Practice Management Software

Transcription

1 Study Guide Practice Management Software By Nadean Aragon and Sheri Gonzales

2 About the Authors Nadean Aragon received a master of science degree in computer science from Colorado Technical University. She has worked in various areas in the publishing world. She has ghostwritten several white papers regarding the establishment of policies and objectives, and authored technical manuals and documents for the Missile Defense Agency, Northrop Grumman, Lockheed Martin, ITT, and L-3 Communications. She also has 12 years experience teaching and writing courseware for Kaplan College, National American University, College America, and IBM. She s currently working at ITT industries as a system architect on the SENSOR project. Sheri Gonzales graduated with a bachelor of arts in psychology and a master of arts in community counseling at the University of Colorado at Colorado Springs. She has nine years experience teaching and authoring courseware for Computer Generated Solutions, IBM, Kaplan College, National American University, and College America. Currently, Ms. Gonzales is a technical trainer for large computer companies throughout the country, including IBM.

3 In this study guide, you ll learn how you can use the Practice- Web Dental Software program in a real work environment to help you complete your day-to-day tasks. You ll get a chance to practice a number of important commands such as scheduling appointments, adding and deleting patients, managing accounts, entering procedures and treatment plans, importing images, and creating and tracking employee hours. At the end of this study guide, you should have a clear understanding of how to work with the Practice-Web Dental Software program. When you complete this study guide, you ll be able to Schedule and view appointments Arrange payment plans Create insurance claims Create a Perio Chart Scan and view images Manage patients accounts Create and edit employee information Use different features of a Time Card Send an e-claim Preview Remember to check your student portal regularly. Your instructor may post additional resources that you can access to enhance your learning experience. iii

4 INSTALL INSTRUCTIONS 1 APPOINTMENTS MODULE 7 Create and Edit an Appointment 7 View an Appointment 12 Create a New View 15 Edit an Existing View 19 Find an Appointment 20 Delete and Unschedule an Appointment 21 Additional Information 22 ACCOUNT MODULE 25 Patient Payments and Split Patient Payments 25 Edit/Delete Payments 28 Create a Procedure 30 View and Print a Procedure Code List 31 Create an Insurance Claim 32 Add Insurance 33 Add a Carrier 35 Insurance Payments and Split Insurance Payments 38 CHART AND IMAGES MODULES 42 The Perio Chart 42 Adding Numbers 43 Types of Rows 44 Additional Information and Printing a Chart 44 Chartable Treatment 45 Images Module 47 Scanning an Image 47 View Images in the Chart Module 48 Making Medical Notes 48 Contents v

5 MANAGE MODULE 52 Enter and Edit Employee Information 52 Time Clock Clock In/Out 53 View Time Card 54 Create a Task 54 Create a Task List 56 Claim Status 57 Send and Print Claims 57 Set Up ClaimConnect as Default 58 Mark Claims Sent 60 SELF-CHECK ANSWERS 63 vi Contents

6 Practice Management Software INSTALL INSTRUCTIONS To begin the installation, please open a browser on your computer and go to Click on pw-dental.zip. In the dialog box, click Open. Depending on the speed of your computer, this may take awhile. When the software has downloaded, you ll see the icon as shown in Figure 1. Double-click on the icon. FIGURE 1 Practice Web Dental Icon 1

7 Click Run in the next dialog box (Figure 2). FIGURE 2 Click Run. Click Finish in the InstallAware Wizard dialog box (Figure 2A). FIGURE 2A Click Finish. The PW Dental Installer appears as in Figure 3. Click Install. 2 Practice Management Software

8 FIGURE 3 The PW Dental Installer A dialog box will appear as in Figure 4. You ll be asked to turn off the firewalls on your PC before clicking OK. FIGURE 4 Turn off firewalls before continuing. Practice Management Software 3

9 If you ve never turned off your firewall, go to your Control Panel and double-click Windows Firewall (Figure 5). FIGURE 5 Open Windows Firewall (Note: The view shown here is in the Vista interface. The icons in Windows XP will appear slightly different.) Then, in the Windows Firewall window, click Change Settings as shown in Figure 6. Click Continue if Windows asks for your permission. FIGURE 6 Change Windows Firewall Settings 4 Practice Management Software

10 Select the Off option and then click OK as shown in Figure 7. Minimize the Windows Firewall window. FIGURE 7 Turn off firewall settings. Return to the box shown in Figure 4 and click OK. You ll be directed to the My SQL Server 5.0-Setup Wizard. Follow the setup prompts using the options recommended for typical use. When you see the MySQL.com Sign Up (Figure 8), click on the circle next to Skip Sign-Up and then click Next. FIGURE 8 You won t create a MySQL.com account. Practice Management Software 5

11 A dialog box will appear regarding configuring My SQL. Uncheck that box (Figure 9). FIGURE 9 You won t configure the MySQL server. FIGURE 10 Practice- Web Dental Icon Click Finish to exit the wizard. When the installation is complete, remember to turn your firewall back on. Maximize the Windows Firewall window, click Change Settings, click in the On circle, and click OK. Click OK on any dialog boxes if they appear. Now, open Practice-Web Dental if you closed it. Vista users: Right-click the Practice-Web Dental icon (Figure 10) on your desktop and click Run as Administrator. Then click Allow. When the Choose Database screen appears, click OK. Note: A backup reminder screen may appear. Check the settings you would use for backing up your files and click OK. If you re not sure, select the first option for each question. 6 Practice Management Software

