Easy Dental 2009 User's Guide

Jan 10, 2017 | Publisher: edocr | Category: How-to & DIY |  | Collection: Manuals | Views: 8 | Likes: 1

727 E. Utah Valley Drive, American Fork, Utah 84003 (800) 824-6375 www.easydental.com User’s Guide Fifth Edition June 2009 Copyright © 1987 – 2009 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 writ- ten permission of Henry Schein, Inc. Licenses and Trademarks © 1987 – 2009 Henry Schein, Inc. Easy Dental, Henry Schein, and the ‘S’ logo are registered trademarks of Henry Schein, Inc. Easy Image is a registered trademark, and exclusively developed by Dexis, LLC. Microsoft is a registered trademark and Excel, Windows, and Word are registered trademarks of Microsoft Corporation; HP-Laserjet is a trademark and HP-Deskjet is a registered trademark of Hewlett-Packard Company. Easy Dental and Microsoft Windows Easy Dental operates in a graphic environment called Microsoft Windows, created by Microsoft Corporation. Microsoft Windows gives a standard look and feel to Easy Dental and all other Windows applications. To run Easy Dental and Microsoft Windows, you need to license and install Microsoft Windows Easy Dental and Microsoft Word for Windows Easy Dental can share its database with Word for Windows, a word processing product created by Microsoft Corpora- tion. To use Easy Dental with Word for Windows, you need to license and install Microsoft Word for Windows. Table of Contents Initial Setup ......................................................................................................................1 Transferring Patient Information .......................................................................................................................1 Starting Easy Dental ...........................................................................................................................................2 Practice Setup .....................................................................................................................................................2 Practice Resource Setup ................................................................................................................................2 Procedure Code Setup ..................................................................................................................................2 Explosion Code Setup ...................................................................................................................................3 Recall Setup .....................................................................................................................................................3 Password Setup ...............................................................................................................................................3 Practice Definitions .........................................................................................................................................3 Dunning Messages .........................................................................................................................................3 Practice Defaults .............................................................................................................................................3 Auto Chart Numbering Setup ......................................................................................................................3 Practice Schedule Setup ................................................................................................................................3 Provider Setup .................................................................................................................................................3 Printer Setup ....................................................................................................................................................4 Chart Module Setup ..........................................................................................................................................4 Accounts Module Setup....................................................................................................................................4 Information Verification .....................................................................................................................................4 Patient Data Entry Considerations ...................................................................................................................4 Option 1 ...........................................................................................................................................................5 Option 2 ...........................................................................................................................................................5 Patients .............................................................................................................................7 The Patients Module Window Areas ...............................................................................................................8 Blocks................................................................................................................................................................8 Toolbar..............................................................................................................................................................8 Family Member List ........................................................................................................................................9 Selecting a Patient .............................................................................................................................................9 Adding a New Family (Account) ....................................................................................................................10 Adding Family Members.................................................................................................................................13 Adding a New Patient with an Appointment ...............................................................................................14 Assigning Medical Alerts .................................................................................................................................15 Assigning Employers .......................................................................................................................................16 Assigning an Employer to a Patient ...........................................................................................................16 Changing a Patient’s Employer ...................................................................................................................17 Assigning Recall ...............................................................................................................................................17 Setting Up Recall for a Patient ....................................................................................................................18 Editing an Existing Recall Type ...................................................................................................................19 Clearing an Existing Recall Type .................................................................................................................20 Working with Dental Insurance ......................................................................................................................21 Entering a New Insurance Plan ...................................................................................................................21 Assigning Insurance (For an Insurance Subscriber) ..................................................................................25 Assigning Insurance (For a Non-Subscriber) .............................................................................................27 Assigning Secondary Insurance (For a Subscriber with Dual Coverage) ..............................................28 Assigning Secondary Insurance (For a Non-Subscriber) .........................................................................29 Changing Insurance Carrier Information ...................................................................................................30 Setting Up Provider IDs ................................................................................................................................31 Opening the Provider ID Setup Dialog ................................................................................................31 Adding a Provider ID ...............................................................................................................................32 Easy Dental 2009 User’s Guide Contents iii Changing a Provider ID ...........................................................................................................................32 Deleting a Provider ID .............................................................................................................................33 Clearing Provider IDs ...............................................................................................................................33 Copying Provider IDs ..............................................................................................................................33 Working With Coverage Tables ..................................................................................................................34 Entering and Editing a Coverage Table ...............................................................................................34 Using Payment Tables ..................................................................................................................................37 Viewing the Payment