Quadra Training Manual Quadra Training Manual

Transcription

1 Quadra Training Manual QuadraManual.doc 2/25/2002 4:41 PM Page # 1

2 Table Of Contents NOW WHAT...?????... 4 GETTING STARTED...4 Turning On Your Computer... 4 CREATING NEW USERS...5 SETTING UP PRODUCERS...5 SETTING UP THE SYSTEM FOR YOUR PRACTICE...6 FEE SCHEDULES...10 Checking and Customizing Fee Schedules...10 Pacific Blue Cross and/or MSA & CU&C Fee Schedule Checks...11 INSURANCE CARRIERS...11 Insurance Carrier Defaults & Checking & Changing Carrier Information...11 Printing Insurance Carrier Labels...11 PROCEDURE CODES/COMMON CODES...12 Adding & Changing Procedure Codes & Their Criteria...12 ALERT CODES...12 APPOINTMENT TYPE DESCRIPTIONS...13 Customizing Your Appointment Book...13 MOST COMMONLY USED QUICK REFERENCE ICONS...14 FROM THE BEGINNING...15 NEW PATIENT ENTRY...15 Entering a New Patient and/or Family into Quadra...15 Adding Family Members to an Existing Account...17 Updating Addresses and Phone Numbers...17 Tracking Recall Visits...17 Patient Notes...18 Tickler File...18 Search Feature...19 MOVING PATIENTS TO A NEW ACCOUNT FROM A PREVIOUS ACCOUNT...19 Adult Child Now Has Their Own Insurance Policy...19 Individual Patients Marry and You Wish to Move Them on to One Account...20 ACCOUNT INSURANCE INFORMATION...21 Identifying The Policy Holder...21 Policy Information...21 Customizing Insurance Policies with Specific Limits...22 Deductibles & Maximums...23 Secondary Policy or Additional Policy...23 Referrals...24 TREATMENT ENTRY...24 Entering Patient Treatment Preauthorizations & Estimates...24 Changing Insurance Policies After Treatment is Billed...27 Preauthorization from Date of Entry to Completed...28 A Quick Method of Checking Patient Procedure History...30 Patient Discount...30 A/R TRANSACTIONS...31 Transactions That Will Affect the Patient and Insurance Ledger...31 QuadraManual.doc 2/25/2002 4:41 PM Page # 2

3 Posting a Payment...33 Posting an Overpayment to an Insurance Claim...34 Posting a Refund to a Patient with a Credit Balance...34 Posting a Negative Payment from PBC/MSA/CU&C...35 Credit Balance; $ from PBC...35 Posting A Patient Write-off...36 Applying an Un-Applied Balance to Clean-up a Patient Account...37 Posting an Adjustment to a Patient Account...38 Transfer from Patient to Insurance...38 A/R TRANSACTION LEDGER...40 Overview...40 Deleting Payments, Adjustments, U-A Allocations, Refunds, Write-Offs...40 Labeling a NSF Cheque...41 One-up Statement...41 Reprinting Patient Receipt...42 Tax Receipt...42 Finding Out Specifically What a Particular Charge or Payment Was For...42 Finding Out Why a Transfer was Done...42 CLOSING DOWN QUADRA...43 Shutting Down Your Computer at the End of the Day...43 REPORTS...44 DAY END...44 Printing Daysheets & Confirmation Lists...44 MONTH END A/R Reports... PAGEREF _Toc \h 45 New Patient Referral Reports... PAGEREF _Toc \h 46 Recall Reports... PAGEREF _Toc \h 46 Patient Statements... PAGEREF _Toc \h 46 Month End Procedure... PAGEREF _Toc \h 47 Periods... PAGEREF _Toc \h 47 CLEAN UP REPORTS... PAGEREF _TOC \H 48 CONVERTING TO QUADRA... PAGEREF _TOC \H 50 QuadraManual.doc 2/25/2002 4:41 PM Page # 3

4 NOW WHAT...????? Getting Started Turning On Your Computer when turning on your computer(s), if you have a Networked system(more than one computer), make sure you turn on your Master 1st, & waiting til you see your desktop before turning on your Slave turn on the power on to the CPU (the big box on the floor) turn on the power on to the monitor double click on the icon that is shaped like a tooth, or, optionally, you can click on the start button in the lower left hand side of the screen, and click on Programs? Dental Services? Quadra Program Quadra will now be starting up, and you will see the screen below displayed EMBED Paint.Picture click on the down arrow to the right of the User Name field, here you should either see your name or the name of one of your co-workers, click on the name you wish to login in with and this will enter it into the User Name field mouse into the Password field and enter the correct password that was preset for that user QuadraManual.doc 2/25/2002 4:41 PM Page # 4