12 APPOINTMENTS MODULE In this assignment you ll work with the Appointments module to create, edit, find, and remove appointments. You ll also learn how to create and edit a new view. Create and Edit an Appointment An account for a patient must be created before an appointment can be scheduled. To quickly add a new patient or search for an existing patient, complete the following steps: Step 1: In the main Practice-Web Dental Software screen, click the Select Patient icon located on the left under the menu bar (Figure 11). The Select Patient screen will open. FIGURE 11 Select Patient Icon Step 2: On the right side of the Select Patient screen under the Search by: option, enter the new patient s information: Last Name: Gonzales First Name: Diego Home Phone: Address: 8282 Dental Way City: Orlando State: FL SSN: Then click Add Pt, located under the Add New Family: option (Figure 12). (You may receive a message Trial version: maximum 30 patients allowed. Click OK.) FIGURE 12 Entry of the New Patient s Information Practice Management Software 7

13 The Edit Patient Information screen will open. Step 3: Enter the following information in the Edit Patient Information screen as shown in Figure 13. Birthdate: 01/20/1984 SS#: Medicaid ID: Employer: Bright House Work Phone: (303) Home Phone: Address: 8282 Dental Way City: Orlando ST: FL Zip: Click OK. The Appointments for Gonzales, Diego screen will open. FIGURE 13 Edit Patient Information 8 Practice Management Software

14 Step 4: Click the Make/Find Appt button (Figure 14). The Appointments for Gonzales, Diego screen will open. FIGURE 14 Make/Find Appt Button Step 5: Click Create New Appt. Practice Management Software 9

15 Step 6: Update the following information and click OK as shown in Figure 15. FIGURE 15 Edit Appointment for Gonzales, Diego Treatment Plan: Comp Exam (If it reads code not found, click OK.) Appointment Note: Call work phone. In the main screen, notice a box with the name Gonzales, Diego highlighted under the calendar in the right panel. 10 Practice Management Software

16 Step 6: Search and choose an appointment date in the calendar (Figure 16). FIGURE 16 Searching through the Calendar Step 7: Click and drag the highlighted patient info to the time slot 1:10 PM (Figure 17). If a dialog box asks if you want to move the appointment, click OK. Feel free to create new patients to give yourself practice. Practice Management Software 11

17 FIGURE 17 Appointment Moved to the 1:10 PM Slot View an Appointment There are several ways to view appointments. You can check for daily appointments by selecting the Appts module on the left in the main screen. You can now view the daily schedule. Calendar View The calendar allows you to scroll from day to day, week to week, and even month to month to search for or to schedule an appointment. Figure 18 displays an example of a patient named Diego Gonzales who is scheduled for an Operatory 1 appointment for March 17th at 1:10 PM. An operatory is a package/set of different procedures. 12 Practice Management Software

18 FIGURE 18 Appointment for Diego Gonzales Appointment View An appointment view allows you to look at the different operatories that may be scheduled for a day or week. An operatory can be created or hidden, but it can t be deleted. Operatories can be assigned to a Clinic, Dentist (Provider), and Hygienist (Provider). An appointment placed in an operatory will automatically be assigned to use the same Clinic, Dentist, and Hygienist. To view the different types of appointment views, select Setup on the menu bar and choose Appointment Views. Click the Add button in the Appointment Views screen (Figure 19). After clicking the Add button, you ll be in the Appointment View Edit screen (Figure 20). Practice Management Software 13

19 FIGURE 19 Add Button in Appointment Views Screen FIGURE 20 Appointment View Edit Screen 14 Practice Management Software

20 Create a New View To create a new view, complete the following steps: Step 1: Step 2: Step 3: Step 4: Step 5: In the Appointment View Edit screen, type the name of the new view in the Description field. (You won t type a name in right now; you ll go through the steps below.) In the View Operatories list, select an operatory. To select multiple operatories, hold down the Ctrl key on your keyboard while clicking the operatories that are to be linked to this new view. In the View Providers list, select a provider. To select multiple providers, hold the Ctrl key down on your keyboard while clicking multiple providers that are to be linked to this new view. To add items to the Rows Displayed, click on the desired item from the Available Rows list and then click on the left arrow button. Repeat this action until you have all the items needed. Each item in the Rows Displayed list can have its own color. To assign a color to an item, double-click on the item and select a color. Then click the OK button. You d click the OK button to finish creating your new view, but for now, go to the next steps. Complete the following steps to practice creating a new view: Step 1: Step 2: Step 3: In the description field, type Practice. Select Operatory 1 and Operatory 2. (Note: To select both options, first select Operatory 1, hold down the Ctrl key, and then select Operatory 2.) Both Operatories should be highlighted. In the View Providers choose BJ - JONES, BOB. Practice Management Software 15

21 Step 4: In the Available Rows list, select PatientName and click the left arrow to move that option to the Rows Displayed list. Repeat this action for the HmPhone, WirelessPhone, and WkPhone options. (When adding multiple options from the Available Rows list to the Rows displayed list, you must select and move each one individually.) Step 5: Click OK (Figure 21). FIGURE 21 Practice Appointment View Edit Screen 16 Practice Management Software

