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Posting procedures

Most of the time, you post treatment in the Patient Chart; and then, when the procedures are completed, they are automatically posted to the Ledger. In some cases, however, you may need to post a procedure (such as an administrative code) directly in the Ledger.

Note: According to your organization's policies and standards, you may be required to enter and edit only administrative codes (such as those for missed or broken appointments) from the Ledger. That being the case, you would have to enter and edit procedure codes related to patient treatment from the Patient Chart.

To post procedures

1.   In the Ledger, with a patient selected, on the Transaction menu, click Enter Procedure. This option is available only if a patient is selected, the selected patient is not archived, and you are not viewing the running balance for all family members.

The Enter Procedure(s) dialog box appears.

2.   By default, the procedure's Date is today's date, but you can change it.

Note: You must have the appropriate security right enabled to back date a transaction to a date in a month that has been closed.

3.   Click the Procedure search button .  The Procedure Codes dialog box appears. Select a procedure code Category to see a list of the corresponding procedure codes. Select the desired procedure code, and then click OK.

Tips:

·        If you know the procedure code that you want to post, you can just type it in the Procedure field.

·        After you add the first procedure, the Procedure field will default to the procedure code entered previously. This is useful when the patient is having several sealants, amalgams, or extractions.

·        The description for the specified procedure appears to the right of the Procedure field.

4.   Other fields will appear if the selected code requires additional treatment information. If required for the procedure code, enter additional treatment information:

·        Tooth - Type the appropriate Tooth number or letter. You can also enter a supernumerary tooth number or letter.

·        Range of Teeth - Type the first tooth number or letter in the range, a dash, and then the last tooth number or letter in the range.

·        Surfaces - Click the Surfaces search button . The Surfaces Selection dialog box appears. Select the applicable treatment areas, and then click OK. If multiple teeth have been entered, the treatment areas you specify will be applied to all those teeth.

Tip: You can quickly enter surface selections by typing the first letters of the surfaces. For example, type MOD in the Surfaces field, to specify the mesial, occlusal, and distal surfaces.

·        Quadrants - Select the appropriate quadrant.

·        Sextants - Select the appropriate sextant.

·        Arch - Select the appropriate arch.

5.   Dentrix Enterprise automatically enters the Amount for the Procedure being posted. But, you can change the amount as needed.

6.   Dentrix Enterprise automatically enters the RVU for the Procedure being posted. But, you can change it as needed.

7.   Set up any of the following options:

·        Encounter # - This option is available only if you enabled a certain global setting. If the field is available, type an encounter number (numeric or alphanumeric, depending on a certain global setting), or select it (if the appropriate global setting is enabled). Also, depending upon a certain global setting, the number may have to be unique for each patient, for each day, or for each patient per day.

·        Clinic - Dentrix Enterprise assigns the clinic that you are currently logged in to as the clinic for the procedure. To change the clinic, click the Clinic search button . In the Select Clinic dialog box that appears, select the desired clinic, and then click OK.

·        Provider - Dentrix Enterprise assigns the selected patient's primary provider as the provider for the procedure. To change the provider, click the Provider search button . In the Select Provider dialog box that appears, type all or part of a provider's ID or Last Name (or leave these fields blank); under Search By, choose whether to search for the provider in the clinic you are currently logged in to, all clinics, or the clinics that have been designated as your clinics; choose whether to search the providers in the clinic setup (of the Office Manager) or in the Appointment Book setup; click the ID/Last Name search button to see matching results; select the desired provider; and then click OK.

·        Chart Status - By default, Completed is selected under Chart Status. Leave this option selected if the procedure has been completed. Select Treatment Plan if the procedure has been treatment-planned.

·        Approval Status - With Treatment Plan selected, you can select an Approval Status. The default selection is None, and this will be the only option if no statuses have been set up in the Practice Definitions.

Notes:

·        You cannot change the approval status once a claim has been created for the procedure or if your Dentrix Enterprise user account does not have the "Approval Status" security right option enabled.

·        When a procedure is completed, the last approval status selected before the procedure was set complete remains selected and appears next to the procedure in the AP column in the Ledger, Ledger-Treatment Plan, and Patient Chart.

·        Do Not Bill to Dental Ins. - If you do not want to include this procedure on an insurance claim, select Do Not Bill to Dental Ins. With this option selected, when a procedure is posted to the Ledger, the Ins column will display an "X" for that procedure, indicating that the patient's insurance will not be billed.