5 Creating New Users Menu? System Maintenance? User Administration? New Should you have more than one user, you will need to enter them into the system with their own name & password. To do this, go to the menu bar and select Menu? System Maintenance? User Administration? New. Then, fill in the appropriate information starting with their ID (usually the users initials). Ensure that all areas that this person should be allowed access to are selected. The first time that this person logs in, they will be forced to change their password. They will be presented with a screen similar to the one below embed Paint.Picture Object1 where you will be required to reenter your chosen password, and as well verify it. Should you wish to set up the password for this new user right away you can do so by File? Change User, then proceed as above. Setting up Producers Menu? File Maintenance? Producers/Providers if you want to be tracking what each provider is producing you will need to fill out one of these for each of your Dentists, Hygienists, & CDA's so that when entering treatments, you can identify who did the actual work. Some offices will choose to not enter each specific CDA s but to simply enter a generic Provider called CDA if you plan on using the appointment scheduler you will need to give some thought as to what you use in the Code field. If your paper appointment book now is in a day at a glance, format, the Provider you wish to show in the 1 st operatory or chair, should be given a Code of 1 plus their initials, the provider in the 2 nd operatory a 2 plus their initials etc. This will ensure that your Quadra appointment scheduler will look just like your familiar paper book. I.E. Hygienist; Debbie Price works out of the 3 rd operatory; Code; 3DP the 2nd Dentist (in a multi-dentist practice)is the only one required to have the address entered, college # etc. Other types of producers will just default to default QuadraManual.doc 2/25/2002 4:41 PM Page # 5

6 dentist information. But, you may want to fill out this information for your own records if you wish to see production reports by provider, allocate production to the provider deposits will for a one dentist practice always go to the office, just as claim forms & statements bank information in this section is only necessary for a 2nd dentist show in appointment book must be ticked if you plan on using the scheduler default/op. s chairs coincides with appointment book information, and will need to be set up prior to this in Menu File Maintenance Operatory Descriptions alternate billing numbers would be if one of your dentists had a different billing number with a specific insurance company Print Forms in a multi-dentist practice where, you want the claim forms to print with the name of the dentist who performed the actual treatment Statement of Account in a multi-dentist practice where you want the patient statements to have the name of the dentist who performed the treatment, and not the owner of the practice Setting up the System for your Practice Menu System Maintenance Practice Setup You will want to check into most of the tabs once you are in this area and make sure that the settings are correct for your practice. Practice make sure address, phone number, practice number etc. are correct fill out the correct banking institutions for your various payment methods manual patient # entry to only be ticked if you wish to use your own previously set up patient numbers multi-dentist practice only to be ticked when there is more than 1 dentist in your practice QuadraManual.doc 2/25/2002 4:41 PM Page # 6

7 show tips on startup when you log-on to your system, you will have the opportunity to read helpful hints about Quadra, if you wish to do so, tick this box. (it would be advisable for the 1 st few months until you are completely familiar with Quadra) Defaults 1 if you are a one dentist practice, the default dentist and office provider will be the same if you have only one hygienist and one assistant then you can default them as well. Otherwise leave them blank fee schedule should be in most cases defaulted to the College of the current year, or your own fee schedule if you have one if you are wanting your practice to acknowledge your fiscal year dates, make sure this field matches with your Periods Defaults 2 treatment description general treatment day-end treatment report these selections determine what information your dayend treatment report will give you. You may want to play around with these to see what is best for your practice. I recommend you start out with the first choice billed treatment with run date A/R totals statement the first selection statement with A/R & Treatment detail will give you a patient statement with specific procedure code detail etc, the 2 nd selection gives you a simpler looking patient statement, with less detail. You will want to experiment with this and see what works best for your patients Appt. Book set up according to how your office does its booking format patient s name as; this determines how your printed appointment daysheet will look. If its important for you to use salutations when addressing your patients, then choose the Mr. John Doe sample, or one of the others. Keeping in mind that there is only so much space allowed, so patients with long names can sometimes be cut off, you may want to choose one of the shorter lay outs. update recall information this prompts you to check and/or change your patients recall status every time you process a claim, how often depends on which selection you choose. once you have made your selections click on Customize Appointment Book QuadraManual.doc 2/25/2002 4:41 PM Page # 7

8 Program under Pre-Load Forms at Startup, only select Patient Lookup under Purge Files (Months), enter 16 for Tx Files and 24 for Pt Files definition of net; this allows you to customize what your dentist/accountant, defines as net production and net payments. You may want to check with them before setting these. Ledger select both boxes under Reverse Billed TX under Deleted Transactions if the dentist wishes to have some control over deleted transactions then they can place restrictions in this area with a personal password. In a busy practice this usually is not practical in most cases there is $0 with a 1234 password Periods this area will also have to be accessed every month after the month-end reports are run and you are ready to enter treatment for the new month. If you are running on a calendar year it is very straightforward to set-up: Year; the current 4 digit year you are in Period; will coincide with the number of the month you are about to work in i.e.; Jan=1, June=6 etc. Description; the fully spelt month you are entering Date From & To; January 1/98-January 31/98 an example of the differences for a fiscal year; the current date is June 1st 1998 when you are entering this information your fiscal year is August 1-July 31st Year; 1998 but when you do your month end Aug. 1st you must change this to 1999 Period; June will be your 11th period because July is the last month of your fiscal year- therefore when entering Aug. 1st make sure you give it period 1 the other date entries will be the same select Add and then Validate Reports this area indicates the wording on the various printed reports which can be customized to suit your office QuadraManual.doc 2/25/2002 4:41 PM Page # 8

9 double click on the report you wish to look at or change and it will then appear in the lower field labeled Change Description, you can then go ahead and make changes Company the only interest you may have here is to see the number of patients you have entered into the computer, however, remembering that once your system has been up and running for a while, this number will not reflect active patients Interchange this area should only be changed with the assistance of your Quadra rep QuadraManual.doc 2/25/2002 4:41 PM Page # 9

