance dialog box appears.
3.Click Join Employers.
The Join Employers dialog box appears.
4. Click the Source Employer search button, select the employer that you want to join to the destination
employer, and then click OK.
5. Click the Destination Employer search button, select the destination employer that you want to join the
source employer to, and then click OK.
6.Click Join.
A message appears stating that all employees from the source employer will be moved to the destination
employer.
7.Click Yes.
A message appears stating either that all employees of the source employer will be moved to the
destination employer or that no patients were assigned to the source employer.
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Purging Employers
Easy Dental lets you delete employers that are not attached to any patient.
To purge an employer
1. From the Reports toolbar, click Maintenance, and then click Employer Maintenance.
The Employer Maintenance dialog box appears.
2.Click Purge.
The Purge Employers dialog box appears.
Note: If the employer you want to delete does not appear in the list, that employer is attached to a
patient. You must clear the employer from the patient’s file in the Patients module before you can delete
it.
3. Do one of the following:
• To delete all of the listed employers, click Delete All.
• Select the employer that you want to delete, and then click Delete.
4.Click Close.
Maintaining Insurance
From the Reports module, you can manage insurance information from a central location. Managing
insurance information from a central location helps prevent you from entering duplicate plans.
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This section covers the following topics:
• Joining Insurance Carriers
• Purging Insurance Carriers
• Purging Used Dental Insurance Benefits
For information on adding insurance plans, see “Entering New Insurance Plans” in Chapter 3: Patients.
Joining Insurance Carriers
Joining insurance carriers allows you to move all subscribers from one plan to another, essentially merging plans.
Important: You must close all Easy Dental modules on every computer in your practice before joining insurance carriers; otherwise, you risk corrupting your database.
To join insurance carriers
1. Do the following:
• Close Easy Dental on all computers, except the one you are working on.
• From the Reports toolbar, click Maintenance, and then click Insurance Maintenance.
The Insurance Maintenance dialog box appears.
2.Click Join Plans.
The Join Insurance Plans dialog box appears.
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3. Select one of the following:
•
Employer-based – Moves all subscribers attached to one insurance plan linked to a specific employer
to another insurance plan that is linked to the same employer.
•
Plan-to-Plan – Joins insurance plans regardless of employers.
•
Subscriber’s Employer must match Insurance Plan Employer field – Moves only subscribers
assigned to the same employer in the Patients module.
4. Click the Source Insurance Plan search button.
The Select Dental Insurance Plan dialog box appears.
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5. Select the plan that you want to join with the destination plan, and click OK.
Easy Dental lists the plan’s group number, group plan, and linked employer.
6. Click the Destination Insurance Plan search button.
The Select Dental Insurance Plan dialog box appears.
7. Select the plan that you want to join the source plan to, and click OK.
Easy Dental lists the plan’s group number, group plan, and linked employer.
8.Click Join.
A warning appears stating that all subscribers of the source insurance plan will be changed to the
destination insurance plan.
9.Click Yes.
A message appears when the merge is successful. If no subscribers match the criteria associated with the
source insurance plan, a message appears indicating such.
Purging Insurance Carriers
Easy Dental allows you to add, edit, join, and purge insurance carriers and enter and edit coverage and
payment table information for dental insurance plans. To make the process of assigning insurance easier, Easy
Dental compiles a database of insurance companies as you enter them. As a result, you only need to enter the
insurance information once.
To purge an insurance carrier
1. From the Reports toolbar, click Maintenance, and then from the menu, click Insurance Maintenance.
The Insurance Maintenance dialog box appears.
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2.Click Purge.
The Purge Dental Insurance Plans dialog box appears.
3. Do one of the following:
• To delete a single carrier, select the carrier, and click Delete.
• To delete every carrier on the list, click Delete All.
Note: If the carrier you want to delete is not listed, it may be attached to a patient or to an outstanding
claim. You must clear that insurance from the patient’s file before you can delete it.
• To find the patient, print the Insurance Carrier List for that plan.
• From the Reports toolbar, click Reference Reports, point to Insurance Carrier List, and then click
Include All Insured Patients.
4.Click Close.
Purging Used Dental Insurance Benefits
Insurance plans are based on 12-month periods. Since most insurance benefits expire at the end of each
calendar year, Easy Dental lets you selectively zero out used insurance coverage benefits.
Note: During month-end update, Easy Dental can purge the benefits used for those insurance companies that
reset in the next calendar month. If you complete this purge after the first of the month, any patients who
have already come in during that month and have that particular month listed as their benefit renewal month
will have their benefits used reset to zero.
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To purge used insurance benefits
1. From the Reports toolbar, click Maintenance, and then from the menu, click Purge Dental Insurance
Benefits Used.
The Purge Dental Insurance Benefits Used dialog box appears.
2. Select one of the following:
•
Insurance Plans with Renewal Month of – To purge the benefits of all insurance plans that renew
on the month that you select.
•
Selected Insurance Plan – To purge the benefits of a single insurance plan. Click the search button
to select the plan that you want to purge.
3.Click OK.
Easy Dental purges the used insurance benefits.
The Batch Processor
Reports that you send to the Batch Processor for printing appear in the Batch Processor list. The date shown is
the date you generated the report. The description identifies the report, and the status shows if the report has
been printed, displayed, or sent (if a claim was sent electronically).
If you are working on a network and someone at a different computer adds or deletes a report on the list, the
Batch Processor may not reflect these changes on your screen until you click Refresh on the Reports toolbar.
This section covers the following topics:
• Printing Reports
• Previewing Reports
• Deleting Reports
• Refreshing the Batch Processor
Printing Reports
From the Batch Processor, you can print reports, statements, and claims at any time.
To print a report from the Batch Processor
1. Select the report or reports that you want to print from the Batch Processor list.
Note: To select multiple reports, press the Ctrl key, and then click each report that you want to print.
2. From the Reports toolbar, click Print Reports.
Easy Dental sends the selected reports to the printer.
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Previewing Reports
When Easy Dental displays a report, the display follows the format of the printed report as closely as possible.
If Easy Dental displays a billing statement or an insurance claim that will print a form, Easy Dental displays the
form too. You also have the options of printing only one page of a report, a range of pages, an entire report, or
all reports selected for a preview session. You can also specify the number of copies that you want to print.
To preview a report
1. Select the report that you want to preview from the Batch Processor list.
2. From the Reports toolbar, click Preview Reports.
The Preview Reports window appears.
3.Click File, and then from the menu, click Print Report.
The Easy Dental Print dialog box appears.
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4. Do one or more of the following:
• To print the currently selected report only to the default printer, click OK.
• To print the currently selected report to different printer, select one from the list and click OK.
• To print all scheduled reports, select All Scheduled Reports and click OK.
• To print a range of pages, select Page Range, type a range of pages, and click OK.
• To print more than one copy of the report, select the number of copies from the list, and click OK.
Deleting Reports
You can delete a report from the Batch Processor at any time.
To delete a report
1. From the Batch Processor list, select the report that you want to delete.
2. From the Reports toolbar, click Delete Report(s).
The Delete Options dialog box appears.
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3. Select the appropriate option, and then click OK.
• Selected Reports – Deletes all selected reports.
• Printed Reports – Deletes all reports with a printed status in the Batch Processor.
• Displayed Reports – Deletes all reports with a displayed status in the Batch Processor.
• Sent Reports – Deletes all electronic submissions with a sent status in the Batch Processor.
•
All Reports – Deletes all reports, regardless of status.
Refreshing the Batch Processor
If you are working in a network environment and someone at a different computer adds or deletes a report on
the list, the Batch Processor does not reflect those changes immediately. Also, if you select reports in the batch
and want to deselect them, refreshing the Batch Processor deselects all those reports.
To refresh the Batch Processor list
From the Reports toolbar, click Refresh.
Tip: Generally speaking, it is good practice to click Refresh from any of the Easy Dental module toolbars to
ensure that you are always viewing the most current information.
Generating Reports
Easy Dental provides several reports that you can use to gather, print, and analyze information from the
database. These reports are grouped in the following categories:
• Reference Reports
• Management Reports
• Account Reports
• Patient List Reports
Note: For more information on the options available for running reports, refer to the Easy Dental Help.
Reference Reports
To generate a reference report, from the Reports module toolbar, click References Report, and then from the
menu, click one of the following:
•
Procedure Code List – Generates a list of procedure codes, including the code, description, abbreviated
description, alternate codes, allotted time units, treatment area, and whether or not the procedure is
billable to insurance.
•
Dental Diagnostic Code List – Generates a list of dental diagnostic codes entered in the system,
including the code, description, and treatment area.
•
Explosion Code List – Generates a list of explosion codes, including the code, description, abbreviated
description, allotted time units, code type, whether or not the code is enabled, and the procedure codes
that make up each explosion code.
•
Fee Schedule – Prints a list of procedure codes, their descriptions, and their fees for the selected fee schedule.
•
Employer List – Prints a list of all employers including their names, addresses, and phone numbers.
You can also list your patients according to their employers as well as the number of employees and each
employee’s name, birthday, chart number, Social Security number, and family status.
•
Insurance Carrier List – Prints a carrier’s name, address, phone number, contact, and all related
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insurance information. You can also include all insured subscribers and patients and print mailing labels
for each insurance carrier.
•
Standard Coverage Tables – Prints the standard coverage tables set up in the Reports module. The report
includes the coverage percentage, deductible, co-payment, and pre-authorization flag for each range of
procedures.
•
Insurance Coverage Tables – Prints the coverage table for each insurance plan.
•
Updated Ins Pmt Table – Provides you with a list of the actual insurance payment from each insurance
plan as recorded in the payment table.
•
Provider IDs List – Provides you with a list of providers and their associated insurance IDs.
•
Custom Practice Information – Prints a list of customized information that you set up in Definitions.
•
Registration Information – Lists your practice information and the serial number of your Easy Dental
software.
•
Blank ADA Form – Allows you to print blank 1995, 2000, 2003, or 2007 claim forms.
Management Reports
To generate a management report, from the Reports toolbar, click Management Reports, and then from the
menu, click one of the following:
•
Day Sheet (Charges and Receipts) – Consists of five different report types: Chronological Day Sheet,
Alphabetical Day Sheet, Receipts Only Day Sheet, Adjustment Only Day Sheet, and Deposit Slip. You
can generate each report type simultaneously, but each type prints separately.
•
Analysis Summary – Prints the transaction totals that usually print at the bottom of a day sheet, by
provider or by day for a specified provider range and date range.
•
Practice Analysis Reports – Provide statistical data for production, receivables, patients, and financial
contracts (payment plans and future due payment plans).
•
Provider A/R Totals – Includes the transaction totals that usually print at the bottom of a day sheet, by
provider for a specified provider range. Additionally, this report allows you to view adjustment types by
either a production or collections category.
•
Practice Demographics Report – Prints valuable information on the makeup of your patient base. There
are no filters for this report.