22 Your new view will be added to the appointment view options as shown in Figure 22. Click OK. FIGURE 22 New Appointment View Practice Management Software 17

23 Click OK. You can view appointments in the Practice view or any other views in the main screen. In the View option under the Search button on the right side, click the down arrow and select Practice (Figure 23). FIGURE 23 New Practice View 18 Practice Management Software

24 Edit an Existing View To edit an existing appointment view, select Setup on the menu bar and choose Appointment Views. Choose the desired edit under the Views. For this exercise, double-click Practice. Step 1: In the Rows Displayed box, add ChartNumber, Procs, and Note. Remove WirelessPhone by selecting it and clicking the right arrow (Figure 24). FIGURE 24 Add and Remove from Practice View Step 2: Click OK and then OK. The Practice View can now be viewed in the main screen. Practice Management Software 19

25 Find an Appointment To find an appointment, you can search by name. Click on the Select Patient icon as shown in Figure 11. The Select Patient screen will open. Under the Search by: option, enter Gonzales in the Last Name space provided and click OK. Select the 3/17/2009 (or whatever date you entered) appointment and position your cursor over the appointment (Figure 25). FIGURE 25 The Appointment for Diego Gonzales 20 Practice Management Software

26 To view an appointment by date, simply scroll through the calendar using the arrows located by the month, the Today button, and the Week button (Figure 26). To view appointments for March 17th, use the arrows to select the March 17th date. Click the Today button to return to the current date. FIGURE 26 Arrows to Search by Date Delete and Unschedule an Appointment There are several ways to delete and unschedule an appointment. Scroll to the March 17th date, move your mouse to Mr. Gonzales appointment at 1:10 PM, and right-click. A menu will open with several different options. (Note: Don t actually delete the appointment as you may continue to use it. If you were to actually delete Mr. Gonzales appointment, you would select the Delete option. You can also click on Mr. Gonzales appointment and click the Delete icon (a red X), located above the Waiting Room area (Figure 27). In both cases, a dialog box will pop up asking if you want to delete the appointment. Click OK. Practice Management Software 21

27 FIGURE 27 Unschedule and Delete Options Additional Information To add a family member, click on the Family module located below the Appts module on the left. Then click on the Add icon. The Edit Patient Information box appears. Add the appropriate information and click OK. Now, take a few moments to review what you ve learned by completing Self-Check Practice Management Software

28 Self-Check 1 At the end of each section of Practice Management Software, you ll be asked to pause and check your understanding of what you ve just read by completing a Self-Check exercise. Answering these questions will help you review what you ve studied so far. Please complete Self-Check 1 now. 1. To make an appointment for a patient, click the button on your toolbar. a. New File c. Select Patient b. Scissors d. Save As 2. Which of the following must you have to create an appointment? a. An appointment opening a month in advance b. An open database c. The patient s Social Security number d. An existing patient 3. What is an operatory? a. A package of different procedures b. A set of difference types of teeth grades c. An operation that the dentist performs d. A term used for dental examinations 4. An operatory will automatically assign a for an appointment. a. date c. view b. patient d. dentist 5. Which of the following actions will allow you to view the calendar? a. Clicking on the Calendar button b. Selecting Date on the menu bar and clicking on the calendar c. Selecting View on the menu bar and clicking on the calendar d. Going to the main screen to view 6. To quickly view an appointment on the main page, click a. Lists on the menu bar and choose View. b. Tools below the Search button. c. the down arrow below the Search button. d. the Appts button and choose View. (Continued) Practice Management Software 23

29 Self-Check 1 7. One way to find an appointment is to search by a. date. c. family member. b. dentist. d. view. 8. When finishing editing a new view, click a. OK. c. Done. b. Exit. d. Create New View. 9. To add a family member, click the a. Lists option on the menu bar. c. Setup option on the menu bar. b. Account module. d. Family module. 10. To create a patient quickly, click the a. Setup option on the menu bar. c. File option. b. Select Patient icon. d. Create New Patient icon. Check your answers with those on page Practice Management Software

30 ACCOUNT MODULE In this assignment you ll work with the Account module. You ll learn how to create, edit, and delete patient payments; add an insurance claim; add a carrier; create split payments; create a procedure; and print the procedure codes. After completing this lesson, you should have a good understanding of how to utilize the Account module to organize payments and claims. Patient Payments and Split Patient Payments The Practice-Web Dental Software program allows payments to be entered by total amount or by procedure. All payments are tracked as claim procedures, whether they re itemized as part of an existing dental procedure or entered as a completely separate total payment. To view and make a payment, complete the following steps: Step 1: Step 2: In the main screen, select the Account module located below the Family module on the left. Choose a patient by clicking on the Select Patient icon down arrow (upper left side). Choose Gonzales, Diego s account you created earlier. Click the Payment button located beneath the Select Patient button. The Payment dialog screen will open. This screen describes the total amount of payment that can be made by check, credit card, or cash. In this case, Mr. Gonzales is making a split payment. A split payment allows Payment Type options of Check, Ins. Check, Credit Card, or Cash. Mr. Gonzales will be paying $25.00 by Check and $20.00 by Credit Card. Important: Split payments must add up to the total payment. For this exercise, the split payments will add up to $ Practice Management Software 25