10 Fee Schedules Checking and Customizing Fee Schedules Menu File Maintenance Fee Schedules by clicking into the arrow in this field you can make sure you have all the fee schedules that you use in your practice. the standard ones for a general practice will be College-98, MSA-98, CU&C-98, MSSH and possibly Indian Affairs if you have a custom fee schedule for your office, this is where you will need to enter it, you can do this by following the steps below; bring up the College schedule for the current year by clicking on the arrow in the above field click on fee options on the lower right side of your screen in the area labelled Maintenance Procedure, you will see another arrow box field, in which you should select Copy the current Fee Schedule to a new Fee Schedule in the New Schedule Name field, give your new schedule a name, i.e.; Office-98 if you are simply adding a percentage to the current College Fee Schedule you may enter the % that you are adding i.e.; 10% and then your fees of your new schedule will be all 10% higher than the College. Click on Run Maintenance Procedure if you are just changing certain procedures by a predetermined amount Run Maintenance Procedure & Exit you will then be taken back to the Fee Schedule window where you must click on the arrow box and select your newly made fee schedule since this is a direct copy of the College you will now have to scroll down each procedure and manually change the fees to the amounts you want them to be Guide to be only used when doing the annual Fee Schedule update QuadraManual.doc 2/25/2002 4:41 PM Page # 10

11 Pacific Blue Cross and/or MSA & CU&C Fee Schedule Checks in the Select Fee Schedule drop down box, select PBC MSA and CU&C of the current year and ensure that: procedure codes should all be set to the bonded amalgam fees that they pay on these procedure codes this is easily done by clicking on each schedule and then scrolling down to these 5 procedure codes and changing the fees you will also want to check the crown and bridge & prosthetic procedure codes in each of these schedules and make sure they are all set to their fees, i.e.; = $626. Also make sure Lab Bill is set to Yes on each of these as well. This means that a lab fee is included in the total you need only adjust one of these Fee Schedules and then Run Maintenance Procedure; Copy the Current Fee Schedule to an Existing Fee Schedule, for the other 2 Insurance Carriers Insurance Carrier Defaults & Checking & Changing Carrier Information Menu File Maintenance Insurance Carriers go in here to make sure all your carriers are defaulting to the appropriate fee schedule, i.e.; MSA to MSA of the current year, Canada Life to College of current year if you need to change an Insurance Carrier address, phone number, you will go into this area as well Printing Insurance Carrier Labels you will need to purchase some Avery Labels #5160 or equivalent insert 1 page into your printer, I prefer to use the manual feed on my printer to lessen the chance of the labels getting stuck in my printer click on the Insurance company whose address label you wish to print click on Print Labels QuadraManual.doc 2/25/2002 4:41 PM Page # 11

12 helpful hint; should you wish address labels for your office, or specialists that you send x-rays and/or letters to on a frequent basis, enter them here as a pseudo Insurance Carrier, and you can print address labels for them anytime Procedure Codes/Common Codes Adding & Changing Procedure Codes & Their Criteria Menu File Maintenance Procedure Codes for ease of treatment entry I would suggest you making up your own personal easy to remember short codes or common codes for frequently entered procedures you should use codes that are logical to you and your co-workers, i.e.; Exam=Ex, 1 unit of root planing RP1, bitewing x-rays= BW1 etc. double click or click and edit on the procedure code you wish to add a common code to and then click on the common code field and add the code you have chosen should you wish to add a New procedure code that is not on the system or a procedure code that is special to your office, click on New, you will be given a blank page to enter the appropriate criteria Automatic Find bring up and check all your Restorative Procedure Codes to make sure that they have all been set up in this area. This will help ensure errors when submitting treatment when entering teeth into the Validate Tooth # s field the tooth # s need to be typed with only a comma separating them. ie; 45,44,34,35 Alert Codes Menu File Maintenance Alert Code Descriptions this is where you can customize your Alert Codes by clicking on the icon above in the Patient Entry screen, you will be able to add Alert Codes, to specific patients QuadraManual.doc 2/25/2002 4:41 PM Page # 12

13 these codes will appear in Red, and will show up on Recall report, and as well you will be able to see at each treatment entry Appointment Type Descriptions Customizing Your Appointment Book You will need to go into all of the areas below to properly customize your appointment book. Initially you may choose only to use the scheduler to track your recalls and print your daysheets, but you should still customize it as if you were going to use it as your sole source for booking appointments Menu File Maintenance Appointment Type Descriptions add and change to suit your office color code for easy viewing in the Scheduler: after entering a description in the description field, click on the button in the Appt Color field you will see a color wheel displayed in the lower left hand side of your screen, click on a color, (the lighter shades work best) click OK. Choose varied colors for each description Menu File Maintenance Office Calendar used for blocking lunches, holidays etc. can be Provider or whole Office specific Menu File Maintenance Calendar Type Descriptions categories for your Office blockings, i.e.; lunch, vacation, study club used in conjunction with the Office Calendar Menu File Maintenance Operatory Descriptions you will choose whatever makes sense for your specific office, ie; Chair1 or Op 2 Menu File Maintenance Producers/Providers most of this will have been set up previously when setting up your Producers if you are using your Quadra scheduler alongside your paper appointment book and would like it to have the same layout, this can be achieved by changing what you enter in the code field ( see Quadra Manual section on Setting Up Producers/Providers) QuadraManual.doc 2/25/2002 4:41 PM Page # 13