•
Finance Charge Report – Lists those patients who received finance charges according to the parameters
you set. The report lists the date and amount of the charge, the account’s name and provider, and the
billing type. Easy Dental calculates a total of finance charges and lists it at the bottom of the report.
•
Late Charge Report – Lists those patients who received late charges according to the parameters you set.
The report lists the date and amount of the charge, the account’s name and provider, and the billing type.
Easy Dental calculates a total of late charges and lists it at the bottom of the report.
•
Referred TO Doctor Report – Lists the patients of selected providers who were referred to another
practice during the selected time period. Easy Dental organizes the report by doctors (the doctors whose
practice you referred your patients to) and includes the doctors’ names and addresses. The report also
includes the patient’s name and referral date.
•
Referred BY Doctor/Other Report – Prints a list of each referring doctor or other person who has
referred a patient to the practice within the referring doctor/other range, provider range, and date
ranges specified. The report prints each referring doctor or other person’s name, address, total number of
referrals, and the number of listed referrals. For each referring doctor/other, Easy Dental includes a list
of referred patients with the patient’s name, first visit date, treatment plan total, production total, and
account balance.
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•
Referred BY Patient – Prints a list of patients who referred other patients to the practice within the
referring patient range, provider range, and date ranges specified. The report prints each referring patient’s
name, address, total referrals, and number of listed referrals. For each referring patient, Easy Dental
includes a list of referred patients with the referred patient’s name, first visit date, treatment plan total,
production total, and account balance.
Account Reports
To generate an account report, from the Reports module toolbar, click Account Reports, and then from the
menu, click one of the following:
•
Family Accounts – Allows you to print reports for family accounts. The report includes the date of
treatment, tooth number, description, patient, charges, payments, and a running balance.
•
Patient’s History – Allows you to print reports for individual patient accounts. The report includes the
date of treatment, tooth number, description, patient, charges, payments, and a running balance.
•
Aging Report – Allows you to prepare a report for selected guarantors, providers, and billing types.
Includes the guarantor’s name, phone, billing type, last payment amount with date, last statement date,
agreed payment amount and balances per aging period, insurance estimates, guarantor portion, and the
total account balance. The report also provides totals and payments for each account.
•
Patient Balance Report – Lists every patient with his or her family balance and patient balance. This
report includes patients with a $0.00 balance.
•
Payment Plan Report – Provides you the means to monitor payment plans. The report includes
information on terms remaining balances, last payment date and amount, and missed payments.
•
Insurance Aging Report – Prints each insurance carrier with outstanding claims, including the insurance
plan name and group plan name. It also prints the insurance phone number and group number, and then
lists each outstanding insurance claim for the insurance carrier.
•
Insurance Claims To Process – Shows all created insurance claims that have not sent to the Batch
Processor, printed, or sent through eClaims. This report includes the range of patients, providers, and
carriers and the claim date, type of claim (Primary/Secondary), patient name, insurance company name,
claim amount and expiration date. Easy Dental prints a separate total amount for primary and secondary
claims and a combined total at the end of the report.
•
Secondary Ins Claims Not Created – Creates a list of primary insurance claims for patients with
secondary insurance claims that have not yet been created. The report includes the primary claim date,
patient name, secondary insurance company, claim account, and the date the primary claim expires. It
sorts the claims by expiration date and indicates the total of the claims accounts.
•
Procedures Not Attached To Insurance – Can save you thousands of dollars a year by showing you
insured patients who have had treatment billed without having an insurance claim created.
•
Pre-Treatment Estimate Aging Report – Shows when you sent pre-treatment estimates to insurance
carriers. You can specify the range of patients, providers, and carriers to include.
•
Future Due Payment Plan Report – Shows payments that you can expect based on established future
due payment plans. This report includes the range of accounts, providers, billing types, and date ranges.
You can also determine whether this is to be a standard report or a monthly totals report.
•
Utilization Report – Designed for use with managed care insurance plans. This report shows all
procedures completed under selected insurance plans for selected date ranges. In addition, you can
monitor co-payments versus the practice’s regular fees.
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Patient List Reports
To generate a patient list report, from the Reports module toolbar, click Patient Lists, and then from the
menu, click one of the following:
•
Patient List – Allows you to print a list of the patients in the practice. You may select ranges for providers
and billing types to be included. A standard list, a chart number report, patient mailing labels, account
only labels, and chart labels are available to print.
•
Birthday List – Prints a birthday list for a selected period. You can select the range of patients and
providers to include and choose to print mailing labels.
•
New Patient List – Shows any patients who are new to the practice within a selected date range. You can
also select the range of patients and providers to include. You can print mailing and chart labels for the
list. The list includes the patient’s name, address, and date of first visit.
•
Inactive Patient List – Lets you list patients who have no recall date and no future appointment, whose
last visit occurred before a selected date, and who have an inactive patient status. The list includes the
patient’s name, address, insurance, phone numbers, chart #, provider, status, last visit date, birth date,
Social Security number, gender, billing type, family position, and last appointment date.
•
Archived Patient List – Shows patients who have been archived within the parameters you select. This
report includes extensive patient information, such as name, address, phone number, chart number, birth
date, and gender.
•
Patient Notes Report – Prints all notes assigned to a patient including appointment notes, account notes,
patient alert notes, and so on.
•
Patient Privacy Requests List – Prints a list of all patients who have requested privacy restrictions.
•
Perio Exam List – Prints a list of all patients who have had a periodontal exam within a specified date
range.
Generating Billing Statements
You can generate and print billing statements from Easy Dental.
To generate a billing statement
1. From the Reports module toolbar, click Billing Statements.
The Billing Statements dialog box appears.
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2. Do the following:
•
Statement Date – Billing cutoff date. Easy Dental bases all statement calculations on this date.
•
Balance Forward Date – Easy Dental totals and prints the cost of all procedures posted before this date.
•
Select Account – Set a range of accounts to bill.
•
Select Primary Provider – Set a range of primary providers to generate billing statements for.
•
Select Billing Type – Set a range of billing types to print.
•
Minimum Balance to Bill – Type the minimum balance that you want to bill.
•
Include Credit Balances – Select to print statements for patients who have credit balances.
•
Statements – Select one of the following:
•
•
Batch – Sends the statement to the Batch Processor.
•
Send Electronically – Sends the statement to QuickBill. You must first set up an eServices
account to use this feature.
•
Print – Sends the statement to the printer.
Options – Select one or more of the following:
•
Skip Accounts With Claim Pending – Select to skip accounts that have pending insurance claims.
•
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If Patient Portion Less Than – Type the estimated amount a patient will pay. Easy Dental
skips any accounts with a patient portion less than this amount.
•
Include Procs With Claim Pending – Select to itemize procedures that are attached to pending
insurance claims, rather than including them in the balance forward amount.
•
Print Insurance Estimate – Select to print the amount that Easy Dental estimates the insurance
company will pay.
•
Print Agreed Payment – Select to include a box labeled “Please Pay This Amount” on the statement.
Easy Dental prints the payment plan amount or the estimated patient portion of the balance.
•
•
231
Exclude Outstanding To Insurance – Select to ignore any transactions that are still billed to
insurance. The statement only includes the amounts remaining on claims insurance has paid.
•
Print Practice Information – Select if you are using preprinted forms that do not include your
practice’s name and address.
•
Print Account Aging – Select to include an aging summary of the account. Account aging prints
on preprinted forms if they are formatted to allow report aging.
•
Allow Credit Card Payment – Select to include credit card payment options.
•
If Not Billed Since – Select to include a last statement date. Type a date. Easy Dental compares
this date to the last statement date for each account.
•
Only Bill Accounts Aging – Select and then select the number of days. Easy Dental only prints
statements for accounts that are equal to or over the aging limit you select.
• Over 30
• Over 60
•
•
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Select Report Types – Select one of the following:
•
Billing Statement – Select to print a billing statement.
•
Mailing Labels – Select to print mailing labels, and then select the number of columns that you
want to print.
Statement Message – To print a message, such as “Brush and floss regularly” or “All payments are due
on or before the 5th day of the month,” type the message in the text box.
3. To print statements using the same charges and options each time you bill, select Save As Default.
4.Click OK.
Printing Blank ADA Forms
This option allows you to print a blank 1995, 2000, 2003, 2007 claim form.
1. From the Reports module toolbar, click References Report, and then from the menu, click Blank ADA
Form.
The Easy Dental Reports dialog box appears.
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2. Select the form that you want to print.
3.Select Save as Default Claim Form to save your selection for the next time it is printed.
4.Click Yes to print the form.
Purging Exported Files
Easy Dental allows you to delete information that was exported, such as data from letters and reports that
were selected to print to file.
To purge an exported file
1. From the Reports toolbar, click Maintenance, and then from the menu, click Purge Exported Files.
The Purge Exported Files dialog box appears.
2.Select Purge data files for Letters/Quick Letters to delete any of the .out files (data) created during letter
merges and stored in the Exports directory.
3.Select Purge exported text and log files (from reports and utilities) to delete data in .txt and .log
formats in the Exports directory.
Easy Dental stores reports that you chose to print to file as .txt files and saves logs from utilities that were
run with Easy Dental Support as .log files.
Note: The default location of the Exports directory is C:\Program Files\EZDental\Doc\Exports.
4.Click OK to purge the selected data.
Generating the Audit Trail Report
The Audit Trail Report allows you to print a report of all transaction entries that have been changed or
deleted. Also included are appointment changes and limited patient changes.
To print an Audit Trail Report
1. From the Reports toolbar, click Audit Trail Reports.
The Audit Trail Reports dialog box appears.
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2. Type the Report Date that you want to print on the report.
Note: The default Report Date is the current date.
3. Do the following:
• Select Audit Date – Type the date range of the information that you want to audit in the From and
To fields.
•
Select Report Types
•
Standard – Select to generate a report of the selected changes made by the selected users within
the specified date range.
•
Provider/Staff – Select to generate a report of information for the selected providers and staff
members who were inactivated or activated by the selected users within the specified date range.
4.Under Select User, do the following:
• To print a report showing all changes or deletions made by specific users, select one or more user IDs
from the list.
• To print a report showing all changes and deletions for all users, select All.
• To show inactivated providers and/or staff in the list, select List Inactive.
5. If you selected Standard in step 3, set the following options:
•
Completed Procedures – Lists all changes or deletions to procedures posted as complete in Accounts.
•
Account Payments – Lists all changes or deletions to posted guarantor payments in Accounts.
•
Insurance Payments – Lists all changes or deletions to posted insurance payments in Accounts.
•
Insurance/Employer Join – Lists insurance plans and employers that have been joined.
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•
Adjustments – Lists all changes or deletions to posted adjustments in Accounts.
•
Patient Changes – Lists changes made to a patient’s name, primary provider, and billing type in
Patients.
•
Appointment Changes – Lists all changes or deletions to appointments from the Schedule.
•
Prescriptions – Lists all deletions made from the Prescriptions module.