·        Override Proc Flags - Select if you do not want Dentrix Enterprise to automatically correct the procedure code according to the tooth number and surfaces selected. This option is available only if flags for replacement procedure codes have been set up for the treatment area of the selected procedure.

·        Require Start/Completion Date - If the procedure requires a start and completion date, the Require Start/Completion Date check box is selected by default, and the current system date appears in the Start Date and Completion Date fields. To override the requirement this time for the procedure, clear the check box. If the procedure does not require start and completion dates, but you want to require them this time, select the check box, and then leave the current system date in the fields or change them as needed.

Notes:

·        If you select Require Start/Completion Date, you must enter a Start Date.

·        The start and completion dates are used for submitting claims electronically.

·        Modifier - To add a modifier (one or two alphanumeric characters) to the end of the procedure code, enter it.

8.   Click Add to add the procedure to the Procedure List. If any required information is missing or invalid, a message will appear before the procedure is added that prompts you to enter the information.

The Status column of the Procedure List displays the Patient Chart status of the entered procedure. A "C" indicates that the procedure will be posted as a completed procedure and will be displayed in the Ledger and Ledger + History views. A "T" indicates that the procedure will be posted as a treatment-planned procedure and will be displayed in the Ledger-Treatment Plan view. An "X" indicates that the procedure you have entered is a condition and will not be displayed in the Ledger but will be displayed in the Patient Chart.

9.   Repeat steps 3 - 8 for any other procedures that you want to post.

10. To enter a related referral source for this set of procedures, do the following:

a.   Click the Referred search button .

The Select Referred By dialog box appears.

Note: If the list is long, you can filter it by name. In the Enter Name field, type all or part of the referral source name, and then click the search button .

b.  If the desired referral source is not listed, to add one, do the following:

i.   Click New.

The Referral By Information dialog box that appears.

ii.   Set up the following options as needed:

·        Name - Type the Last and First name and MI of the referral source or the referral name in just the Last/Referral Name field.

·        Title - Type a title (if applicable). Do not put a doctor’s credentials in the Title field, as that appears before the doctor’s name; instead, add credentials after the name in the Last/Referral Name field.

·        Specialty - Select the doctor's specialty, or leave [None] selected.

·        Salutation - Type a salutation as you want it to appear on letters you send to the referral source.

·        Non-Person - If the referral is not a person (such as an advertisement), select Non-Person to prevent the referral source from receiving correspondence, gratuity, and so on.

·        ID Number Type - Select an ID Number Type (License Number, UPIN, Federal Tax ID, NPI, or Social Security Num). With an ID Number Type selected, type the referral's ID Number, or leave [None] selected.

·        Address - Type the Street, City, ST, Zip, E-mail, DIRECT E-mail Address (if the referring doctor/specialist has one), Phone number, Ext, Fax number, and any Other applicable contact number for the referral source.

·        Notes - Type any notes or useful information regarding the referral source in the Notes field. You can click the Check Spelling button to check the spelling of the note text (this button is available only if a certain preference setting has been enabled).

iii.  Click OK to save the changes and return to the Select Referred By dialog box.

c.   Select the desired referral source.

d.   Click OK.

e.   From the ID Number Type list, select the type of ID that you want to use for the referral (Federal Tax ID, License Number, NPI, Social Security Number, UPIN, or [None]). The corresponding ID Number appears for your reference.

Note: You can click Remove to remove the related referral from the procedures.

11. When you are finished adding procedures, click OK/Post.

Dentrix Enterprise posts the selected procedures in the Ledger and the Patient Chart.

Note: If a procedure has been completed for a patient and you try to add another completed procedure with the same code for that patient on the same day, a message may appear and ask you to confirm that you want to proceed. Also, if your user account does not have sufficient security rights to complete duplicate procedures, a dialog box appears, and a user with sufficient rights must enter his or her credentials to complete the procedure. The Possible Duplicate Procedure warning message will appear under the following circumstances:

·        When you attempt to post a completed procedure that is not for a specific tooth (for example, a D0274) and that procedure has already been completed for the selected patient on the same day.

·        When you attempt to post a completed procedure for a specific tooth (for example, a D3310 on tooth 7) and that procedure for the same tooth has already been completed for the selected patient on the same day.

·        When you attempt to post a completed procedure with one or more surfaces of a specific tooth (for example, a D2150 on the distal and lingual surfaces of tooth 2) and that procedure for the same surfaces of the same tooth has already been completed for the selected patient on the same day.