14 MOST COMMONLY USED QUICK REFERENCE ICONS TX Transaction Ledger Patient/Insurance Ledger Alert Code Entry Insurance Policy Info Patient Name/Address Object Linker (Links Word Processor to Quadra) Tickler File Aged Account/Insurance Balances A/R Transactions $ Treatment Entry Treatment History Post-it Note Appointment Book Exit QuadraManual.doc 2/25/2002 4:41 PM Page # 14

15 FROM THE BEGINNING New Patient Entry Entering a New Patient and/or Family into Quadra This is the first adult person in this family to come into your practice and you want to enter their name, address, birthdate, insurance info. etc. into your system. Remembering that it does not matter if their insurance belongs to them or to their spouse, or even if their spouse is the policy holder of the insurance and will not be patient. Simply enter the 1st person in the family who is becoming a patient. If situations change it is very easy to add and move family members with the computer taking care of assigning the correct policy information. If you are only seeing the children in this family, I would in most cases always enter a parent as the account holder, labeling this parent in the Patient Type field as Not a Patient, so that any mailings are not being addressed to a child. The only exception to this rule is in the case of MSSH patients, if you have a large family, you will want to assign each family member their own account, due to the fact that each MSSH patient will have their own personal health number and the computer can only accommodate 3 policies. click on lower middle of head screen enter patients last name [tab] enter patients first name, ( it is not necessary to capitalize the 1st letter in these first 2 fields) [tab] the "initial" field is an optional field [tab] the salutation field when entering information into a field like this field that has an arrow in the right side of the field this is giving you a choice. By clicking on this arrow you can see the predefined choices. Once you are familiar with the choices you will simply type the first 2-3 letters and your choice will automatically come up for you [tab] nickname- optional [tab] QuadraManual.doc 2/25/2002 4:41 PM Page # 15

16 the address field: you have 2 types of addresses you can enter; 1). "home" address and 2). "mailing" address. In most cases you will be only entering a home address but should you wish to use the mailing address feature simply click on the Mail that sits right above this field. This will change Mail to red and allow you to enter the additional address. If your street address is more than one line click Ctrl and Enter on your keyboard, and this will take your cursor down to the next line in the address field. Instructions for this do automatically appear for you in the lower left hand side of your screen. [tab] city: 1st letter does not have to be capitalized [tab] postal code: letter number letter space number letter number [tab] phone numbers: entering all numbers with no space[tab] work number:[tab] birthdate: numerically as you would say it. i.e.; October 4th 1960= 10/04/60, making sure you are using the / or -. However any birthdate prior to 1930, you will need to enter it with the 1&9 prior to the last to numbers of the year. This field is a mandatory field therefore should you not know your patients birthdate, I suggest that you make up a birthdate for your patient, choosing a date that is obvious to you a made-up date. i.e.; I usually use the 1st day and month of the current year. You will get a dialogue box that says "unless you are planning gum treatment you may proceed". Just say okay to this & move on. [tab] age; will automatically be filled in [tab] sex; will automatically be filled in according to salutation this may need to be adjusted in the case of Dr., Rev., or Prof. [tab] SIN & PH Number; I would not bother filling in these fields since if they are being used for policy ID numbers, you will just need to reenter them on the insurance info entry screen, and entering them here is just redundant. [tab] patient type; these can be customized to suit your office. Menu-Patient Type. The most commonly used will be Insurance, Private & Not a Patient. This field should be adjusted as the patients status changes in your practice. You will not be able to give the patient the status of Inactive or deceased if there is an account balance. [tab] account number & dependent code; the account number is automatically set but you can vary the dependent code. Quadra will assign the dep. code according to insurance policy information for account holder and spouse, and for dependents the first dependent entered into the computer, will be given 02. However these can be changed manually and customized, i.e.; you can have a dep. code 99 etc. [tab] account type; this will automatically default to Account Holder for the 1st person in the family being entered into Quadra. QuadraManual.doc 2/25/2002 4:41 PM Page # 16

17 Adding Family Members to an Existing Account entering any other family members, husbands, wives, children. Click on lower right hand side of head screen, will give you the choice of dependent or spouse, with a dialogue box informing you that it will automatically default to dependent. [tab] Updating Addresses and Phone Numbers when you need to change or add to addresses, birthdates etc., click on Update Patient Info lower right side of head screen as well all other fields from here onward are optional after entering all fields necessary on this screen, go up to & click on Page 2- upper left hand side of this same head screen Fee Schedule; this will be defaulted to the fee schedule set by your office, in most cases it will be the College Schedule of the current year. The only time that this will vary will be for MSSH & Indian Affairs patients where you are not charging them the difference. If you forget to change this for a MSSH or Indian Affairs patient, you will be able to check and change this while entering treatment on this patient. If you still forget to change this, you will notice that after entering treatment the patient will have a balance when they actually should owe you nothing. This will then prompt you to reverse billing go to options, view treatment info, change Fee Schedule to the correct schedule, saying yes to both dialogue boxes, okay. This will take you back to the treatment entry screen, where you will be required to go back up to options, reset insurance, your treatment amounts will now be correct. Tracking Recall Visits You can access this information, from the head screen, Update Patient Info, Page 2, or by clicking on the Recall button that sits under the address in the head screen as well. You will also be given the opportunity to access this information at the end of each treatment entry. Recall & Visit Information; the only area you will likely be using in this area and very important that you do, is the Month field. This is tied into the recall reports and will be what tracks your patients hygiene due date. When entering a new patient you can choose to by-pass this screen, as you can set the system to prompt you at each treatment entry (see Practice Setup/Appt. Book) to enter this area, and QuadraManual.doc 2/25/2002 4:41 PM Page # 17