31 Step 3: Enter the following information in the corresponding fields as in Figure 28: Amount: Payment Type: Check Note: Patient is making a split payment Check Credit Card FIGURE 28 Payment Screen Step 4: Click on the Add Split button (Figure 28). The Edit Payment Split screen will open. Step 5: Add the following information: Amount: Step 6: Click OK. You ll be back in the Payment screen and the first split payment will be added. 26 Practice Management Software

32 Step 7: Select the Credit Card option in the Payment Type box and choose the Add Split button. Add the following information: Amount: Step 8: Click OK. The second split payment will be added. Both payments should now be added, and it s imperative that the split totals match the total amount of payment (Figure 29). FIGURE 29 Payment Screen Showing Splits Step 9: Click OK. The Patient Account screen will open, and the payment has been added as shown in Figure 30. Practice Management Software 27

33 FIGURE 30 Payment Has Been Added Edit/Delete Payments To edit a payment, complete the following steps: Step 1: Click the Account module and choose the Select Patient drop-down menu. Step 2: Select Gonzales, Diego to open the Patient Account screen. Double-click in the Payment Information field as shown in Figure Practice Management Software

34 Double-click here. FIGURE 31 Payment Information Screen The Payment screen will open. In this screen, you can add, delete, or edit a payment. To delete a payment, you must select a field and simply click on the Delete button. For this exercise, you ll edit the following fields: Amount: Note: Credit Card Step 3: To update the information, double-click on the Amount field showing (Figure 32). Update the following information: Amount: Click OK. Step 4: The Payment screen will open with the new information. Click OK. The new information will be updated in the Patient Account screen. Practice Management Software 29

35 Double-click here. FIGURE 32 Double-Click in the Amount Field Create a Procedure Before you can create a claim, a procedure must be selected. To create a procedure, complete the following steps: Step 1: Step 2: Step 3: Click on the Appts module and click the Select Patient icon. In the Select Patient screen, choose Gonzales, Diego. Click OK. The Appointments for Gonzales, Diego screen will open. Click Make/Find Appt in the right panel and then click Create New Appt in the Appointments screen. The Edit Appointment screen will open. In the Status area, click on the down arrow and select Complete. 30 Practice Management Software

36 Important: For billing purposes, remember to change the status of a patient once the procedures have been performed. The trial version doesn t allow you to add procedures, however; you would do so by clicking items in the panel as shown in Figure 33. Step 4: Click OK. View and Print a Procedure Code List It s a good idea to view or have a copy of the procedure codes. To view and print a copy of the procedure list, complete the following steps: FIGURE 33 Procedures List Step 1: Click Reports on the menu bar. A Reports screen will open. Under the Lists category, choose Procedure Codes (Figure 34). FIGURE 34 Select Procedure Codes Step 2: Once the Procedure Codes Report screen is open, choose Standard and select the Categories option. Click OK. The report view will open with Query View, Print, and Export options (Figure 35). Step 3: Click Close and Close again. Practice Management Software 31

37 FIGURE 35 Report View Create an Insurance Claim The Account module is where you create an insurance claim. The following list describes several types of claims: Single claim This claim can be created for all unsent procedures regardless of the date of service. Dual-coverage claim Both claims are automatically created at the same time. Primary claim This claim has status over the secondary claim. Secondary claim This claim is kept on hold status in the patient s account until the primary-claim payment is received. Once the primary-claim payment is received, you can send the secondary claim. 32 Practice Management Software

38 You can create an insurance claim only if the patient has insurance. If you try and create a claim for a patient who doesn t have insurance, an error message will display, saying Patient does not have insurance. You ll have to click OK and add insurance. Add Insurance To add insurance, complete the following steps: Step 1: Click on the Family module. Step 2: In the Select Patient drop-down menu, choose Gonzales, Diego. The Patient Information screen will open. Step 3: Click the Add Insurance button at the top as shown in Figure 36. FIGURE 36 Patient Information Screen Practice Management Software 33

39 A popup box will ask if the patient is a subscriber; click Yes. The Edit Insurance Plan Information screen will open. Step 4: Add the following information as shown in Figure 37. Note: A drop-down menu may appear showing the information to be input. If you click on the information, the following information will be automatically filled in. If not, then you ll enter the information. Carrier: Blue Cross Of California Phone: Address: P.O. Box 9066 City, ST, Zip: Oxnard, CA, Electronic ID: FIGURE 37 Edit Insurance Screen with New Information 34 Practice Management Software

40 Step 5: Click OK. The insurance plan has been added as shown in Figure 38. FIGURE 38 Insurance Plan Added Add a Carrier Practice-Web Dental Software has a database that stores information for various insurance carriers. This explains why a drop-down list of addresses appeared when you started entering the Blue Cross information in the Carrier field. For this exercise, you ll add a new Carrier by clicking Lists on the menu bar and choosing Insurance Carriers. This will open the Carriers screen (Figure 39). This list of carriers may become important for you or a patient. Practice Management Software 35