•
Password/Login – Lists all login attempts.
•
Print to File – Generates and saves the report as a tab-delimited text document. Type the name of the
report with a .txt extension in the field below.
6. If you selected Provider/Staff in step 3, set the following options:
•
By Inactivated/Activated Provider/Staff – To include only information for providers/staff members
who were inactivated or activated and selected under Select User.
•
By Replacement Provider/Staff – To include only information for replacement providers/staff
members, who are selected under Select User, for inactivated provider/staff.
•
All – To include all providers and staff.
•
List Inactive – To show inactivated providers/staff in the list.
•
Print to File – To generate and save the report as a tab-delimited text document. Type the name for
the report with a .txt extension in the field below.
•
Include Details – To include detailed changes that occurred when a provider or staff member was
inactivated.
7.Click OK to send the report to the Batch Processor.
Letters
Easy Dental provides you with a very powerful interface between your patient database and Microsoft Word.
This tool allows you to create any letters that are applicable to the success and development of your practice.
You can merge your patient records automatically into your letters based on various ranges, parameters, and
filters that you define.
Easy Dental comes complete with pre-defined letter templates in seven categories that you can use and
modify. You can customize each letter using Microsoft Word. You can also produce your own letters and add
them to any of the categories for future use.
This documentation assumes that you have a legally licensed version of Microsoft Word and that you are
completely familiar with its use, particularly its merge functions. If you are unfamiliar with this product,
please go through its tutorial and documentation now.
Merging Letters
Easy Dental comes complete with pre-defined letter templates in seven categories that you can use and modify
in conjunction with your patient database. If these letter templates don’t meet your needs, you can design your
own letter templates using the Easy Dental Letter Merge Fields toolbar and Microsoft Word.
To merge a letter
1. From the Reports module toolbar, click Letters.
The Letters dialog box appears.
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2. Click the category button corresponding to the type of letter that you want to create:
A dialog box, such as Birthday Letters, appears.
3. Select the letter that you want to merge from the list.
4. Click the search button to set a date range.
You can set a date range for each category, except recall and miscellaneous.
5.Click Create/Merge.
The Create/Merge Options dialog box appears.
6.Select Create Data File and Merge Letters and click OK.
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Your computer will automatically start Microsoft Word and merge the letter with the data you requested.
If you don’t want to perform any of these functions, click Cancel. To add a Letter entry to the patient’s
Contacts, select Add to Contacts.
Note: As the patient data is retrieved from the Easy Dental database, the Abort Query dialog box
appears, which gives a count of the number of records read, number of records selected, and an Abort
button to terminate the query if desired.
Creating Batch Insurance Claims
Many offices choose to create all insurance claims for that day at the same time instead of one patient at a
time throughout the day. The Create Insurance Claims button in the Reports module allows you to create
all primary insurance claims for procedures posted within the selected date range. This feature will exclude
any procedure codes and insurance companies that are flagged “Do Not Bill to Insurance.” (See the Procedure
Code Setup section in this chapter for information on flagging procedure codes. See the Working with Dental
Insurance section of the Patients chapter for information on flagging insurance companies.)
To create batch insurance claims
1. From the Reports module toolbar, click Create Insurance Claims.
The Create Batch Primary Insurance Claims dialog box appears.
2. Type a procedure date range.
All procedures within the selected date range in the Accounts module will be included.
3.Click OK to generate the claims.
The Batch Insurance Claims Completed dialog box appears.
4.Click OK again to send the claims to the Batch Processor where you can print them or send them
electronically.
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Chapter 10: Documents
Managing the constant flow of paper documents through your office can be a challenge. With the paper,
printer ink, wear and tear on your printers, and office space needed to store your documents, there’s a cost
associated with storing documents on paper. Protecting that paper from fire, flood, or some other catastrophic
event can also present a challenge. The solution is to store your documents electronically.
The Documents module helps your office to become paperless. Documents, such as patient information
forms, health histories, HIPAA privacy forms, treatment and other consent forms, patient letters, referral
letters, X-rays, and insurance explanation of benefits (EOBs) can be scanned, captured, and imported. You can
attach these documents to patients, providers, insurance carriers, and referral sources. The documents can also
be attached to multiple sources, or they can be printed, e-mailed, or sent electronically.
For security reasons, the Documents module documents in a proprietary encrypted format so they can be
accessed only through the Documents module. However, you can export any document to open and view in
other programs or to send as an e-mail attachment.
When opened with a patient already selected, the Documents module displays that patient’s attached
documents. If no patient is currently selected, the Documents module will prompt you to select a provider,
and all attached documents for that provider will be displayed. When opened, the Documents module
will begin loading the documents according to the filters and view selected. This may take a few minutes
depending on the number of attachments. You may click Stop at any time to view a partial list consisting of
what was loaded.
To make viewing documents even easier, the Documents module enables you to view attached documents
by patients, providers, employers, insurance carriers, and referral sources. Filters can be selected to view
documents acquired within a certain date range and assigned to a certain document type. The Documents
Viewer allows you to add pages to a document, sort the pages, and adjust the color, brightness, and contrast of
the image or document. The following sections will explain how to setup, acquire, and view documents within
the Documents module.
This chapter covers the following topics:
• Documents Module Window Areas
• Setting Up the Documents Module
• Acquiring Documents
• Viewing Documents
• Editing Document Information
• Printing and Exporting Documents
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Documents Module Window Areas
The Documents module contains the following areas:
• Document Tree – The Document Tree area lists the selected document source (patient, provider, and so
forth), any Document Types that have been used, and the associated documents. The + and - symbol next
to the source or Document Type indicates whether the list is expanded or collapsed. Click the + symbol to
view the contents under the source or type. Click the - sign to hide the contents underneath. This window
is where the documents will be selected to view, edit, print, and so forth.
• Preview Panel – The Preview Panel displays the document that is selected in the Document Tree. If the
document has multiple pages, use the arrows on the toolbar to switch between the pages.
• Toolbar – The toolbar consists of several buttons for working in the Documents module:
Button Name
Select Patient\View by Patient
View
Setup\change current filter
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Lets you select the patient whose document attachements you
want to view.
Lets you view the document attachment by patients, providers,
insurance carriers, and referral sources.
Lets you specify document filters based on document types and
attachments and reference dates.
Button Name
Acquire
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Function
Lets you acquire or import documents from various sources,
such as scanners, digital cameras, files, or the Windows
Clipboard.
Documents Setup
Documents Viewer
Edit Selected Document
Expand List
Collapse List
Hide/Show Preview
Refresh
Print
Help
Previous Page
Next Page
Setting Up the Documents Module
Before using the Documents module, there are several options that should be set up in the program. This
section covers the following topics:
• Setting Up Document Types
• Setting Up Preferences
Setting Up Document Types
All documents within the Documents module must be assigned a Document Type. These types are used to
categorize as well as describe the type of document. You can add, edit, or delete Document Types at any time.
To add a type
1. From the Documents toolbar, click Documents Setup, and then from the menu, click Document Types
Setup.
The Document Types Setup dialog box appears.
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2. In the Description field, type the definition of the Document Type you want to add.
3.Click Add.
Note: For information on editing and deleting document types, see those topics in the Easy Dental Help.
Setting Up Preferences
You can set up preferences and other important document options, including selecting a scanner or camera
source for acquiring documents.
To set up preferences for the Documents module
1. From the Documents toolbar, click Documents Setup, and then from the menu, select Documents
Preferences.
The Documents Preferences dialog box appears.
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2. Click the Scanner tab, and from the installed scanners list, select the scanner that you want to use.
3. Click the Digital Camera tab, and from the installed camera sources list, select the camera source that
you want to use.
4. Click the Compression tab and select the type of compression that you want to use to store documents.
Note: Use Perfect Quality JPEG for best results.
5. Click the General tab and specify the following options:
• Directory – The path listed here is where all documents in the Documents module are saved on your
computer. This path can be edited if necessary.
• Print Scaling – When documents are printed from the Documents module, you can select which
scale to use:
•
Scale to Fit Page – Scales the entire image so it fits on one page when printed.
•
Scale to One-third Page – Scales the image so it fits on one-third of a printed page.
•
Print Actual Size – Prints the image using its original size.
6. Click the Zoom tab to select the Zoom Factor and Zoom options. When zooming documents in the
Documents Viewer, the size increases with each click by the selected factor (10%, 25%, 50%, or 100%).
•
Select Double-Click Document to View Full Screen.
This option brings the image to full screen when you double-click it in the Documents Viewer.
7.Click OK to save your changes.
Acquiring Documents
You can import documents into the Easy Dental Documents module in many convenient ways. The following
sections describe how to acquire documents using several different sources and methods:
• Importing Documents From a Scanner
• Importing From a Digital Camera
• Importing From a File
• Importing From Patient Picture
• Pasting From the Windows Clipboard
Importing Documents From a Scanner
A scanner must be installed properly and selected in the Documents module Preferences prior to importing
images from it.
To import the document into the Documents module
1. From the Documents toolbar, click Acquire, and then from the menu, select Scanner.
The third-party scanner software opens.
2. Scan the image according the scanner software instructions.
When the scanning is complete, the Document Information dialog box appears.
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3. To change the reference date from the default current date, type it in the Reference Date field.
Note: The reference date for this document displays on the Documents List and when it is printed.
4. From the Document Type list, select the document type that you want to assign to the document.
5. In the Description field, type a description of up to 40 characters for the document.
Note: This description displays when you view the Documents module list and the document.
6. In the Note field, type a note of up to 255 characters pertaining to the document.
Note: This note does not display in the Documents module list but will display when it is printed from
the Documents List.
7. If applicable, from the Orientation list, select the orientation of the image you are attaching.
8. To attach the scanned document, click Attach Document To.
The Modify Document Attachments dialog box appears.
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You can attach the document to the following:
• Patient
• Provider/Staff
• Employer
• Insurance Plan
• Referred BY
• Referred TO
9. Select the appropriate option, and then click Select to select the appropriate source of attachment.
The listed attachments appear under Document Attachments.
10. Continue to attach the document to the appropriate sources.
11.Click OK to save the scanned document and attachment associations.
Capturing from a Digital Camera
You can import documents into Easy Dental’s Documents module from a digital camera.
Note: You must install and configure a digital camera and set up preferences prior to importing images from it.
To import a document from a digital camera
1. From the Documents toolbar, click Acquire, and then from the menu, click Digital Camera.
The third-party scanner software opens.
2. Capture the image according to the camera’s software instructions.
When the capture is complete, the Document Information dialog box appears.
Note: For information on using the Document Information dialog box, see steps 2 through 10 above
under “Importing Documents From a Scanner”.
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Importing from a File
You can import images in electronic format into the Documents module.
Note: Import from File will only create a single page document in the Documents module. To acquire a multiple page document using this function, you will need to acquire the first page, then use the Add Page feature
described in the Viewing Documents section.
To import an image from a file
1. From the Documents toolbar, click Acquire, and then from the menu, select Import from File.
The Open dialog box appears.
