Updating fee schedules

You can update the fee schedules you use to bill patients and insurance for services and products. Changing a fee schedule does not affect procedures that have already been posted or submitted to insurance. However, if you change the fee in a given fee schedule while logged on to any location, not only is the change accessible across the organization, but the procedure code will be updated for the locations that have that fee schedule as their preferred fee schedule.

Notes:

Changing a fee schedule, such as to update the UCR fees or the fees of an insurance plan, does not update the fees that are associated with treatment-planned procedures. You must either edit the fees manually for the procedures in a treatment plan case or delete and re-create the case and procedures.
You can also import fees from a .csv file to update a fee schedule.

To update a fee schedule

On the Settings menu, under Production, click (or tap) Fee Schedules.

The Fee Schedules page opens.

Note: To search for a fee schedule, begin typing part of the name of a fee schedule in the Search for Fee Schedule box, and continue typing as needed to narrow down the list.
Select a fee schedule.

The options for editing the fee schedule become available.
If the fee schedule has multiple versions, select the version that you want to update from the Fee schedule version list. This list is available only if the fee schedule has multiple versions.
Do any of the following as needed:
- Change the name of the fee schedule in the Name of fee schedule box.
- To set the end date for the fee schedule and make a new version of the fee schedule that will become effective after the specified date, do the following:
  1. Click (or tap) Set End Date.
    
    The Set End Date for This Version of the Fee Schedule dialog box appears.
  2. If this is not the first version of the fee schedule, specify the Start date. This box is available only if there is an existing previous version. Changing the start date affects the end date of the previous version.
  3. Specify the End date. The next version will become effective on the day after the specified end date for this version. If there is an existing next version, changing the end date for this version affects the start date of the next version.
  4. Click (or tap) Set & Save. Ignore step 5 unless you are going to make changes to the fees of any version of the fee schedule.
  Notes regarding multiple versions:
  - A procedure with an Other status uses the version of a fee schedule that is effective on the date of the appointment. This affects scheduled production.
  - A procedure with a Tx Plan status uses the version of a fee schedule that is effective on the date of the procedure. This affects scheduled production if the procedure is attached to an appointment.
  - An insurance estimate is determined from the version of a fee schedule that is effective on the service date of the procedure for which the calculation is being made.
  - A write-off is determined from the version of a fee schedule that is effective on the service date of the procedure for which the calculation is being made.
  - The day sheet, aged receivables, and outstanding claims reports determine production from the versions of fee schedules that are effective on the service dates of the procedures being reported on.
- To enable or disable "Paid in Full" procedures for the fee schedule, select or clear the Paid in Full Enabled checkbox. With this checkbox selected, a Paid in Full column is available for the list of procedures.
  
  Note: The selecting of this checkbox is stored in the Audit Log.
- Optionally, to import fees from a .csv file, on the Bulk Edit menu, select Import fees from file.
- To increase or decrease all the fees in the fee schedule by the same amount or percentage, do the following:
  1. On the Bulk Edit menu, select Increase all by.
    
    The Bulk Edit - Increase All dialog box appears.
  2. Enter a positive or negative number (for example, 20 or -20; also, decimals are allowed), and then select $ or %.
  3. Select the Round up resulting values to the nearest dollar checkbox if you want to round up the new fees.
  4. If you are increasing fees, to ignore any current fees with a $0.00 amount (they will stay at $0.00; only non-zero fees will be increased), select the Exclude $0.00 fees from increase checkbox.
  5. Click (or tap) Proceed. The resulting fees appear in the New Fee column.
- For each procedure, do any of the following as needed:
  - In the box in the New Fee column, enter or change the fee that you charge for the procedure.
    
    Note: If this fee schedule is the location's preferred fee schedule, changing the fee of a procedure code here affects the fee for the same procedure code on the location's Procedure Codes page and vice versa.
  - If you do not want to allow an automatic write-off to be posted for the procedure, select the checkbox in the No Write-off column. If you want to allow an automatic write-off to be posted for the procedure, clear the checkbox in the No Write-off column.
    
    Notes:
    - With the No Write-off checkbox selected for the procedure, an automatic write-off can occur for that procedure only if this fee schedule is selected as the Max allowable amount fee schedule for a patient's insurance plan. Also, an automatic write-off cannot occur if a patient's record has a discount plan attached and no insurance coverage is attached.
    - To select or clear every procedure's checkbox (if available) at the same time, select or clear the checkbox at the top of the column.
    - To select the checkboxes of a range of adjacent procedures, select the first checkbox of the range, and then while holding the Shift key, select the last checkbox of the range. All the checkboxes (if available) from the first one to the last one are selected.
    - If the Paid in Full Enabled checkbox is selected for this fee schedule, the No Write-off checkbox for the procedure is available only if the Paid in Full checkbox for the procedure is clear.
  - If the Paid in Full Enabled checkbox is selected for this fee schedule, depending on whether you want the procedure to be marked as a "Paid in Full" procedure or not, select or clear the checkbox in the Paid in Full column.
    
    Notes:
    - With the Paid in Full checkbox selected for the procedure, instead of a patient being responsible for a portion of the charge, anything over the maximum allowed (contracted) rate gets written off. The patient's portion is always $0 for a "Paid in Full" procedure.
    - To select or clear every procedure's checkbox (if available) at the same time, select or clear the checkbox at the top of the column.
    - To select the checkboxes of a range of adjacent procedures, select the first checkbox of the range, and then while holding the Shift key, select the last checkbox of the range. All the checkboxes (if available) from the first one to the last one are selected.
    - The Paid in Full checkbox for the procedure is available only if the No Write-off checkbox for the procedure is clear.
  Tips:
  - To search for a procedure, begin typing a code or description in the Search by code/description box, and continue typing as needed to narrow down the list of procedures.
  - The Hide inactive procedures checkbox is selected by default, so only active procedures are shown. To temporarily show inactive procedures too, clear this checkbox (the checkbox reverts back to being selected the next time you access the Fee Schedules page and select a fee schedule).
Click (or tap) Save.