41 FIGURE 39 List of Carriers To add a new carrier, complete the following steps: Step 1: Open the Carriers screen and click the Add button. The Edit Carrier screen will open. Add the following information as shown in Figure 40: Carrier Name: TEST Dental Carrier Phone: (444) Address: 444 Dental Way City, ST, Zip: Cheraw, CO, Step 2: Click OK. You can see the new carrier has been added to the list (Figure 41). Step 3: Click Close. 36 Practice Management Software

42 FIGURE 40 Edit Carrier Screen FIGURE 41 New Carrier Practice Management Software 37

43 Insurance Payments and Split Insurance Payments When working with insurance companies, it s not unusual for an insurance company to send one check to cover all patients insurance claims along with an EOB (Explanation of Benefits). Practice-Web Dental Software is set up to first accept payment for each individual patient and then create an insurance check to include all split payments. Payments can be entered by total amount or itemized by procedure. To view the different types of payment options, complete the following steps: Step 1: Step 2: Step 3: Open the Account module. Click the Select Patient icon, select Gonzales, Diego and click OK. You d click the procedure in the Description field; however, this feature is disabled in the trial version. You would then click the New Claim button (Note: Do not click on the down arrow.) This won t work in the trial version, but note where this button is (Figure 42). The Edit Claim window will appear. In the full version, you would proceed with the following steps: Step 4: On the right side, under the Enter Payment section, there are three payment buttons: Total, By Procedure, and Supplemental. Click Total. The Edit Claim Procedure window will open. Step 5: In the Remarks from EOB section, enter the following: This is my exercise. In the Claim info section, enter in the Insurance Paid field. Click OK. 38 Practice Management Software

44 FIGURE 42 Choosing a Claim Procedure If the Insurance Paid is less than the Insurance Estimate, you may want to write off the insurance remainder. In the Write Off field, enter the amount that s to be written off. In the Remarks field, enter remarks as needed. Repeat this process until all the splits have been made for all the patients that are listed on the EOB. The claim will automatically be updated. Now, take a few moments to review what you ve learned by completing Self-Check 2. Practice Management Software 39

45 Self-Check 2 1. EOB stands for which of the following? a. Estimation of Bill b. Exploratory Operational B Type c. Estimation of Benefits d. Explanation of Benefits 2. What are the four types of insurance claims? a. First-, second-, third-, and fourth-degree claims b. Independent, primary, secondary, and corporate claims c. Single, dual, primary, and secondary claims d. Self, spouse, children, and other claims 3. A/An may send one check for multiple patients. a. dentist c. insurance company b. patient d. EOB 4. By which method(s) can the total amount of a payment be made? a. Cash, Credit Card, or Check b. Lotto ticket, Cash, or IOU c. Insurance claim, Cash, or Check d. Insurance claim only 5. How do you get into the account module? a. You must select New Account on the menu bar. b. You must select the Account icon on the toolbar. c. You must select the Account icon on the left side of page. d. You must select the Next module on the left side of page. 6. Claims that are created at the same time are classified as coverage. a. single c. dual b. primary d. secondary (Continued) 40 Practice Management Software

46 Self-Check 2 7. A split payment can be paid with a. a check and a credit card. c. check only. b. cash and an IOU. d. IOU only. 8. Which of the following is true concerning the status of a primary claim? a. It has status of unsent. b. It has status of hold. c. It has status over the secondary. d. It has status of final. 9. To add a new carrier, you ll click on a. Setup. c. Tools. b. File. d. Lists. 10. Payments can be entered by total amount or by procedure. a. split c. created b. itemized d. set up Check your answers with those on page 63. Practice Management Software 41

47 CHART AND IMAGES MODULES In this assignment you ll work with the Chart and Images modules. You ll create an exam, create a chart, edit a chart, print a chart, and scan and print an image. After completing this lesson, you should have a good understanding of how to document exams and record treatment using the Chart and Images modules. The Perio Chart Before you can add data to the Perio Chart, you must create an exam. Each exam has its own line in each of the four sections: Plaque, Calculus, Bleeding, and Suppuration. There may be measurements from previous exams, to help distinguish them from the current exam. The previous exams will appear slightly greyer in color so you can easily see which numbers are for the current exam. In this exercise, you ll open a Perio Chart and create an exam so you can enter data into the Perio Chart. Step 1: In the main screen, open the Chart module located on the left below the Treat Plan module. Step 2: Double-click on the Select Patient icon and select Gonzales, Diego. Click OK. Step 3: Open the Perio Chart screen by clicking on the Perio Chart button located under the menu bar. Step 4: Create an exam by clicking on the Add button located in the upper left corner. The exam has been added inside the Exams textbox and added to the Perio Chart. This will allow you to enter numbers that represent the probing depths. Each plaque, calculus, bleeding, and suppuration number will be entered in the same row with each tooth labeled from Practice Management Software