Table ....................................................................................................................37 Editing the Payment Table......................................................................................................................38 Clearing Insurance Coverage ......................................................................................................................38 Switching Primary and Secondary Coverage ............................................................................................38 Entering Capitation Type Plans ...................................................................................................................38 Option 1 Overview ...................................................................................................................................38 Option 2 Overview ...................................................................................................................................40 Entering Incentive Plans ...............................................................................................................................42 Set up the Subscriber ..............................................................................................................................42 Set Up Dependents .................................................................................................................................43 Deleting Duplicate Insurance Carriers .......................................................................................................44 Working with Patient Notes ............................................................................................................................46 Entering or Editing the Patient’s Notes .....................................................................................................46 Running the Patient Notes Report .............................................................................................................47 Assigning Referrals ...........................................................................................................................................48 Referred By ....................................................................................................................................................48 Entering a Patient Referral ......................................................................................................................48 Entering a Referred by Doctor or Other Listing ..................................................................................49 Adding and Editing Referred By Doctor or Other Listings ................................................................50 Referred To ....................................................................................................................................................51 Entering a Referral to Another Doctor ..................................................................................................51 Adding and Editing Referred To Doctor Listings ................................................................................51 Using Patient Survey ........................................................................................................................................52 Printing a Patient Survey ..............................................................................................................................53 Entering and Editing Patient Survey Responses ......................................................................................53 Using Patient Picture ........................................................................................................................................54 Accessing Patient Picture.............................................................................................................................55 Acquiring Patient Pictures ...........................................................................................................................55 Importing Patient Pictures ...........................................................................................................................56 Using the Patient Picture Copy and Paste Functionality .........................................................................57 Backing Up Patient Pictures ........................................................................................................................57 Using Patient Alerts ..........................................................................................................................................57 Creating a Patient Alert ................................................................................................................................58 Editing a Patient Alert ..................................................................................................................................59 Deleting a Patient Alert ................................................................................................................................59 Suspending Patient Alerts ...........................................................................................................................60 Archiving Patients .............................................................................................................................................60 Archiving a Patient ........................................................................................................................................61 Reactivating a Patient ...................................................................................................................................61 Editing Family Relationships ...........................................................................................................................62 Terms Used ....................................................................................................................................................62 Family Editing Overview ..............................................................................................................................62 Changing a Head-of-House ...................................................................................................................63 Separating or Combining Families ........................................................................................................63 Deleting a Patient .........................................................................................................................................64 Deleting a Family ..........................................................................................................................................65 Handling Unique Family Relations .................................................................................................................65 iv Contents Easy Dental 2009 User’s Guide Chart ...............................................................................................................................69 The Chart Module Window Areas .................................................................................................................70 Toolbar............................................................................................................................................................70 Graphic Chart ................................................................................................................................................70 Procedure Buttons ........................................................................................................................................71 Procedure Category Buttons ......................................................................................................................71 Toolbar Procedure Buttons ..........................................................................................................................71 Status Buttons ...............................................................................................................................................72 Progress Notes ..............................................................................................................................................72 Progress Notes Control Buttons .................................................................................................................72 Setting Up the Chart ........................................................................................................................................73 Setting Up Procedure Buttons ....................................................................................................................73 Setting Up Chart Colors ...............................................................................................................................74 Selecting a Patient ...........................................................................................................................................75 Entering Treatment ..........................................................................................................................................76 Adding Treatment Using Procedure Buttons ............................................................................................76 Adding Treatment Using Procedure Category Buttons ..........................................................................77 Adding Treatment Using Explosion Codes ...............................................................................................79 Editing and Deleting Treatment .....................................................................................................................80 Editing Treatment .........................................................................................................................................80 Editing Treatment in History ........................................................................................................................81 Editing Surface Painting ...............................................................................................................................82 Deleting Treatment-Planned or Existing Procedures ..............................................................................82 Deleting Completed Procedures ...............................................................................................................83 Invalidating Procedures in History ..............................................................................................................83 Editing or Deleting Procedures Attached to Insurance Claims .............................................................84 Changing View Options ..................................................................................................................................84 Viewing Progress Notes by Status ..............................................................................................................84 Viewing Invalidated Conditions or Diagnoses ..........................................................................................85 Viewing Primary Versus Permanent Teeth for all Teeth ...........................................................................85 Viewing Primary Versus Permanent Teeth for Selected Teeth ................................................................85 Using Notes ......................................................................................................................................................86 Understanding Progress Notes...................................................................................................................86 Using Procedure Notes ................................................................................................................................86 Using Clinical Notes .....................................................................................................................................87 Adding and Viewing Clinical Notes ......................................................................................................87 Appending Clinical Notes ......................................................................................................................87 Reviewing Clinical Notes ........................................................................................................................87 Clearing Clinical Notes ...........................................................................................................................88 Copying Clinical Notes to Other Programs .........................................................................................88 Creating Clinical Note Templates...............................................................................................................88 Using Medical Alerts ....................................................................................................................................89 Generating Chart Reports and Printouts ......................................................................................................90 Using Quick Letters ......................................................................................................................................91 Merging a Quick Letter ...........................................................................................................................91 Adding a Letter to Quick Letters ...........................................................................................................92 Removing a Letter from Quick Letters ..................................................................................................93 Using Quick Labels .......................................................................................................................................93 Printing the Dental Chart .............................................................................................................................94 Printing Progress Notes ...............................................................................................................................95 Using Chart Shortcuts and Tips ......................................................................................................................96 Changing Providers ......................................................................................................................................96 Refreshing the Chart .....................................................................................................................................96 Using the Estimator ..........................................................................................................................................97 Easy Dental 2009 User’s Guide Contents v Starting the Estimator ..................................................................................................................................97 Editing Procedures in the Estimator...........................................................................................................98 Working with Treatment Plan Orders .........................................................................................................98 Changing or Assigning the Order of a Procedure ..............................................................................98 Changing the Color of Orders ...............................................................................................................99 Display or Hide Orders..........................................................................................................................100 Deleting Procedures from the Estimator .................................................................................................100 Setting Procedures Complete in the Estimator ......................................................................................100 Updating Fees .............................................................................................................................................101 Setting and Clearing Dental Pre-Estimates.............................................................................................102 Changing the Estimator View ...................................................................................................................102 Printing from the Estimator .......................................................................................................................102 Entering a Default Note .............................................................................................................................103 Using Guru Limited Edition ..........................................................................................................................103 Accessing Guru Limited Edition ...............................................................................................................104 Logging On ............................................................................................................................................104 Managing Users .....................................................................................................................................105 The Guru Limited Edition Window Layout ..............................................................................................106 Viewing the Playlist Content ......................................................................................................................107 Using the Drawing Tools ............................................................................................................................109 Pen Tool ...................................................................................................................................................109 Color Palette ...........................................................................................................................................109 Eraser Tool ..............................................................................................................................................109 Text Tool ..................................................................................................................................................110 Undo or Redo .........................................................................................................................................110 Accessing Patient Records ........................................................................................................................110 Working with Thumbnails ..........................................................................................................................111 Reviewing Thumbnails ..........................................................................................................................111 Saving Thumbnails .................................................................................................................................111 Importing Images .......................................................................................................................................111 Exporting Images ........................................................................................................................................112 Printing Images ...........................................................................................................................................113 Working with Custom Playlists ..................................................................................................................113 Changing Sort Order and Visibility ......................................................................................................114 Creating and Editing Playlists ...............................................................................................................114 Contact and Support Information ............................................................................................................115 Perio Chart ...................................................................................................................117 The Perio Module Window Areas ................................................................................................................117 Data Chart ....................................................................................................................................................118 Tooth Indicator Controls ............................................................................................................................119 Navigation Controls....................................................................................................................................119 Data Entry Controls ....................................................................................................................................119 Setting Up Perio .............................................................................................................................................120 Accessing the Perio Entry Setup Dialog ..................................................................................................120 Configuring Auto Settings .........................................................................................................................121 Setting the Calculation Options ...............................................................................................................121 Setting the Flag Red Limit ........................................................................................................................122 Indicating Script Settings ...........................................................................................................................122 Pre-defined Script 1 ...............................................................................................................................122 Pre-defined Script 2 ...............................................................................................................................122 Pre-defined Script 3 ...............................................................................................................................122 Pre-defined Script 4 ...............................................................................................................................122 Pre-defined Script 5 ...............................................................................................................................123 Pre-defined Script 6 ...............................................................................................................................123 vi Contents Easy Dental 2009 User’s Guide Skipping Teeth with Selected Conditions ...............................................................................................123 Creating an Exam ...........................................................................................................................................123 Entering Perio Measurement Data ...........................................................................................................123 Entering Perio Data Using the Keyboard ................................................................................................125 Entering Diagnostic (Note) Information ..................................................................................................125 Adding Diagnostic Information to Current Exam .............................................................................125 Customizing the Perio Clinical Notes Dialog Defaults .....................................................................126 Changing the Date of an Exam ................................................................................................................127 Changing the Provider for an Exam .........................................................................................................127 Referencing a Perio Screening Score .......................................................................................................127 Referencing Summary Totals .....................................................................................................................128 Saving an Exam ...........................................................................................................................................128 Understanding View Options .......................................................................................................................129 Viewing the Data Chart ..............................................................................................................................129 Comparing Exams ......................................................................................................................................129 Changing Display Options ........................................................................................................................130 Updating Procedures .................................................................................................................................131 Working with Exams ......................................................................................................................................131 Viewing an Existing Exam ..........................................................................................................................131 Deleting an Existing Exam .........................................................................................................................131 Printing Perio Reports ....................................................................................................................................132 Accounts .......................................................................................................................135 The Accounts Module Window Areas ........................................................................................................136 Toolbar..........................................................................................................................................................136 Transaction Log ...........................................................................................................................................137 Account Detail Information .......................................................................................................................137 Editing Billing Types and Account Information ..........................................................................................138 Showing Transactions Links ..........................................................................................................................139 Setting Up the Accounts Module ................................................................................................................139 Setting Tax and Discount Options............................................................................................................139 Setting Accounts and Treatment Plans Colors .......................................................................................140 Setting Easy Checkout Options ................................................................................................................141 Working with Transactions ............................................................................................................................142 Entering Procedures ...................................................................................................................................142 Attaching Diagnostic Codes .....................................................................................................................144 Entering Procedures Using Explosion Codes .........................................................................................144 Entering Procedure Notes .........................................................................................................................144 Entering Payments ......................................................................................................................................145 Entering Batch Account Payments ...........................................................................................................147 Entering Adjustments.................................................................................................................................148 Entering Taxes and Discounts ...................................................................................................................149 Editing Transactions ...................................................................................................................................150 Editing Procedures Attached to Claims ..................................................................................................150 Invalidating History Transactions ..............................................................................................................151 Entering an Initial Aged Balance ..................................................................................................................152 Understanding the Balance Forward ...........................................................................................................152 Using the Easy Checkout Button .................................................................................................................152 Entering Account Notes ................................................................................................................................153 Printing Accounts Reports ............................................................................................................................154 Printing a Walkout Statement ...................................................................................................................154 Printing a Single Billing Statement ...........................................................................................................155 Printing a Family Account Report .............................................................................................................155 Printing a Patient History Report ..............................................................................................................155 Tracking Accounts ..........................................................................................................................................156 Easy Dental 2009 User’s Guide Contents vii Printing an Aging Report ...........................................................................................................................156 Printing a Finance Charge Report ............................................................................................................156 Using Dunning Messages for Billing Statements ...................................................................................156 Printing a Late Charge Report ..................................................................................................................156 Printing a Payment Plan Report ................................................................................................................156 Searching for Payments .................................................................................................................................156 Working with Payment Plans ........................................................................................................................158 Setting Up Pre-Defined Payment Plan Types ..........................................................................................158 Editing a Payment Plan Type .....................................................................................................................159 Deleting a Pre-Defined Payment Plan .....................................................................................................160 Working with Payment Plans by Account ................................................................................................160 Creating a Payment Plan .......................................................................................................................160 Deleting a Payment Plan .......................................................................................................................163 Editing a Payment Plan .........................................................................................................................163 Working with Future Due Payment Plans ...................................................................................................164 Adding a Future Due Payment Plan .........................................................................................................164 Posting a Manual Charge to a Future Due Payment Plan .....................................................................166 Clearing a Future Due Payment Plan .......................................................................................................167 Running the Future Due Payment Plans Utility .......................................................................................167 Setting Up Future Due Payment Plans for Alternate Uses ....................................................................168 Processing Insurance Claims ........................................................................................................................170 Creating a Primary Claim ...........................................................................................................................170 Insurance Claim Window Blocks ...............................................................................................................171 Subscriber Information ..........................................................................................................................171 Provider Information ..............................................................................................................................172 Claim Information ..................................................................................................................................172 Diagnosis Information ...........................................................................................................................173 Procedures Information .........................................................................................................................174 Payment and Estimate Information .....................................................................................................174 Claim Status Information ......................................................................................................................174 Insurance Plan Notes .............................................................................................................................175 Remarks for Unusual Services...............................................................................................................175 Claim Attachments ................................................................................................................................175 Sending a Claim ..........................................................................................................................................177 Editing a Claim ............................................................................................................................................177 Entering Insurance Payments ....................................................................................................................178 Entering Insurance Payments for Claims Not Created in Easy Dental ...........................................180 The Advantage of Itemizing Insurance Payments .............................................................................180 Entering Batch Insurance Payments ....................................................................................................181 How to Create a Secondary Claim ...........................................................................................................183 Editing Insurance Payments ......................................................................................................................183 Applying a Deductible Met (With an Insurance Payment) ....................................................................184 Applying Deductible Met (Before a Claim Has Been Received) ..........................................................185 Posting Partial Insurance Payments ..........................................................................................................186 Month End Procedures..................................................................................................................................187 Working with Finance Charges .................................................................................................................187 Applying Finance Charges to just certain accounts ..........................................................................189 Entering Manual Finance Charges ......................................................................................................189 Deleting Finance Charges ....................................................................................................................189 Working with Late Charges .......................................................................................................................190 Manually Entering a Late Charge ........................................................................................................190 Deleting Late Charges ..........................................................................................................................191 Running the Month End Update ..............................................................................................................191 Monthly Routines ........................................................................................................................................192 viii Contents Easy Dental 2009 User’s Guide Treatment Plans ...........................................................................................................193 The Treatment Plans Module Window ........................................................................................................194 Entering a Treatment Plan .............................................................................................................................194 Attaching Diagnostic Codes.........................................................................................................................195 Managing Pre-Treatment Estimates ............................................................................................................195 Creating a Pre-Treatment Estimate ...................................................

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