18 therefore make the necessary changes or entries at that time. The number you use in this field indicates how often you recall that patient for hygiene visits. If when you are entering patients from a previous system or dentist, and you know their last recall date you may fill this in as well. If you as well have a booked recall, this can be entered in Next Visit field or in your Appointment Scheduler and not the Next Recall field, inorder for this to show up on your recall list and as well on the screen. I use my Scheduler to track my booked recalls, since most of them are prebooked at the time of their last hygiene visit, with a postcard. Even though I am not using my Scheduler exclusively I still try to enter my patients that call in to book their Hygiene visits right into the schedule as well. This ensures accurate tracking of patient recalls. once you have completed all that you choose to on this screen, press the okay in the lower right hand side of the screen. If you have not filled out all the mandatory fields on both page 1 & 2, Quadra will prompt you with a dialogue box, which will force you into filling the missed fields in. you will then be prompted with a dialogue box which will ask you if you would like to add an insurance policy for this patient. If you say okay to this prompt you will be automatically taken to Policy Information, screen. this is where you will be entering your patients insurance policy information. Patient Notes This area is accessed from the head screen and can be changed and added to very easily. I use this area all the time to record claim resubmission s, notes about recalls, notes about phone calls from patients or special information about patients, or specific information about Insurance claims etc. By double clicking in the grey area right beside Patient Notes/Alerts you will be able to time and date stamp your notes. The notes in this field will appear on your recall lists and can be printed on some patient A/R reports. You will also be able to access these notes after each treatment entry. Tickler File the tickler file is used for reminding yourself to deal with a specific patient on a specific day by clicking on to this icon while in this patient account, you can tell Quadra to remind you to call this patient about booking a crown appointment, booking their recall etc. QuadraManual.doc 2/25/2002 4:41 PM Page # 18

19 clicking on the arrow beside the Item Description field, you can add a brief preset note as to why you are wanting to contact this patient entering the number of days til you want to contact this patient, will set the date for Quadra to start prompting you to make this contact if you would like a more detailed explanation for yourself or your co-workers, as to why you are Tickling this patient, you can add this down below in the note field every time you open up Quadra, you will be prompted with a dialogue box asking you if you would like to view your outstanding ticklers once you have dealt with a particular contact, you can tick the Completed box and Quadra will no longer remind you about this Search Feature This unique little feature of Quadra can surprisingly come in handy in numerous ways; you receive a payment back from CU&C /MSA/PBC, and you do not recognize the name of the patient. (The patient is still using their maiden name with the insurance company) a patient mails you an insurance cheque that is made payable to you, and sent to them but they tear off the stub, do not have a return address on their envelope, there is no patient name on the cheque only the policy numbers are on the cheque. you are trying to remember who that lady was that you did full mouth reconstruction on 6 months ago and all you remember is that her first name is Betty so in the head screen click on the Search button click on the arrow box next to the Search By field, pick your criteria, ie; First Name and then in the box beside that field enter what you are searching for, Betty Quadra will then search its data base and come up with all the Betty s in your practice Moving Patients To a New Account From A Previous Account Adult Child Now Has Their Own Insurance Policy bring up the patient you wish to move to their own account from the head screen click on Update Patient Info click on to Account Number field, and delete this number by either highlighting it & hitting the delete button, or placing your cursor beside the last number and back spacing QuadraManual.doc 2/25/2002 4:41 PM Page # 19

20 click on OK this patient will now be on their own account you will now have to go into the policy info screen and add any necessary insurance information Individual Patients Marry and You Wish to Move Them on to One Account bring up the patient you wish to move to their own account from the head screen click on Update Patient Info click on to Account Number field arrow box and you will be shown a Patient Listing screen, scroll down the list til you come to the patient who you are joining this patient with click on the line on the left of this patients name OK & OK you will be prompted to enter some additional information and as well will have to enter policy information if required. you have now joined these 2 lovely individuals together The ledger information does stay with the original account but the patient history follows the patient. QuadraManual.doc 2/25/2002 4:41 PM Page # 20

21 Account Insurance Information Identifying The Policy Holder Policy Holder; this can be a patient or a non patient (i.e.; a spouse or parent who does not come to your practice but holds the insurance policy for his/her family members) If the policy holder is a patient they must already be entered with their birthdate etc. in the screen as either an Account Holder or Spouse of an account holder. You will know this by clicking onto the arrow next to this field and noticing whether the policy holders name is in the listing. If they are there, simply click on their name and it will appear in this box. If it is not there and you know they will be a patient in your practice you will need to return to the screen of this family and add their information to the account,(birthdate, name etc.). If the policy holder is a non patient tab into the non patient field and all that is usually necessary to enter is the persons name and birthdate. You may want to add an address if the policy holder does not reside at the same residence as your patients. Policy Information policy number; also known as the group number[tab] holder's ID code; SIN or Certificate number[tab] account policy type; you will have 4 choices here: Primary, Secondary Additional and Expired, each of these will correspond with a number, 1,2, 3, & 9. The 1st one entered will always be the Primary policy, the secondary will be for a second policy, the additional will be for a third policy, which you will rarely use, would likely be for a child that had a step-parent, or in the odd case where a person had 2 of their own personal policies as well as a spousal policy. If in some rare circumstance a child had their own policy, you would be forced to allocate the Additional policy to them. The expired policy is for a primary, secondary, or additional that is no longer valid. The policy information however will stay on the account for resubmissions etc. until the preset system purging date. Do not be concerned with the order in which these are entered, Quadra will assign the treatment to the correct patient's policy and to the correct parents policy according to their birthdates. [tab] insurance carrier; enter the first few letters of the assigned carrier and/or click on the arrow beside this field and choose the appropriate carrier name. Should you QuadraManual.doc 2/25/2002 4:41 PM Page # 21