48 Each item can be customized by clicking on the colored box that represents plaque, calculus, bleeding, and suppuration. Once a color is selected, the colored dots will appear above each probing number. There are two ways you can add color to an item. You can use the color buttons located to the right of your screen or you can use the buttons on your keyboard. Plaque = p Calculus = c Bleeding = space or b Suppuration = s You can add color to an item while adding the probing depths or you can add them separately. If the colors are entered at the same time as the probing depths, you would enter depth first and then color; for instance, 5-bleeding. Since the probing depth comes first, the cursor will already have advanced to the next cell. If the cell you re in is empty, then the item on the previous probing entry has been entered. Adding Numbers There are two ways you can enter probing depths. You can use either your keyboard or the number pad located on the upper right of your screen next to the Perio Chart. Numbers Greater than Nine. Using the number pad, click the number 10 button followed by the second digit. For example, to enter the number 12, choose the number 10 button on the number pad, followed by the number 2. Checkbox. Click the Three at a time button above the number pad to enter multiple plaque, calculus, gingival margins, or any other measurements that tend to be the same for the entire tooth. Edit option. With the Three at a time option checked, the Backspace key deletes three numbers at a time, and editing an existing entry will overwrite three at a time. When you re done, be sure to uncheck the Three at a time option so that you can edit values individually. Practice Management Software 43

49 Types of Rows As you can see, the Perio Chart has several rows that contain the following dental terms: Probing This row contains the date of the exam and depth of each tooth. Muco Gingival Junction (MGJ) This row is for measurements of the mucogingival junction, where the attached gingiva ends and the alveolar mucosa begins. Gingival Margin (Ging Marg) This row displays gingival margins that imply negative values (known as recession). There s no mechanism yet to enter a positive gingival margin (hyperplasia). CAL (Clinical Attachment Level) This row automatically calculates Probing + Gingival Margin. You can t edit this function. Furcation (Furc) Values in this row range from 0 3 degrees according to how the furcation can be probed. Mobility This row allows one number that indicates the extent of the tooth s mobility. The value for each tooth can be entered only in the middle cell. Additional Information and Printing a Chart On the right-hand side is a button used to recalculate the four index percentages. There are typically 6 sites per tooth and 32 teeth, for a total of 192 possible sites. But if any teeth are marked skipped, then those sites are considered to be unavailable and are excluded from the calculation. To mark a tooth as missing, click the Missing Teeth tab, select the tooth, and click Missing. Practice entering the information on the first 8 teeth as shown in Figure 43. To print a chart, after completing the chart information, click on the Print button located on the lower right of the Perio Chart screen. Then click Close. 44 Practice Management Software

50 FIGURE 43 Chart Information Chartable Treatment To chart treatment, complete the following steps: Step 1: Click on the Chart module, select Gonzales, Diego from the Select Patient icon, and choose the tooth that needs treatment (use 15 for this example). The Enter Treatment tab opens as shown in Figure 44. FIGURE 44 Chartable Treatment Practice Management Software 45

51 Step 2: Select the Complete option. When checking this status, the fee will automatically show on the patient s account. You may encounter the following terms when charting treatment: Treat Plan (Treatment Plan) Work that s recommended but not completed. Exist Cur Prov (Existing Current Provider) Work done prior to installing Practice-Web Dental Software. Exist Other (Existing Other Provider) Work done by another provider. Referred Work that will be done at another office. This status should be changed to Ex Other as soon as the work is completed. Today Checking the Today checkbox allows you to enter the current date or enter a past date. Procedure List This feature allows you to select a procedure from a list. When clicking on a procedure, the procedure will be added inside the Progress Notes. Complete the following steps to gain practice with using the Procedure List: Step 1: Step 2: Step 3: Click on the Procedure List button and in the Crown & Bridge section, then double-click on the Crown-Porcelain Fused to High Noble Metal option. The Procedure Info screen will open. Enter 18 in the Tooth option and select Visit 1 from the Priority list as shown in Figure 45. Click OK. The procedure has been added to the bottom of the Progress Notes. 46 Practice Management Software

52 FIGURE 45 Procedure Info Screen Images Module There are a variety of options when working with the Images module. You can scan, import, and paste documents and images. To view or store an image or document, it must be stored in one of the folders shown in Figure 46. Scanning an Image To scan an image, complete the following steps. (Note: You won t actually access an image because this software is a simulation.) FIGURE 46 Folders Available for Viewing and Storing Practice Management Software 47

53 Step 1: In the main screen, click the Images module on the left below the Chart module. Click on the folder the image will be stored in. Step 2: Click on the appropriate Scan button. You can scan documents, radiographs, or photos as shown in Figure 47. FIGURE 47 Scan Buttons Step 3: Step 4: Select the capture device. Capture the image and then click the Save button. View Images in the Chart Module To view photos and X-rays, the images and X-rays must be present in the BWs, FMXs, Panos, or Photos folder. To view chart images, complete the following steps: Step 1: Step 2: Click on the Chart module and select a patient. At the bottom left side of your screen, there are a series of tabs as shown in Figure 48. Click on the tab for the image you want to see. Clicking on BWs would show the patient s bitewings, etc. FIGURE 48 Tabs Making Medical Notes You can make notes in the Chart module to alert the dentistry personnel of patients existing medical conditions. For example, Mr. Gonzales may have indicated in his medical 48 Practice Management Software