2. From the Look in list, select the directory where the file is stored.
Tip: Use the Files of type list to select a different file format if necessary.
3. Select the file that you want to import, and then click Open.
The Document Information dialog box appears.
Note: For information on using the Document Information dialog box, see steps 2 through 10 above
under “Importing Documents From a Scanner”.
Importing from Patient Picture
When viewing the Documents module for a specific patient, you can have the Documents module search for
an associated patient picture and import it.
To import from Patient Picture
From the Documents toolbar, click Acquire, and then from the menu, click Import from Patient Picture.
The Document Information dialog box appears.
Note: For information on using the Document Information dialog box, see steps 2 through 10 above under
“Importing Documents From a Scanner.”
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Pasting from the Windows Clipboard
The Paste from Clipboard function will save the most recent contents of the Windows Clipboard (using the
Copy command in Windows) as a VNS file. Due to the nature of the Windows Clipboard, text that is copied
and imported into the Documents module will not be formatted and will not have margins. Paste from
Clipboard works best if you copy a graphic to the Clipboard or if the text is acceptable without margins.
To paste from the Windows Clipboard
1. Copy the desired graphic or text.
2. Open the Documents module, and from the Documents toolbar, click Acquire, and then from the menu,
select Paste from Clipboard.
The contents of the Windows Clipboard transfer to a VNS file and the Document Information dialog
box appears.
Note: For information on using the Document Information dialog box, see steps 2 through 10 above
under “Importing Documents From a Scanner.”
Viewing Documents
The Documents module enables you to view attached documents by patients, providers, insurance carriers,
and referral sources. You can select filters to view documents acquired within a specific date range and assigned
to a particular document type.
To view documents in the Documents module
1. From the Easy Dental toolbar, click Documents.
The Select Provider dialog box appears.
Note: If you open the Documents module while a patient specific module, such as Patients, is open,
the Documents module displays documents attached to the currently selected patient, and the patient’s
name appears on the title bar. To select a different patient, click Select Patient\View by Patient from the
Documents toolbar.
2. Select the appropriate provider and click OK.
The provider’s name appears on the title bar.
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Switching Views and Changing Filters
The Documents module enables you to view attached documents by patients, providers, insurance carriers,
and referral sources. You can select filters to view documents acquired within a specific date range and assigned
to a particular document type.
To switch views and change filters
1. From the Documents toolbar, click View, and from the menu, select one of the following options:
• By Patient
• By Provider/Staff
• By Employer
• By Referred BY
• By Referred TO
• By Insurance
2. From the dialog box that appears, select the appropriate patient, provider, employer, referral, or insurance
carrier.
3. From the Documents toolbar, click Setup/change current filter.
The View By Filters dialog box appears.
4. Specify the filters you want to use:
• Document Types – Select the Document Types you want to view or select All Document Types.
• Include Documents Attached To – This option is only available when you select By Patient. Select
the appropriate options to include documents attached to the patient’s provider, employer, insurance,
and/or referral sources.
• Reference Date – Enter a date range of the documents you want to view, or click All Dates.
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• Save as Default – Click Save as Default to save the settings you have selected for the next time you
open the Documents module.
5.Click OK.
Editing Document Information
Once documents have been added to the Documents module, you can edit their document information such
as reference date, document type, description, and note.
To edit document information
1. From the Documents module, select the document you want to edit from the Document Tree.
2. From the Documents toolbar, click Edit Selected Document, and from the menu, click Edit Document
Information.
The Document Information dialog box appears.
3. Make the necessary changes to the Reference Date, Document Type, Description, and Note.
4.Click OK to save your changes.
Printing and Exporting Documents
This section covers the following topics:
• Printing the Documents List
• Printing Documents
• Exporting Documents
Printing the Documents List
The Documents list consists of the contents of the Document Tree for the current view. It lists all attached
documents according to the filters selected.
To print the Documents list for the current view
1. From the Documents toolbar, click Print, and then from the menu, select Print Documents List.
The Print dialog box appears.
2. Select the printer that you want to use.
3.Click OK.
Printing Documents
You can print documents from the Documents module.
To print a specific document
1. From the Document Tree, select the document that you want to print.
2. From the Documents toolbar, click Print, and then from the menu, select Print Document.
The Print dialog box appears.
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3. Select the printer that you want to use.
4.Click OK.
Exporting Documents
You can export documents from Easy Dental’s Documents module to files that you can use elsewhere.
To export a document as a file
1. From the Document Tree, select the document that you want to export.
2. From the Documents toolbar, click Edit Selected Document, and then from the menu, select Export
Document.
The Export Document As dialog box appears.
3. Select where you want to save the file.
4. Change the file name and file type if necessary.
5.Click OK.
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Chapter 11: Other Features
This chapter provides an overview of several other Easy Dental features and add-ons not covered in the
previous chapters:
• eDex – The eDex module is a contact manager that lets you mange and quickly search for Easy Dental
contacts, such as patients, providers, staff, labs, insurance carriers, and contacts that are not currently
stored in the Easy Dental database. You can search by first or last name, address, email address, or phone
number. You can also add custom notes or append notes to a patient note.
• Patient Alerts – The patient alerts are customizable alerts that you can attach to patients or family
members. A patient alert appears as a message whenever you access information about a patient or family
with an alert and as an icon on a corresponding patient’s appointments.
• Prescriptions – The Prescriptions module helps you quickly enter prescriptions and accurately track
medicines prescribed to your patients.
• Treatment Manager – The Treatment Manager helps you realize potential revenue from treatment plans.
With the Treatment Manager, you can generate a list of patients with treatment-planned procedures who
meet certain criteria.
• Collections Manager – The Collections Manager helps you increase your practice’s revenue by decreasing
your accounts receivables. With the Collections Manager, you can generate a list of accounts that need to
be contacted.
• Lab Case Manager – The Lab Case Manager, which is directly linked to the Schedule module, allows you
to create a case for a patient, ship it to the lab, and track its progress.
• Contacts – The Contacts module allows you to keep a record of contact made between your office and
your patients. Automatic entries are added for letters, billing statements, appointments, payment plan
notes, payments, and privacy requests.
• Time Clock – The Time Clock lets office employees punch in and out for their shifts and provides reports
containing information on hours worked and wages earned.
• Quick Letters – Quick Letters lets you create a letter for a patient quickly.
• Quick Labels – Quick Labels lets you print a variety of labels for a patient quickly.
• Send Message – The Send Message feature makes it easy for you to create and send e-mail messages to
patients.
• EasyWeb toolbar – The EasyWeb toolbar provides you with the tools necessary to connect your Easy
Dental software to the Internet. Using the EasyWeb toolbar, you can set up an attractive and professional
website.
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•
Other Easy Dental add-ons – These include various software products from Henry Schein that work
with Easy Dental.
More detailed information on each of these features is available in the Easy Dental Help.
eDex
eDex is an electronic contact manager and directory to which you can attach patient notes. You can use eDex
to manage and quickly search lists of patients (active, inactive, or archived), employers, insurance carriers, labs,
non-patients, providers, staff, referrals, and any other contact you may want to remember. eDex allows you to
create custom contacts and contact categories to filter the Contacts List. You can even locate a patient’s next
appointment using eDex. For more information on the eDex module and its features, see the Easy Dental
Help.
Adding Contacts
You can add contacts to eDex and organize them by category. By default, eDex adds all new contacts to the
My Contacts category, but you can add categories as necessary to organize your contacts according to the
criteria you define. You can also set filters that allow you to search by the categories that you have defined.
To add a contact
1. From the eDex toolbar, click the New Contact button.
The Add New Contact dialog box appears.
2. Do one of the following:
•
Category – Select a category from the list.
•
Category Setup – Click to add a category.
3. Type the following Contact Information:
•
Contact Name
•
Company Name
•
Email Address
4. Type the following Address Info:
•
Street 1
•
Street 2
•
City
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State
•
Zip
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5. Type the following Phone Info:
•
Preferred
•
Work
•
Fax
•
Cell
6.Click Save.
Adding Categories
eDex comes with 13 default categories. You can add to these categories, and you can delete any categories that
you create, but you cannot delete any of the default categories.
To add a category
1. From the eDex toolbar, click the Edit Contact Categories button.
The Edit Contact Categories dialog box appears.
2.Click Add New.
The Category Setup dialog box appears.
3. Type a description of the category.
4. Click the Select Color square.
The Color dialog box appears.
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5. Select the color that you want from the palette, or click Define Custom Colors and create a custom
color.
6. Select an image from the Select Image list, and then click OK.
Patient Alerts
Patient Alerts are customizable alerts that you can attach to patients or family members when you want a flag
for certain conditions. This alert appears whenever you access information about the patient or family, and a
symbol appears on the patient’s appointments. Patient Alerts are essential for respecting a patient’s privacy and
disclosure of information requests. Patients and family members can have an unlimited number of alerts.
Opening Patient Alerts
You can create and manage Patient Alerts using the Patient Alerts dialog box, which you can accessed from
the toolbar of most Easy Dental modules, including the Patients, Schedule, Chart, Accounts, Collections
Manager, and Treatment Manager.
The color of the Patient Alert button indicates whether you created an alert for the patient or not. When the
Patient Alerts button is red, no patient alerts exist for the patient or family. When the patient alert flag is blue,
one or more patient alerts exist for the patient or family.
Creating Patient Alerts
You can create a patient alert for a single patient, an entire family, or selected members of a family. You can
set a time limit on patient alerts so that you only see patient alerts when the information is timely. You can
specify which modules display the alert so that you only see the alert when it is relevant.
To create a patient alert
1. In any patient-specific Easy Dental module, select the patient for whom you want to create an alert.
2. From the toolbar, click the Patient Alerts button.
Depending on whether the patient has previous alerts set up, either the Patient Alert or the Create
Patient Alert dialog box appears.
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Note: You can create a new patient alert, edit an existing patient alert, or delete an existing patient alert.
3.Click New to create a new patient alert.
The Create Patient Alert dialog box appears.
4. Use the following options in the Create Patient Alert dialog box to set up a patient alert:
•
Select Date – In the Start field, specify the date you want the alert to start appearing, and in the End
field, specify the date you want the patient alert to stop appearing. If you want the patient alert to
always be active, select Always.
•
Description – Use this field to type a description for the alert (up to 15 characters). The description
can be used for the type of alert, such as “Collections” or “Pre-Medicate.”
• Note – Use this field to type a detailed note about the alert (up to 4,000 characters).
• Under This Patient Alert should be displayed in the following areas, select which Easy Dental
modules and areas you want to display the patient alert, or select All to have it display in all areas.
•
Options – Select the options you want to apply to this alert:
• Show Symbol on Appointment – Select if you want an alert icon to appear on the patient’s
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appointment.
• Display Aged Balance with Note – Select if you want to have the family’s aged account balance
appear in the alert pop-up.
5.Click OK to create the alert.