22 come across a carrier that is not on the master list, you will have to go up to Menu File Maintenance Insurance Carriers New, fill in the appropriate information, exit out of here back to policy info screen, F9 (to refresh screen) hit the arrow key in the carrier field and find your newly added policy[tab] fee schedule: each carrier will have a preset defaulted schedule in most cases it will be College of the current year, or in the case of CU&C, MSA, MSSH, their own particular fee schedule. These are all preset in a master file in Menu File Maintenance Fee Schedules [tab] coverage for: this will allow you to customize who the specific policy covers, if it does not cover everyone in the account as this defaults to. [tab] or click down to; percentage of coverage: Basic and Preventative usually are the same but in some policies there is a difference for these. To ck the procedures that usually fall under these categories; Menu File Maintenance Procedure Codes. You will see in coverage class where a particular procedure code is classified. Root planing for example is one of the codes that fits in the Preventive classification. The percentages are entered as follows; 100%=1. & anything less than that i.e.; 80%=.8 [tab] employer/insurance provider: I would generally enter Employer Name only, as this is what shows up on the claim form, the Insurance Provider in most cases is rarely different from the Employer. [tab] dept.: this field corresponds with the Division number on the claim form, so used only when there is a division number with the policy. [tab] Customizing Insurance Policies with Specific Limits employer (Common): if you have a patient policy that has some very specific limitations this is the area where you will need to set up this criteria. i.e.; MSA has a dollar amount perio limit that a patient on a 3-4 month recall will likely go over in a year. If you want to track this you will need to set up the following criteria; Menu File Maintenance Procedure Groups Add enter in an appropriate name for this limit, i.e.; Perio on the right side in the Procedure field add all procedure codes that are involved in this limit, i.e.; 43421, 43422, 11111, Exit Menu File Maintenance Employers Here you will see the group name you have just made up, double click on this name click on Insurance Policy and scroll down to the policy that this involves, and enter it into this field, i.e.; MSA fill out the other required criteria that will make this limit work, ie; Time Limit, dollar amount etc. QuadraManual.doc 2/25/2002 4:41 PM Page # 22

23 Once all this has been set-up you can then go into the Employer field of the policy screen and as long as the policy for this account is the same as what you have up in the Employer criteria you may enter this limit name in here & this will take care of tracking this particular limit. Deductibles & Maximums Once you have filled out all of the policy info go to the upper left hand side of your screen to Deductibles & Maximums. It is pretty straight forward as to how to fill this out, remembering that all fields must be filled in for deductibles & maximums to work correctly. Remember to take into consideration if a patient has been to another dentist or has had treatment done on your previous system that same calendar year. Should you wish to fill in a Year to Date total to track patient financial limit from a previous system or dentist, or to enter a previously taken deductible you can do this by going back to Policy screen, lower right side., highlight and select or double click the policy you wish to enter or check limits or deductibles on and fill out the appropriate information in "Billed" column of the correct category. Once you have entered all the policy information, click on OK and the EXIT in the lower right side of the screen. This will save all entered information, and take you back to the head or patient information screen. Secondary Policy or Additional Policy to add a 2nd policy for this family click on ADD NEW POLICY lower right side of Policy screen. fill in the information as above ensuring to label this as a secondary policy or additional, in most cases it will be secondary. QuadraManual.doc 2/25/2002 4:41 PM Page # 23

24 Referrals You will then be prompted with a dialogue box asking you if this patient was referred to your office. When entering a brand new patient into my office, I make a habit of always saying yes to this. Even if the patient has found your office in the phone book, it is a good idea to track this information. You can do this by either manually writing in the last name field "phonebook" or you can have a phony patient in your data base named "Mr. or Mrs. Phonebook". Referrers taken from your data base will be recorded and available to look at any time, manually written referrers however will only show up on printed reports. If you are an office with a separate data base of dentists or specialists this is where you will be tracking this information as well. You may access and change this information from the head screen at anytime. if you want to check and see how many patients a specific patient has referred to your practice, go into the head screen of that patient, click on the Referral button this will take you to the referral screen, if this patient has referred one or more patients you will see this mentioned below the note field in this screen clicking on the Show Referrals button these patients will be listed Treatment Entry Entering Patient Treatment Preauthorizations & Estimates This is where you will be spending most of your time once you have entered all patients information, and therefore the only time you will need to leave this area will be if a patient has changed their address, insurance information etc. Once you are here you will be able to enter treatment as well as preauthorizations and estimates. Should you need to remind yourself to ask this particular patient something, or remember that the claims need to go to the employer, etc., you can leave a yellow post-it note in this field with that information on it. go into Patient Look-up and bring up the patient you are dealing with click on Completed for TX entry and Planned for a Preauth or Estimate you will then see a dialogue box that will ask you if you wish to continue YES you will then be asked if you wish to View TX Information, in most cases I will say YES from here you will be able to have a quick look to see what carrier this patient has, what percentage of coverage they have, and as well put any notes you wish to appear on the claim form. These notes are written in the Additional Information QuadraManual.doc 2/25/2002 4:41 PM Page # 24