54 history that he s being treated for high blood pressure. You can add a note to Mr. Gonzales chart regarding his blood pressure. Step 1: Click on the Chart module and choose Diego Gonzales from the Select a Patient menu. Step 2: Double-click in the pink Med Urgent text box area on the bottom left side. The medical box appears. Type High Blood Pressure in the box next to Med Urgent (Figure 49). Click OK. You ll see High Blood Pressure in the Chart Module. FIGURE 49 Entering a Medical Note in the Chart Module Now, take a few moments to review what you ve learned by completing Self-Check 3. Practice Management Software 49

55 Self-Check 3 1. The color box of the Perio Chart represents plaque,, bleeding, and suppuration. a. gingivitis c. mucus b. decay d. calculus 2. Skipped teeth are stored with individual exams. a. Radio c. Perio b. Muco d. Fluoro 3. Auto CAL calculates plus gingival margin. a. decay c. plaque b. tartar d. probing 4. C status in charting treatment stands for a. current. c. crown. b. complete. d. caries. 5. There are types of rows on the Perio Chart. a. 2 c. 6 b. 4 d To skip a tooth when entering information in the Perio Chart, click on the a. Skip Teeth button. b. tooth number and click the Space bar. c. tooth number and select Delete. d. Count Teeth button and enter the tooth skipped. 7. There are a total of teeth on the Perio Chart. a. 28 c. 46 b. 32 d To view a patient s chart, click a. File and choose Patient. c. the Select Patient icon. b. the Treat Plan icon. d. the Appts icon. (Continued) 50 Practice Management Software

56 Self-Check 3 9. Which row of the Perio Chart contains the date of the exam? a. Mobility c. Furcation b. Probing d. Gingival Margin 10. The numbers on the Perio Chart represent a. level of suppuration. c. bleeding. b. plaque buildup. d. probing depths. Check your answers with those on page 64. Practice Management Software 51

57 MANAGE MODULE In this assignment you ll work with the Employee Time Clock. You ll learn to add a name to the employee list, clock in/out, view hours, create and edit a task, send and change a claim status. After completing this lesson, you should have a good understanding of how to navigate through the Manage module. Enter and Edit Employee Information You must be set up as an employee in the Employee List to use the time clock. To enter employee information, complete the following steps: Step 1: Step 2: On the menu bar, click Lists and choose Employees. Click on the Add button. Step 3: Enter the following information: Last Name: Aragon First Name: Mary MI: A Step 4: Click OK. Notice the employee has been added as shown in Figure 50. Close the window. To edit employee information, complete the following steps: FIGURE 50 Employee Added 52 Practice Management Software

58 Step 1: On the menu bar, click Lists and choose Employees. Step 2: Double-click on the employee Aragon, Mary. Step 3: Edit the following information: Last Name: Aragon First Name: Nadean MI: A Step 4: Click OK. Close the window. Time Clock Clock In/Out Reminder: An employee must be entered in the Employee List before using the time clock. To clock in or out, complete the following steps: Step 1: In the main screen, click on the Manage module located below the Images module. There will be Daily, Messaging, and Time Clock sections in the new screen. Step 2: Step 3: In the Time Clock section, click on Nadean A Aragon and then click the Clock In button. Notice the status field now reads Working. Click on Nadean A Aragon, select Break, and then click the Clock Out For: button. Notice the status has changed to Break. To clock back in, highlight your name and click on the Clock In button. Also, notice that the Clock Out For: button has a set of FIGURE 51 Clock Out Options Practice Management Software 53

59 options: Home, Lunch, and Break (Figure 51). These are self-explanatory; click on Home when leaving for home, click on Lunch when taking a lunch, and click on Break when taking a break. View Time Card To view a time card, complete the following steps: Step 1: Click the Manage module. Select Nadean A Aragon in the Time Clock section. FIGURE 52 Time Card Step 2: Step 3: Click on the View Timecard button. The TimeCard screen will open. There are several things you can view in this screen such as the Start Date, End Date, Paycheck Date, Breaks, Regular Time, and Overtime as shown in Figure 52. After viewing, click Close. Create a Task In the Manage module screen there s an option that allows you to enter Tasks. There are different types of Tasks: 54 Practice Management Software

60 Repeated Tasks Duplicated tasks found in the Repeating (Setup) tab Ordinary Tasks Regular work-related tasks found in the Main tab Nested Tasks Tasks nested within another task Tasks can be documented by Date, Week, and Month. Also, Tasks can be entered as three types: None, Patient, and Appointment. To open the Tasks screen, complete the following steps: FIGURE 53 Task Screen Step 1: Open the Manage module. In the Daily section, click the Tasks button to open the Tasks screen. If a dialog box appears asking to run a routine, click OK. Step 2: Click on the By Date tab, choose a future date, and click on the Add Task button as shown in Figure 53. Practice Management Software 55

61 Step 3: Enter the following information in the corresponding fields: Description: Call patient to remind him about his appointment. Object Type: Choose Patient. Patient Name: Gonzales, Diego Click OK. Close the Tasks window. Create a Task List To create a Task List, complete the following steps: Step 1: Step 2: Step 3: Open the Manage module and then open the Tasks screen. Click on the Main tab then click on the Add TaskList button on the menu bar. The Task List screen will open. Enter the following information in the corresponding fields: Description: Clean equipment Date Type: Choose Day. Object Type: Choose None. Step 4: Step 5: Click OK. To add a task to the task list, click on the Add Task button on the menu bar. FIGURE 54 Task List with Tasks 56 Practice Management Software