Viewing Patient Alerts
Once you have created a patient alert, it automatically appears when you access the modules you specified
when defining the patient alert. Depending on the options you selected when you set up the alert, the alert
appears as follows:
If you do not want the alert to appear again today, select Do Not Show This Alert Again Today. Click OK to
close the patient alert.
Suspending Patient Alerts
You can suspend all Patient Alerts on a specific workstation. When you select this option, the computer will
not display patient alerts for any patients.
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To suspend patient alerts
1. From the Reports toolbar, click Maintenance, and then from the menu, click Preferences.
The Preferences dialog box appears.
2. On the General Options tab, under Additional Options, select Suspend Patient Alerts.
3.Click OK to save your changes.
Prescriptions
The Prescription module helps you quickly create prescriptions and accurately track medicines prescribed to
your patients. Using the Prescriptions module, you can refill and reprint prescriptions. You can also print a
prescriptions report.
To create a prescription for a patient
1. From any Easy Dental module (except the Reports window), select a patient.
2. From the Easy Dental module toolbar, click the Prescriptions button.
The Patient Prescription window appears.
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3.Click New.
The New Patient Prescription dialog box appears.
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4. Click the down arrow to the right of the Description field. A list of available prescriptions appears. Select
the desired prescription type.
5. If desired, customize the prescription information for the patient.
• Change the drug name by modifying the Drug Name box.
• Change the dosage interval and instructions by modifying the SIG box.
• Change the amount to dispense by modifying the Disp box.
• Change the refill amount by modifying the Refills box.
• Change the drug substitution by marking the desired options.
• Change the patient instructions by modifying the Notes box.
6. Select the provider who is prescribing the drug.
7.Click Print to print the prescription. The prescription will print to the printer selected in the Prescription
Setup window. The prescription will be added to the list of patient prescriptions in the Patient
Prescription window.
Note: For information on adding prescription types, editing and deleting prescriptions, selecting and
setting up prescription printers, and printing the Prescription Report, see the Easy Dental Help.
Treatment Manager
Many offices spend significant time and money to attract new patients as a means of increasing revenue. Yet,
many offices already have a substantial amount of potential revenue sitting untouched in patient treatment
plans. Capitalizing on that revenue source can be a cost-effective way to increase your practice’s bottom line.
The Treatment Manager helps you realize that potential income by allowing you to quickly generate a list
of patients who meet the criteria that you specify so you can easily contact them concerning their treatment
plans. The Treatment Manager gives you access to vital patient information, including treatment-planned
work, account balance, payment information, entries in the Contacts module, insurance information, and so
forth. With this information at your fingertips, you can then determine how you want to contact the patient:
through a letter, phone call, or e-mail message. Once you contact the patient, you can easily make notes
regarding the contact, create an appointment, or make changes to the patient’s treatment plan.
Starting the Treatment Manager
You can start Treatment Manager from the Schedule module.
To start the Treatment Manager
1. From the Schedule toolbar, click the Treatment Manager button.
The Treatment Manager View dialog box appears.
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2. Set up a view for Treatment Manager, or click OK to accept the default view.
3. To continue, click Yes when the message appears.
The Treatment Manager window appears.
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Setting up a Treatment Manager View
Before you can use Treatment Manager, you must first set up a view. Setting up a view allows you to filter
out certain accounts so that only the accounts you want to contact display. Once you have selected your view
options, you can choose what account information you want to display in the Treatment Manager list.
To set up the Treatment Manager view
1. After starting the Treatment Manager, use the following options in the Treatment Manager View dialog
box to filter the accounts so you view only those that meet the criteria you are interested in.
•
Select Patient – Use the From and To fields to filter the list alphabetically by specifying a range of
patients. This option is useful when you have a very large patient database and want to limit the
list size. You can work one week on the A – J names, and the next week you can work on the K – S
names, and so on.
•
Select Billing Type – Use this option to select which billing types you want to view. By default, all
billing types are included on the list. To choose only certain billing types, press the Ctrl key while
clicking each billing type you want to include (up to 10).
•
Select Patient Prov1 – Use this option to select the primary provider for the accounts you want to
view. To select certain providers, press the Ctrl key and click each provider you want to include. Only
patients with the selected provider will appear on the list.
•
Treatment Plan – Use the Date From and To fields to filter patients based on when their treatment
plan was entered. Only patients with treatment planned work entered on or between the days you
specify will appear on the list.
•
Min TP Total – Enter the minimum dollar amount the patient must have in treatment-planned work
to appear on the list.
•
Min TP Ins Est – Enter the minimum dollar amount the patient’s total treatment plan insurance
estimate must be equal to or exceed to appear on the list.
•
Procedure Code – Enter a range of procedure codes. Only patients with the specified procedures in
their treatment plans will appear on the list.
•
Next Appt – Use the Dated From and To fields to specify a date range. Only patients with scheduled
appointments within the date range appear on the list.
•
Appt Reason – If you select All, Easy Dental includes patients regardless of the reason for their
scheduled appointment. If you select With TP, the patient’s next appointment must have at least
one treatment-planned procedure as the reason for the appointment. If you select With REC, the
patient’s next appointment must be attached to Continuing Care for the patient to appear on the list.
If you select Both TP & REC, then the patient’s next appointment must be attached to Continuing
Care and have at least one treatment plan reason.
•
Appt Type – If you select All, Easy Dental lists all patients regardless of the type of their next
scheduled appointment. If you select one or more items, patients must have the selected Appointment
Type(s) for their next appointment to appear on the list.
•
Unscheduled Appts – If you select All, Easy Dental lists all patients regardless of whether or not
they have an unscheduled appointment. If you select With an Unsched Appt, patients must have an
unscheduled appointment to appear on the list. If you select Without an Unsched Appt is selected,
patients cannot have an unscheduled appointment to appear on the list.
•
Patient Age – Use the From and To fields to specify a starting and ending age for patients. Only
patients within the specified patient age range appear on the list.
•
Patient Status – Patient Status lets you exclude non-patients and inactive patients from the list. Select
the statuses you want to appear on the list. If you want all statuses to appear, select All.
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Contacts – If you select Previous Entry Before, you must enter a date. Patients appear on the list
if their last manual Contacts entry is dated before the date entered, or they do not have an existing
Contacts entry.
•
Insurance Coverage – If you select All, Easy Dental includes patients regardless of whether or not
they have insurance coverage. If you select No Insurance, Easy Dental lists only patients with no
insurance coverage. If you select Primary Insurance, Easy Dental lists only patients with a primary
dental insurance carrier. If you select Secondary Insurance, Easy Dental lists only patients with
secondary dental coverage. If you select Primary w/o Secondary, Easy Dental lists only patients with
a primary dental carrier and no secondary carrier. You can select more than one item at a time by
pressing the CTRL key and clicking each item.
•
For Patients with Primary/Secondary Dental Insurance – In these sections you can specify:
• Benefit Renewal – In the From and To fields, enter a range of months. A patient’s primary
insurance benefits must renew in the month range to appear on the list.
• Min Benefit Rem – Enter the minimum dollar amount that the patient must have in remaining
insurance benefits for the year to appear on the list.
• Insurance Carrier – In the From and To fields, enter a range of insurance carriers. Patients must
be covered by a carrier within the specified range to appear on the list.
•
Show Totals – Select to display a Totals row at the bottom of the list. For each column displayed,
Easy Dental adds an item that displays the total for that column.
Note: If the list does not include patients you expect to see, you probably added a filter that excluded
those patients. Re-check your filter selections to be sure you only selected your most essential options.
2. To determine what information for the selected patients you want to display, click Show Columns.
The Show Columns dialog box appears.
3. Use the Add and Remove buttons to specify which columns to display in the list.
Note: Columns that appear under Show these columns in this order will appear in the Treatment
Manager list when you click OK. For descriptions of these columns, see the “Setting up columns”
information in the Easy Dental Help.
4.Click OK to save your column options and return to the Treatment Manager View dialog box.
5.Click OK to save your view settings.
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All patients who meet your selected criteria appear in the Easy Dental Treatment Manager window.
Tip: To sort the list, click the column headings you want to sort by. To automatically resize columns to fit the
data in that column, double-click the right edge of the column heading you want to resize. To resize columns
manually, drag the right edge of the column heading.
Contacting Patients
Once you have generated a list of patients who need to be contacted, Easy Dental can assist you in contacting
a patient in any of the following three ways: phone calls, letters, and e-mail messages. Options for contacting
patients in the Treatment Manager list are available on the Treatment Manager toolbar. For more information
on contacting patients, the Treatment Manager toolbar, and using Treatment Manager, see the Treatment
Manager information in the Easy Dental Help.
Collections Manager
The Collections Manager gives you easy access to collection information so you can better manage your
practice’s account receivables. Based on criteria you specify, the Collections Manager displays a list of accounts
that need to be contacted. From this list, you have access to all information for the account, including aged
balance, payment information, Contacts entries, insurance estimates, and so forth.
Having this information readily available will help you to determine how you want to contact the patient: a
letter, phone call, or e-mail message. To make collections even simpler, the Collections Manager can merge a
letter, dial a phone number, or open a new e-mail message.
Once you contact the patient, you can easily make notes regarding the contact, set up a Payment Agreement,
or change a Billing Type. Pulling all of this information and functionality into one window makes the
collections process smoother, more efficient, and more productive.
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Starting the Collections Manager
You can start the Collections Manager from the Reports module.
To start the Collections Manager
1. From the Reports toolbar, click the Collections Manager button.
The Collections Manager View dialog box appears.
2. Set a view for the Collections Manager, or click OK to accept the default view.
The Collections Manager window appears.
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Setting up a Collections Manager View
Before you begin using the Collections Manager, you must first set up a view. Using the Collections Manager
View dialog box, you can filter certain accounts so that only the accounts you want to contact appear. Once
you selected your view options, you can choose what account information you want displayed in the list.
To set up the Collections Manager view
1. After starting the Collections Manager, use the following options in the Collections Manager View
dialog box to filter the accounts so you view only those that meet the criteria you are interested in.
• Select Guarantor – Use the From and To fields to filter the list alphabetically by specifying a range of
names. This option is useful if you have a very large patient database and want to limit the list size. You
can work one week on the A – J names, and the next week you can work on the K – S names, and so on.
•
Select Billing Type – Use to select the billing types you want to view. By default, all billing types
appear on the list. To select only certain billing types, press the CTRL key while clicking each billing
type you want to include (up to 10).
• Select Provider – Use to select the primary provider for the accounts you want to view. To select
certain providers, press the CTRL key and click each provider you want to include (up to 10). Only
patients with the selected provider appear on the list.
• Min. Balance – To exclude accounts with a balance under a certain amount, enter the amount in
the Min. Balance text field. Any accounts with a balance less than the amount you specify will be
excluded from the list.