25 Diagnosis field and will stay with the specific claim or preauth, so you may refer back to them at anytime. You may also add to these notes at any time, ie; should you need to resubmitt a claim or preauthorization and give the insurance carrier some additional information if you wish the treatment to be allocated to a specific producer ie; hygienist other than the defaulted producer you will make these changes here should you be entering treatment for a MSSH or Indian Affairs patient, this will be where you check to make sure you have their specific Fee Schedule entered should you need to inform the insurance company of a student or handicapped status, you will need to fill in that information as well once all this has been filled in OK lower right side of screen you are now ready to begin entering procedure codes, which can be accomplished in several ways. I will lay out the different methods and examples of doing this and you will inevitably pick and choose which works best for you, and this will vary from treatment to treatment Treatment; Recall Exam, 2 units of root planing, 46 MOD amalgam mouse into the Procedure field and enter the procedure code [enter] mouse or tab to the next Procedure field enter RP2 (your common code for this procedure) [enter] click on the button with tooth #46 written on it in the tooth chart, mouse or tab into the next Procedure field, (if you do not know the procedure code for this treatment) click on the Restorative button in the upper right side of this field, you will then be shown all the restorative procedure codes available to choose from. Scroll thru & double click on the appropriate one, a dialogue box (see below) will ask you for the appropriate tooth surfaces, you should as well confirm the tooth #, & once you have ticked these, say OK QuadraManual.doc 2/25/2002 4:41 PM Page # 25

26 you can also accomplish the same thing by clicking on this will give you a dialogue box that will ask you some more specific questions about the treatment, allowing Quadra to short list the procedure codes available even more. you will now notice that tooth #46 now appears with a blued in tooth/red would show if this had been a Preauth. click Next in the lower right hand side of your screen from here you will be able to see how the treatment has been broken up between Account (Patient) and Insurance if this looks correct you will want to Bill Treatment, a dialogue box will ask you if you would like to Finalize this billing or leave as Treatment in Progress. Unless you are doing a crown and/or bridge prep or 1st appointment endo, you will want to say YES to this box. if you have customized your system to allow you to see Patient Notes, Recall Information etc, you will, prior to being able to print a claim, see this information appear on your screen. This information can prompt you to notice if a patient is overdue for a hygiene visit, has the correct recall month entered, or will remind you to address something showing in the Note field. once you have addressed anything you need to in this area, click Exit, in the lower right side of your screen Print Claim; if this patient has 2 plans with the 1st plan paying 100% of basic, when you Print Claim you will be given a dialogue box that will show you the 2 policies and their policy holders, and from here you will have the choice to either print both claims or Delete Selected Claim. QuadraManual.doc 2/25/2002 4:41 PM Page # 26

27 In this case since you do not need any money from the 2nd plan you will click on the 2nd plan (turning it black), hit the Delete Selected Claim button. (see screen shot below) If you had not done this, you will get a 2nd carrier claim form, but it will say Pay Patient on it and this is not something that you want. However, if for some reason part of this treatment was not paid for as originally expected and you did require a 2nd policy claim form, you could bring this treatment back up from the history, Delete the 1st carrier claim, print the 2nd carrier claim and make sure you manually change to Pay Dentist. Changing Insurance Policies After Treatment is Billed go up into patient history click and select or double click the treatment to be changed select Next Reverse Billing go up to Insurance Information change Account Policy Type from Primary or Secondary to Expired select OK Add New Policy (lower portion of screen) Fill in the appropriate new policy information select OK select Exit and return to Unbilled treatment select Options from the Menu Bar select Reset Insurance the new policy information will now be in place and you can ReBill & Print Claim QuadraManual.doc 2/25/2002 4:41 PM Page # 27

28 Preauthorization from Date of Entry to Completed If you want to do a thorough tracking of all preauthorizations you will need to follow these steps religiously; CU&C Insurance: 50% C&B You bill DDS Fee & Actual Lab #47 PFM #21 PFM fill out procedure codes as in the example above, ensuring to use Planned and also making sure you are writing an explanation as to why you are doing the preauthorization to the insurance company in the Additional Information Diagnosis Box select Print Authorization Form Preauthorization is Returned and Approved select on the Tool Bar for the Treatment History of this patient click and select or double click on the Planned treatment, this will bring your previously planned TX down into TX Entry Screen select Options from the Menu Bar select Authorizations and Overwrite Enter in the date you received this approval in the Date Authorization was Received field (see below) for each insurance carrier involved if you are wanting to give the patient an accurate estimate you will also want to fill in & adjust the amount the insurance company will pay i.e.; with this CU&C policy we QuadraManual.doc 2/25/2002 4:41 PM Page # 28