62 Step 6: Enter the following information in the corresponding fields: Description: Clean room Date Type: Choose Day. Object Type: Choose None. Step 7: Step 8: Click OK. Repeat steps 5 and 6 for the task Call Patients. All the tasks should be entered as shown in Figure 54. To edit a task or task lists, you can right-click the task to perform actions like Cut, Copy, Delete, and Edit Properties. You can also mark the task complete by clicking the checkbox next to the task. Step 9: Close the Tasks window. Claim Status You must be in the Account module to create and send an insurance claim. For an insurance plan to show an e-claim or a paper claim, it s important to remember that the Claim Status is set to Waiting to Send. To set the claim status, you d complete the following steps. Note that this feature is not enabled in the trial version, so we ll just list the steps. Step 1: Step 2: Step 3: Step 4: Open the Account module. Click the Select Patient icon and select Gonzales, Diego. Click OK. Double-click on the description of the claim. The Edit Claim screen will open. In the Claim Status field, select Waiting to Send. Click OK. Practice Management Software 57

63 Send and Print Claims To send a claim, you would complete the following steps. Note: this feature is not enabled in the trial. Step 1: Step 2: Step 3: Open the Manage module. In the Daily section, click on the Send Claims button. All claims with the status Waiting to Send will open. To print a claim, you would complete the following steps: Step 1: Step 2: Step 3: Step 4: Highlight the claim you want to send. Click on the Print icon located in the menu bar. All selected paper claims will be printed. To preview a claim before printing, simply select a claim and click on the Preview button. To print multiple claims, hold down the Ctrl key, click on the claims, and click Print. To print a blank ADA form, simply click on the Blank button. Step 5: Close the Send Claims window. Set Up ClaimConnect as Default To set up ClaimConnect as a default, complete the following steps: Step 1: Step 2: Step 3: Click the Setup button on the menu bar and select Clearinghouses. The E-Claims screen will open. Double-click in the ClaimConnect description field located in the sixth row. The Edit Clearinghouse or Direct Carrier screen will open. Fill in the following information as shown in Figure Practice Management Software

64 FIGURE 55 Edit Clearinghouse Screen Description: ClaimConnect Clearinghouse ID: Claim Export Path: C:\ClaimConnect\Upload Format: Choose X12. Comm Bridge: Choose None. Is Default: Click the checkbox. Practice Management Software 59

65 Step 4: Step 5: Click OK. You may get a dialog box asking Export path does not exist. Attempt to recreate? Click OK and OK again. If it s unable to create the folder, click Close as this is a trial version. Click Close in the E-Claims screen. Click OK. Mark Claims Sent To mark a claim Sent, you d complete the following steps: Step 1: Open the Manage module. In the Daily section, you would click the Send Claims button. (There are no claims to send in this trial version.) Step 2: Click on the Send E-Claims button in the menu bar. Important: Before sending claims to ClaimConnect, you must register the account with EDI-Health Group. You can register by going to the address online or calling the phone number below: Web Address: Phone Number: However, because this is a simulation, you won t register the account. Step 3: A message reading Upload Successful appears. Click OK. Step 4: Click Close in the Send Claims screen. Sent claims can be seen in the History window. Now, take a few moments to review what you ve learned by completing Self-Check 4. When you re done with your review, complete the examination. 60 Practice Management Software

66 Self-Check 4 1. One example of a task is a. taking a walk. c. editing an employee. b. calling a patient. d. calling your mom. 2. A task can be entered as a/an a. appointment. c. month. b. dentist. d. payment. 3. To clock in/out, an employee must a. work at least 8 hours a day. b. have the object type set as Employed. c. have a time card. d. be on the Employee List. 4. One type of task is a. nested. c. functional. b. updating. d. multi. 5. A task list can hold how many tasks? a. Four b. Five c. Ten d. As many as the screen can hold 6. To clock out, open the Manage module, a. choose Clock In/Out, select a time, and click Clock Out. b. click on your name, select Home, Lunch, or Break, and click Clock Out. c. click Open Clock, select a time, and click Clock Out. d. choose a time, select Home, Lunch, or Break, and click Clock Out. 7. When clocked in, the status turns to a. Time In. c. Busy. b. Clock In. d. Working. (Continued) Practice Management Software 61

67 Self-Check 4 8. A patient must have to send an e-claim. a. insurance c. family members b. Internet d. images 9. The clock out option allows you to clock out for a. vacations. c. breaks. b. documenting. d. downtime. 10. For an insurance plan to show an e-claim, the claim status is set to a. Sent. c. Incomplete. b. Waiting to Send. d. None. Check your answers with those on page Practice Management Software

68 Self-Check 1 1. c 2. d 3. a 4. d 5. d 6. c 7. a 8. a 9. d 10. b 1. d 2. c 3. c 4. a 5. c 6. c 7. a 8. c 9. d 10. b Self-Check 2 Answers 63

69 Self-Check 3 1. d 2. c 3. d 4. b 5. c 6. a 7. b 8. c 9. b 10. d Self-Check 4 1. b 2. a 3. d 4. a 5. d 6. b 7. d 8. a 9. c 10. b 64 Self-Check Answers