• Last Pmt Before – You can exclude guarantors who are making regular payments toward their
account balance from the list. To filter the list by a last payment date, select Last Pmt Before. Next,
enter the last date a payment could have been posted to allow the account to be excluded from the list
(for example, if you are allowing guarantors 30 days to make a payment, then set the date to be one
month previous to the current date).
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• If Not Billed Since – You can exclude accounts that have recently received a billing statement from
the list. To do this, select If Not Billed Since. Next, enter the last date an account could have received
a billing statement to allow the account to be excluded from the list (for example, if you only want
to include accounts that have received a billing statement over two weeks ago, set the date to be two
weeks previous to the current date).
• Last Visit Before – You can exclude accounts with patients you have seen recently. To use this filter,
select Last Visit Before. Next, enter the last date a family member could have been seen to allow the
account to be excluded from the list.
• Previous Contact Entry Before – You can exclude accounts based on the last manual entry in the
Contacts module. To use this filter, select Previous Contact Entry Before. Next, enter the last date
the guarantor could have a manual Contacts entry to be excluded from the list. (Contacts entries with
a future date are not considered.)
• Skip Accounts With Claim Pending – If you choose to wait for insurance to pay before collecting
from an account, you may want to use this option. When you select Skip Accounts With Claim
Pending, Easy Dental excludes accounts that have outstanding insurance claims as long as the
guarantor portion of the balance is less than the specified amount in the If Patient Portion Less
Than text field. The default amount is 20.00, but you can enter a different amount.
• Select # of Pmts Missed – To include accounts that have missed a certain number of payments
toward their Payment Agreement, select the desired number of payments.
• Minimum Days Past Due – To filter accounts based on the oldest aged balance, select the number of
days past due the account must be in order to appear on the list.
• Ins Min Days Past Due – To filter accounts based on the age of outstanding insurance claims, select
the number of days under Ins Min Days Past Due. If you use this filter, Easy Dental only includes
accounts that have outstanding insurance claims aged according to the selection.
• For Payment Agreement (PA) & Future Due Payment Plans (FD) – If you select All, Easy Dental
includes all accounts regardless of whether or not you set up a Payment Agreement or Future Due
Payment Plan. To limit the list to only view certain types of accounts, select the filters you want in the
For Payment Agreement (PA) & Future Due Payment Plans (FD) pane. Easy Dental includes an
account only if it matches at least one of the selected criteria.
2. To determine what information for the selected patients you want to display, click Show Columns.
The Show Columns dialog box appears.
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3. Click the Add and Remove buttons to specify which columns to display in the list.
Note: Columns that appear under Show these columns in this order will appear in the Collections
Manager list when you click OK. For descriptions of these columns, see the “Setting up columns”
information in the Easy Dental Help.
4.Click OK to save your column options and return to the Collections Manager View dialog box.
5.Click OK to save your view settings.
All patients who meet your selected criteria now appear in the Collections Manager window.
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Tip: To sort the list, click the column headings you want to sort by. To manually re-size columns, drag the
right edge of the column heading.
Contacting Patients
Once you have generated a list of patients who need to be contacted, Easy Dental can assist you in contacting
a patient in any of the following three ways: phone calls, letters, and e-mail messages. Options for contacting
patients in the Collections Manager list are available on the Collections Manager toolbar. For more
information on contacting patients, the Collections Manager toolbar, and using Collections Manager, see the
Collections Manager information in the Easy Dental Help.
Lab Case Manager
Tracking lab cases in Easy Dental is easy with the Lab Case Manager. The Lab Case Manager is directly linked
to the Schedule module and allows you to create a case for the patient, ship it to the lab, and track its progress.
Starting the Lab Case Manager
The Lab Case Manager is accessed from the Schedule or Chart module. To open the Lab Case Manager, click
the Lab Case Manager button located on the Schedule or Chart module toolbar.
You can open the Lab Case Manager from the Schedule or Chart module.
To open the Lab Case Manager
On the Schedule or Chart module toolbar, click the Lab Case Manager button.
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The Lab Case Manager Window
The Lab Case Manager window includes a menu bar and two toolbars.
The main toolbar across the top of the window contains buttons that are found in other Easy Dental modules:
The Case List toolbar down the left side of the window contains buttons specific to the Lab Case Manager:
• New Case – Click to create a new lab case.
• Edit Case – Click to edit an existing case.
• Receive Case – Click to make a record of a case being received from the lab.
• Finish Case – Click to record all the information about a case and finish the case.
• Delete Case – Click to delete the selected case.
• Attach Appointment – Click to attach an appointment to the selected case.
• Send Selected Lab Case(s) Via Web – Click to send the selected case(s) to a lab electronically.
• Send All Unsent Lab Case(s) Via Web – Click to send all cases that have not been sent electronically.
• Case Pickup Request – Click to request a pickup from an online lab.
• DDX – Click to connect to the DDX website.
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Setting up the Lab Case Manager
You should complete several setup options before using the Lab Case Manager to send and receive lab cases.
The setup options allow you to customize the view, shipping method, shade guides, lab treatment categories,
enclosures, custom notes, and lab to meet the needs of your office. For information on setting up the Lab
Case Manager options, see the Lab Case Manager Setup information in the Easy Dental Help.
Creating a Lab Case
To create a new lab case in the Lab Case Manager
1. From the Lab Case Manager toolbar, click the New Case button.
2. In the Select Patient dialog box, select the patient for whom you are preparing a lab case, and then click OK.
The New Case dialog box appears with the patient’s name in the title bar.
2. Use the following options in the New Case dialog box to create the lab case:
• Create Date – Displays the current date by default. Click the down arrow to change the date.
• Provider – If the case is attached to an appointment, the provider for the appointment will be selected.
If there is not an attached appointment, the provider defaults to the patient’s primary provider
selected in his or her family in the Patients module. Click the search button to change the provider.
• Category – Select the lab treatment category you want to assign this case. For information on setting
up a category, see “Setting up lab treatment categories” and related topics in the Easy Dental Help.
•
Procedure Information – Click the search button, select the appropriate procedure codes or codes to
attach to the lab case, and then click Close.
• Shades – Click to select shade information for the attached procedure code. The Shade Information
dialog box appears, showing six anterior teeth. For more information, see “Setting up shade guides
and shades” in the Easy Dental Help.
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• Case Notes – Type any case notes you want to include (or click Custom Notes to set up or select a
custom case note).
Tip: You can add a new line when entering a case note by pressing the CTRL key and ENTER.
•
Enclosures – Select the enclosures you need. For information on adding an enclosure, see “Adding
lab case enclosures” in the Easy Dental Help.
• Lab – Select the lab where the case will be sent. For information on adding a lab, see “Setting up
labs” in the Easy Dental Help.
• Sent Date – Enter the date you will send the case to the lab. The date is blank by default.
• Try In – Select to indicate a “try-in” lab case.
• Emergency – Select if the lab case is an emergency situation.
• Call Doctor – Select to flag notifying the doctor regarding the case.
• Shipping Method – If you have selected a Lab, use the Shipping Method to select the shipping
method you will use to send the lab case. For information on shipping methods, see “Setting up
shipping methods” in the Easy Dental Help.
• Shipping Tracking Number – Enter the shipping tracking number in this field for reference.
• Shipping Cost – Enter the cost to ship the lab case.
• Lab Assigned Case # – Enter the case number from the lab. If it is an Internet lab, Easy Dental
enters the Lab Assigned Case # automatically when the lab is sent electronically.
• Receive from Lab Date – Select the date when the case should be back from the lab. If it is an
Internet lab, Easy Dental enters the date automatically when the case is sent electronically.
•
Next Lab Appointment Information – This shows the patient’s next appointment date and time.
If there is more than one appointment, click Change Appt and select the correct appointment
associated with this lab case.
• Print Case – Select to print the case upon closing.
• Send Online – Select to send the case electronically upon closing.
•
Attachments – If you have documents stored in the Documents module that you want to attach,
click Attachments to select a patient’s image that you want to include with the lab case.
3.Click OK to save the new case.
Sending a Lab Case Electronically to DDX
To send it electronically, you must set up the lab attached to the case with DDX and have a valid user name
and password attached. The practice must receive a valid user name and password from a lab participating
with DDX in order to send a case electronically. Labs can register at www.labnetonline.com. You can search
for an affiliated lab using the Search DDX button in the New Lab dialog box when you set up the lab (for
more information, see “Sending lab cases electronically using DDX” in the Easy Dental Help). You need to
contact the lab to obtain a user name and password.
To send cases electronically
1. In the Lab Case Manager window, select the cases that you want to send electronically.
Note: Only cases that are attached to an Internet lab with a user name and password can be sent electronically.
2.Click Send Selected to send the selected cases over the Internet.
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Requesting Case Pickup
To have a case pickup request sent electronically to an Internet lab
1. Click the Case Pickup Request button on the Lab Case Manager toolbar.
The Case Pickup Request dialog box appears.
2.Under Request Case Pickup from, select the lab that you want to send the request to.
3.Click Request Pickup to send a request to the selected lab to have a courier pick up the case.
If the lab receives the request, “Lab has Received the Request” appears. If the lab did not receive the
request, “Lab Not Connected to the Internet” appears.
Receiving Lab Cases
When a case has been returned from the lab, you can record this in the Lab Case Manager.
To receive a lab case
1. Select the outstanding lab case in the Case List pane and click the Receive Case button on the Lab Case
Manager toolbar.
The Receive Case dialog box appears.
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2. Use the following options in the Receive Case dialog box to record the lab case details:
• Received Date – This defaults to the current date. You can type or select a new date from the calendar.
• Received By – Select the provider who received the lab case.
• Received from Method – Select the shipping method used.
• Lab Fee – Specify any lab fees for this case. (The lab fee is added to the running balance.)
• Lab Assigned Case – Specify the case number assigned by the lab.
• Enclosure(s) Sent/Received – In these two fields, specify any enclosures that were sent and/or
received with the lab case.
• Case Note Date – Use these options to include a note about the lab case. You can use the Note Date
to specify the date the note was added. Click Insert Dateline to include the date in the note. You can
either type your note or click Custom Notes to attach a predefined note to the case.
• Case Status – If you received the case but it is not yet finished, select Receive Case. If the case is
finished, select Finish Case. If you need to return the case to the lab for more work, select Return
Case to Lab.
Tip: To finish a case, from the Edit menu, click Finish Case. The Receive Case dialog box appears
with the Finish Case option selected.
3.Click OK.
Attaching Appointments to Lab Cases
You can easily attach existing appointments to a case from the Lab Case Manager. Sometimes it may
be necessary to attach multiple appointments to a case before any work is completed to ensure that the
appointments will already be scheduled for a certain time frame.
To attach appointments
1. Select the desired lab case in the Lab Case Manager.
2. Click the Attach Appt button.
The Attach Appointments dialog box appears, listing all appointments for the patient that have not been
set complete.
3. Select the appointments that you want to attach to the lab case.
4.Click OK to save the attached appointments with the lab case.
For more information about the Lab Case Manager, see Lab Case Manager in the Easy Dental Help.
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Contacts
The Contacts module acts as a contact manager for your office. All correspondence and contacts made with a
patient can be recorded and tracked. Like a journal of your daily activities, the Contacts module has two main
functions: to keep a record of past events and to log reminders of future events.
Letters, billing statements, appointments, payment plan notes, and payments will be automatically entered.
You can input manual entries, such as reminders, phone calls, or miscellaneous notes. Each contact type is
represented by a different symbol.
You can open the Contacts module by clicking the Contacts icon on the Easy Dental toolbar.
The Contacts Module Window
The Contacts module consists of a toolbar, entry list, and information viewing area.
Changing View Filters
To customize what types of entries are displayed in the Contacts module
1. From the Contacts module toolbar, click the View Filters button.
The View Filters dialog box appears.
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2. Select the Contact Entry Types that you want to display or select the All Contact Entry Types
option. You can view the following Contact Entry Types: Appointments (purged and scheduled),
Billing Statements, Broken Appointments, EZWeb Communications, EZWeb Eligibility Requests,
EZWeb Referrals, EZWeb Uploads, Financing Requests, HIPAA Privacy, Insurance Payments, Letters,
Miscellaneous, Patient Payments, Payment Plan Notes, Phone Calls, and Reminders.
3. Select the Providers and Staff members you want to view or select For All Prov/Staff.
4. To only display items after a certain date, type the desired date in the Entries Dated After field.
5. To save the options selected as the default viewing options, select Save as Default.
6.Click OK to save your settings and return to the Contacts module.
Adding a Manual Entry
To add a manual entry
1. Click the Add Contact button.
The Add Contact Entry dialog box appears.
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2. From the Type list, select the appropriate type.
• Phone Call – Use if you are making a phone call to a patient. Record information regarding the
conversation.
• Reminder – Use with a future date to remind the office about a contact with a patient.
• Miscellaneous – Use for any other contact with the patient for which you want to keep a record.
• HIPAA Privacy – Use to track patient information disclosure history, and to track other privacy
related notes for patients, providers, staff, and referrals.
3. Click the Prov/Staff search button and then select the provider or staff member to be assigned to this
Contact type.
4. Type a short description for the contact entry in the Description box.
5. Type a comprehensive description for the contact entry in the Note box.
6. If desired, you can change the date of the contact entry.
7. If desired, you can change the time of Phone Call and Miscellaneous contact entries. Type the correct time.
8.Click OK to save your changes and return to the Contacts module.
For information on viewing, filtering, adding, editing, and deleting Contacts information, see the Contacts
information in the Easy Dental Help.
Time Clock
Using the Easy Dental Time Clock, office employees can punch in and out for their shifts to record the time
they work. The Time Clock also provides reports containing information on hours worked and wages earned.
After you install Easy Dental and reboot your computer, a new icon appears in the notification area of the
Windows taskbar (located in the lower right corner of your Windows Desktop).
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To open the Time Clock
Right-click the Time Clock icon to display a menu with three options:
•
Employee Clock In/Out – Lets employees clock in and out.
•
Setup Time Clock – Lets you configure the Time Clock options.
•
Close Time Clock – Closes the Time Clock. (You can restart it from the Start menu by pointing to All
Programs > Easy Dental and clicking Time Clock.)
The following sections will explain how to set up and use the Time Clock module.
Setting up the Time Clock
You must set up each employee in the Time Clock individually, including entering the regular and overtime pay.
To set up the Time Clock
1. Right-click the Time Clock icon in the notification area of the Windows taskbar, and click Setup Time
Clock.
The Time Clock Setup dialog box appears.
Note: If passwords are enabled, the user must have password rights to “Time Clock, Setup” to access the
Time Clock Setup dialog box.
2. Use the options in the Time Clock Setup dialog box to set up the time clock options for an employee:
•
Select Employee – Select the employee that you want to set up. All providers and staff members that
you added in the Practice Resource Setup dialog box appear in the list.
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•
Auto Punch Out Settings – Select one of the following options:
• Do Not Use Auto Punch Out – This option requires an employee to punch out each day. If an
employee forgets to punch out, Easy Dental calculates all hours.
• Auto Punch Out Time – This option allows you to select a time that Easy Dental will
automatically clock out for the employee. Set the appropriate time in the field provided.
• Regular Pay – Select one of the following options:
• Salary (Annual) – Select this option if the employee is paid a salary or annual amount. Enter the
annual amount in the Annual Pay Rate field.
• Hourly – Select this option if the employee is paid by the hour. Enter the hourly rate in the
Hourly Pay Rate field.
• Overtime Pay – Choose one of the following options:
• Do Not Calculate Overtime – Select this option if you do not want Easy Dental to
automatically calculate overtime hours and wages.
• % of Pay Rate – Select this option and enter a percentage to have Easy Dental automatically
calculate overtime hours and wages. For example, if you pay an employee “time and a half ”
for overtime hours worked, you enter 150%. When you use this option, you need to enter the
number of hours in the workweek (for example, 40). Easy Dental considers hours worked beyond
that as overtime.
Note: The percentage of pay rate must be between 100 and 1000. A valid workweek must be
between 0 and 168. If you enter an invalid figure in either of these fields, a blinking red arrow
appears. This indicator remains until you enter a valid number.
3.Click OK to save your changes and exit. Or, select another employee, and from the message box, click Yes
to save your changes and set up the next employee.
Clocking In/Out
If you are using passwords in the office, each employee will need rights to “Time Clock, Clock In/Out” to
clock in or out. It is recommended that you assign “Verify user before access” status to this option so that each
employee will be required to enter his or her password to clock in and out. For more information, see “Setting
up passwords” in the Easy Dental Help.
To clock in and out
1. Right-click the Time Clock icon in the notification area of the Windows taskbar, and click Employee
Clock In/Out.
The Select Employee dialog box appears.
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2. Select the employee.
3.Click OK.
The Time Clock dialog box for the selected employee appears.
4.The Current tab displays the current date, current user ID, last punch, and the current time. If the
last punch was to “clock out,” then the button is labeled “Clock In.” If the last punch was a “clock in,”
the button is labeled “Clock Out.” Click the Clock In or Clock Out button and record any notes if
necessary.
For more information on using the Time Clock, see the Time Clock information in the Easy Dental Help.
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Quick Letters
Easy Dental makes it easy to merge information from your patient database into letter templates created in
Microsoft Word. You can choose from twelve pre-defined letter templates or customize one in Microsoft Word
to better represent the image your office wants to project. And, if Easy Dental does not have a letter for what
you are trying to do, you can create your own custom Quick Letter.
Note: To use Quick Letters, you must have a legally licensed version of Microsoft Word and be familiar with
its use and merge functions. Easy Dental integrates with the latest versions of Microsoft Word. For information
on which versions of Microsoft Word are supported, refer to the Easy Dental System Requirements document.
To merge a letter for a patient
1. From most Easy Dental modules, with a patient selected, click the Quick Letters button on the toolbar.
The Quick Letters dialog box appears.
2. From the list, select the letter you want to merge. Or, to add other letters to the list, click New.
Note: For information on adding Quick Letters, see “Adding letters to Quick Letters” in the Easy Dental
Help.
3. Do one of the following:
• To create and print the letter without reviewing it, click Print.
Easy Dental opens Word, merges the letter, prints the letter, and then closes the letter.
• To create and review the letter prior to printing it, click Build/View.
Easy Dental opens Word and merges the letter. Once the letter has been successfully merged, make
any changes and then click Print.
4. After the letter prints, close it.
From the Microsoft Word menu bar, select File, then Close. A message box appears and asks if you want
to save the changes. Click No. (If you click Yes, all merge code information is replaced.)
5. From the Microsoft Word menu bar, select File, and then Exit to exit Microsoft Word.
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Note: After the letter prints, Easy Dental automatically adds an entry in the Contacts module, indicating
that a letter has been sent to the patient.
For more information about Quick Letters, see the Quick Letters information in the Easy Dental Help.
Quick Labels
Quick Labels allows you to quickly print a variety of labels for the selected patient.
To print a Quick Label
1. From most Easy Dental modules, with a patient selected, click the Quick Labels button on the toolbar.
The Quick Labels dialog box appears.
2. Select the label you want to print. Following is a description of each label:
•
Patient Mailing Label – Prints a mailing label for the currently selected patient.
• Guarantor Mailing Label – Prints a mailing label for the currently selected patient’s head of house.
• Patient Chart Label – Prints a chart label for the currently selected patient, including his or her
name, chart number, home phone, work phone, and address.
• Abbreviated Chart Label – Prints a chart label for the currently selected patient, including his or her
name, SS#, date of birth, first visit date, chart number, home phone, and work phone.
• Patient Name Chart Label – Prints a chart label containing the currently selected patient’s name.
• Detailed Chart Label – Prints a chart label for the currently selected patient, including his or her name
(in large, bold letters), SS#, date of birth, primary provider, chart number, first visit date, marital status,
gender, address, home phone, work phone, employer, primary insurance, and secondary insurance.
• Primary Dental Insurance Label – Prints a mailing label addressed to the patient’s primary dental
insurance company.
• Appointment Reminder Label – Prints a reminder label listing the patient’s next appointment date
and time.
Note: The insurance labels will only be listed if the patient has that particular insurance set up in the
Patients module.
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Chapter 11: Other Features
3. To print the selected label to the label printer click Print.
For more information about Quick Labels, see the Quick Labels information in the Easy Dental Help.
Send Message
Easy Dental’s Send Message tool allows you to easily create electronic mail messages for patients.
Note: To use the Send Message tool, you need Internet access and an e-mail software program installed. Your
selected e-mail software program should support MAPI function calls. Programs such as Microsoft Exchange,
Eudora, and Netscape Messenger meet this requirement.
To send an e-mail message
1. From most Easy Dental modules, with a patient selected, click the Send Message button.
Easy Dental attempts to open your e-mail program, which may take a few seconds. If an e-mail address
has been added for the patient in the Patients module, the patient’s e-mail address is automatically added
in the To line. If no e-mail address has been added for the patient, you must enter the address.
2. Write the text of your message and click Send.
EasyWeb Toolbar
The EasyWeb toolbar connects your Easy Dental practice management software with web-based eServices
tools, making it easy for you and your patients to interact with Easy Dental via the Internet.
To open the EasyWeb toolbar
Click the EasyWeb button located in any of the Easy Dental modules.
The EasyWeb toolbar appears and provides access to the following tools and options:
Easy Dental Web – Opens your default Internet browser and connects to the Easy Dental website.
Web Site Manager – Helps you build and manage a website for your practice, check statistics about
your website, manage your eCentral account, and administer patient account access.
Insurance Manager – Lets you log in to eCentral, where you can use the Insurance Manager tools
to manage insurance claims you have sent electronically, view reports about the electronic claims you
have sent, and view claim statistics.
Patient Eligibility – Lets you log in to eCentral, where you can search for patient insurance
eligibility.
Communication Manager – Helps you set up correspondence templates, create and view patient
surveys, manage correspondence you have sent, create a patient newsletter, send and view referrals,
and view your practice statistics.
Referral Manager – Lets you log in to eCentral where you can send electronic referrals to other
dental professionals and collect referrals patients send to your practice. Once you have sent referrals,
you can track the professional referrals sent, professional referrals received, and patient referrals
received. You can also edit the e-mail message that will be sent to referred patients.
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281
Settings – Lets you configure the following settings:
•
WebSync Wizard – Helps you set up the WebSync options that synchronize your Easy Dental
data with your web-based eServices so you can transfer information between Easy Dental and
your eCentral website.
•
EasyWeb Updates – Connects to the Internet and checks for updates to the EasyWeb toolbar.
If updates are available, the EasyWeb Toolbar Update dialog box appears and shows you
information about the new version of the EasyWeb Toolbar. You can either download the
update immediately or be reminded to download later.
•
Patient Setup – Displays the Patient Settings dialog box where you can update correspondence
information for your patients, specify patient preferences for correspondence from your practice,
record a web consent date, and set a password to access the information via the web.
•
Referral Setup – Displays the Select Referred To dialog box, where you can set up the
providers to whom you will be sending referrals.
Upload – Lets you configure various upload options that govern how you upload information to the web.
EasyWebSync – Lets you configure the following settings:
•
WebSync – The WebSync contains a list of options that can be performed (or not) during the
WebSync, depending on your selections.
•
Process Patient Imports – Patients can submit information to your practice website. You will
not see this information in your Easy Dental system until that information has been imported
through a WebSync. Occasionally, you may need to import patient information at a time other
than when you normally run the WebSync. In these cases, you can use the Process Patient
Imports option to import patient information.
•
Correspondence Upload – Using eCentral, you can send appointment reminders to your
patients via letters, postcards, e-mail, or text messages. When you run the WebSync, all
correspondence is sent to all patients who meet the correspondence criteria. When you run
a Correspondence Upload, you can exclude certain patients from the upload or only upload
certain types of correspondence.
Supplies – Connects you to Henry Schein Dental, where you can order dental and office supplies
using Henry Schein’s supplies online ordering system.
Patient Financing – Lets you set up patient financing, so patients can make online payments
through your eCentral website. Patient Financing allows you to set up payment and adjustment
types for online payments and enter your merchant number for patient financing.
Continuing Education – Opens a web page where you can learn about various opportunities for
continuing education in dentistry.
Leasing – Opens a web page where you can apply for leasing to obtain equipment for your practice.
You can customize the EasyWeb Toolbar to meet your needs. For more information about using the EasyWeb
Toolbar and eCentral, see the EasyWeb information in the Easy Dental Help and the eCentral Help.
Easy Dental Add-ons
The following products and packages are available as add-ons or integrated technologies for Easy Dental:
• eTrans – eTrans simplifies the insurance claim process so you get paid faster by allowing you to submit
insurance claims to your payors electronically. For more information, refer to the eTrans for Easy Dental
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Chapter 11: Other Features
User’s Guide available in the Easy Dental Resource Center.
• QuickBill – QuickBill automates mailing billing statements. Through QuickBill, you can send statements
to a clearinghouse where they are professionally printed, folded, and mailed. For more information, refer
to the QuickBill for Easy Dental User’s Guide available in the Easy Dental Resource Center.
• eBackUp – eBackUp allows you to back up your practice’s and patients’ data online automatically. For
more information, refer to the eBackUp for Easy Dental Backup Recommendations available in the Easy
Dental Resource Center.
• PowerPay – PowerPay lets you process credit and debit cards from within Easy Dental. You can authorize
a charge and post the payment directly to the Accounts module. For more information, refer to the
PowerPay Installation Guide (available in the Easy Dental Resource Center) and the PowerPay Help.
• Guru – Guru is a patient education software program that integrates with the Easy Dental Chart.
Note: For information on using any of these products, consult the user’s guide or Help provided with that
product. For information on obtaining any of the products listed here, contact Henry Schein at 1-800-8246375, or visit www.easydental.com.
Easy Dental 11.2 User’s Guide
Index
283
Index
A
account notes 204
account reports 228
accounts
adding family members 49
adding new family 46
Accounts module
printing reports 191
setting up 17
toolbar 158
transaction log 160
viewing account detail 160
window 158
ADA forms 231
adjustments, entering 166
adjustment types 30
alerts 105
viewing 105
appointment reasons 31
appointments
adding to the ASAP List 98
breaking 95
finding 93
finding available times 83, 112
list 91
managing 93
moving 94
rescheduling 96
scheduling 86
setting complete 89
Appointments List 91
appointment types 106
ASAP List 92
Audit Trail Report 232
automatic chart numbers 35
B
backing up the database 42
Batch Processor 223
deleting reports 225
previewing reports 224
printing reports 223
refreshing 226
billing statements 229
billing types
setting up 31
C
Chart 115
graphic chart 118
printing dental 129
procedure buttons 118
procedure category buttons 118
status buttons 119
toolbar 116
window 116
chart numbering 35
claims
changing information 173
creating primary 171
creating secondary 188
diagnosis block 181
editing 181
estimate information block 178
including attachments with 176
Easy Dental 11.2 User’s Guide
284Index
information block 175
insurance claim status block 178
insurance plan note block 179
payment information block 178
procedure information block 178
provider information block 174
remarks for unusual services 180
subscriber information block 173
clinical notes 128
Collections Manager
contacting patients 266
overview 261
setting up the view 263
starting 262
Contacts module
adding a manual entry 273
changing view filters 272
overview 272
window overview 272
conversion 7
customer support 3
D
database
backing up 42
with eBackUp 282
converting 7
tutor 3
data conversion 7
DDX 269
defaults
for operatories 16
for providers 15
for the practice 33
for the practice schedule 14
dental diagnostic codes
setting up 25
dentition
changing views 126
diagnostic codes
attaching to treatment plans 151
diagnostic cross codes
setting up 26
digital camera 243
discounts, entering 167
documentation 1
printed manuals 2
documents
importing
from a digital camera 243
from a file 244
from a scanner 241
from Windows Clipboard 245
Documents module
document types 239
preferences 240
setting up 239
window overview 238
Easy Dental 11.2 User’s Guide
E
Easy Checkout
setting up options 19
Easy Day Planning 106
activating 111
Easy Dental
backing up
with eBackUp 282
customer support 3
documentation 1
overview 6
Resource Center 2
starting 9
training 3
website 2
EasyWeb toolbar 280
eBackUp 282
eDex 250
adding categories 251
adding contacts 250
employers 216
assigning to patients 57
changing 58
joining 216
purging 218
estimates 152
estimator 130
toolbar 131
eTrans 281
events 89
examinations
periodontal 141
comparing 145
saving 144
explosion codes
setting up 27
F
family relationships
managing 50
fee schedules 214
files
purging exported 232
finance charges
applying 206
entering 167
future due payment plans
creating 202
processing 209
G
Guru 282
H
Help 1, 2
Hover window 80
Index
285
I
installation guide 1
insurance 218
assigning to non-subscribers 65
assigning to subscribers 63
benefits used 191
changing carrier information 66
clearing coverage 68
creating batch claims 236
deductibles met 191
entering new plans 60
joining carriers 219
processing claims 171
purging carriers 221
purging used benefits 222
working with 59
L
Lab Case Manager
starting 266
window overview 267
lab cases
attaching appointments to 271
creating 268
receiving 270
requesting pickup 270
sending with DDX 269
late charges
applying automatically 208
entering 167
letters 234
merging 234
logging in 37
M
management reports 227
medical alerts 52
month end 205
running update 206
N
notes
adding clinical 128
entering procedure 127
viewing 105
O
operatory closures 89
operatory defaults 16
P
passwords
changing and clearing 38
enabling 38
setting up 37
patient alerts
creating 252
opening 252
suspending 254
viewing 254
patient information
transferring 7
patient list reports 229
patient notes 54
entering 55
report, printing 55
patient pictures
importing 244
opening 53
patient route slips 101
patients
adding new with appointments 49
archiving 73
reactivating 74
referring 72
searching for archived 51
selecting 50
Patients module 43
family member list 45
information blocks 44
toolbar 44
window 44
payment plans
creating 199
creating future due 202
processing future due 209
payments
deleting insurance 190
entering 163
entering batch 193
entering batch insurance 195
entering insurance 183
itemizing batch insurance 198
posting partial insurance 186
searching for 192
payment types 32
Perio Chart
data entry controls 137
navigation controls 136
script settings 139
toolbar 134
tooth indicator controls 136
window overview 133
perio reports 145
PowerPay 282
practice defaults 33
practice definitions 29
editing 30
practice hours 102
practice information 10
practice resources
setting up 9
Easy Dental 11.2 User’s Guide
286Index
practice schedule defaults 14
practice schedules 102
prescriptions 255
pre-treatment estimates 152
printed manuals 2
printers
setting up 36
printing
documents 247
patient route slips 101
perio reports 145
the Documents List 247
the Schedule View 99
procedure codes
customizing 108
setting up 22
procedure notes 127
procedures
deleting completed 125
invalidating in history 125
posting 161
progress notes 119
provider defaults 15
providers
vacation days 104
S
Q
T
QuickBill 282
Quick Labels 279
Quick Letters 278
tax and discount types 17
taxes, entering 167
time blocks 109
Time Clock 274
clocking in/out 276
toolbars
Accounts module 158
Chart module 116
EasyWeb 280
estimator 131
Patients module 44
Perio Chart 134
Schedule module 78
training 3
transactions
editing 169
invalidating history 170
transferring
patient information 7
treatment
adding with procedure category buttons 121
deleting 122
editing 122
editing in history 124
entering using procedure buttons 120
Treatment Manager
contacting patients 261
overview 257
setting up the view 259
starting 257
R
recall
appointment types 20
assigning 68
status 32
reference reports 226
referrals
assigning 70
entering patient 70
release guide 1
reports 226
account 228
deleting 225
management 227
patient list 229
previewing 224
printing 223
reference 226
Reports module
Batch Processor 212
setting up 20
toolbar 212
window 212
rescheduling appointments 96
Resource Center 2
Easy Dental 11.2 User’s Guide
scanning documents 241
Schedule Clipboard 81
schedule lists 91
Schedule module
date bar 80
day search buttons 80
provider tracking columns 80
setting up 14
toolbar 78
views
changing 83
setting custom 81
view toolbar 80
window 78
scripts
Perio Chart 139
security rights 40
Send Message 280
Social Security numbers
hiding 34
starting Easy Dental 9
surface painting 124
system requirements 1
Index
287
Treatment Plans
attaching diagnostic codes 151
entering 149
window overview 148
tutor database 3
U
Unscheduled List 93
user rights 37, 40
user’s guide 2
V
vacation days 104
views, changing 83
Easy Dental 11.2 User’s Guide
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