29 know that they will only pay for the gold equivalent on this PFM. So we must enter this amount in Charge column of this policy. you will also need to do the above with manual calculations on any plan that pays Gold on Molars ie; $ % = what the plan will pay, you will be charging PFM fees of $ % select OK select Print Treatment Plan Estimate if necessary Prep Day; Turning Planned TX into TX in Progress select on the Tool Bar for the Treatment History of this patient click and select or double click on the Planned treatment select the Completed button answer the dialogue boxes as you would with regular TX entry your TX will have disappeared off the screen click Planned again your TX will reappear this time click the other Complete button that sits between the Deleted and the Reset buttons. You will need to click on this button for every line of treatment you wish to change from Planned to TX in Progress click on the regular Completed button select Next and you should now see the TX you have selected and its estimated cost select Bill Treatment select NO to the next dialogue box, if you do wish to leave this as TX in Progress Insert Day select on the Tool Bar for the Treatment History of this patient click and select or double click on the TX in Progress enter the actual lab costs in the lab cost column enter any additional TX being done for that day click Next select Bill Treatment QuadraManual.doc 2/25/2002 4:41 PM Page # 29

30 select Print Claim Form and/or Invoice If you choose not to deal with the TX in Progress feature but still want to track all of your approved treatment, you will just leave out that particular step and not enter anything on prep day but simply be bringing Planned TX down into Completed TX. You may also just choose to Delete your Planned TX as well if you do not wish to go through the above steps at all. A Quick Method of Checking Patient Procedure History Options Historical Records Procedure History From this same area, Treatment Transactions, you can very quickly check to see how many Exams a patient has had in a year, if you billed a Pan at the last visit etc. This information can also be printed. Patient Discount If you are an office that elects to give certain groups of people a reduced rate (-10%) on their dental treatment, ie; senior citizens or students that do not have insurance coverage you will need to do the following: check your Procedure Code File and ensure that you have a procedure code called something like discount or patient discount, if not you will need to make one up. enter treatment like normal for the particular patient that you want to give a discount to click Next and check the total amount owing ie; $99.50 click Return to Chart, and on the next procedure line enter your procedure code or common code for Patient Discount enter the negative fee amount ($-9.95) click Next, Bill Treatment etc. QuadraManual.doc 2/25/2002 4:41 PM Page # 30

31 A/R TRANSACTIONS Transactions That Will Affect the Patient and Insurance Ledger Numerous transactions can be done from this field, all of which will have an affect on the ledger. You must first begin by choosing whether you will be doing something that will affect the Patient portion of the ledger or the Insurance portion of the ledger. This is done by clicking on the appropriate icon: Patient Account Insurance Account You will then have to indicate the type of transaction you wish to do. Payment Refund Write Off Transfer Misc Postings/Adjustments Unapplied Balance Allocations Methods cheque cash debit card visa mastercard Payments - are done when receiving money from either the Patient or an Insurance Carrier. They can be current date or Post-Dated but Quadra will automatically default to the current date. When entering a post-dated cheque, just as entering any date field, if you double click while in that field, you may scroll through a calendar to ensure you QuadraManual.doc 2/25/2002 4:41 PM Page # 31

32 choose a day when your office is actually open. The amount entered must always be a positive number. When entering a patient payment you must always enter the method of payment, but Quadra will default to cheque when entering an Insurance payment. Refunds - are done when you need to refund an amount to either the Patient or the Insurance Carrier. The amount entered must always be a negative amount, but Quadra will never let you enter anything but a negative amount so if you make this mistake you will be prompted to change it. Write-Offs - can be done when you want to clean-up small balances that you are never going to collect negative and positive ones. However I like to leave my write-offs for negligent patient accounts only, and use a Negative Adjustment (see below Misc Postings) for account clean-ups. Transfers - can be done from Insurance to Patient, Patient to Insurance and from one Insurance Carrier to the next Insurance Carrier. Misc Postings/Adjustments - this is broken down into several sub-categories which are displayed in the Method field when you choose to work in this area. Your choices will enable you to better identify the type of adjustment you are choosing to perform. This posting type is always unapplied, so if you are using this to clean-up small unpaid amounts, you will need to make sure that after you post a transaction by this method, that you go back and apply it to the TX entry you are getting rid of. The amount entered can either be positive (Debit) or negative (Credit), depending on if you want the Patient s/insurance balance to Increase (Debit) or Decrease (Credit). Unapplied Balance Allocations - is used when you want to Apply an Un-Applied balance to the Applied balance. ie; You have taken a deposit of $300 on a patient account for a crown, leaving the patient with a Credit of $300 on their account. The patient comes back, has the crown cemented, and you bill through the full amount of $700. The patient then pays you the balance of $400, and you apply this towards the billed crown. However, you will still be left with the $300 deposit Un-Applied. Your balance will be $0, but you will still need to tell the computer where you would like that $300 to be applied to. QuadraManual.doc 2/25/2002 4:41 PM Page # 32

33 Posting a Payment or if choosing this, the Carrier must be chosen aswell and it must be an active patient policy. select Method: Cheque enter Amount: $150 (to be written in just like you would a cheque) select Manually Apply or Auto Apply; you must always choose one of these, unless you are entering a deposit on a account where there is no outstanding balance, and then you will just enter Accept. The rule is Manually Apply if the amount that is being paid does not match exactly the amount owing, and Auto Apply only if it matches exactly. when choosing Manually Apply you will be taken to where all outstanding treatment entries are listed. They will appear in date order with one line for each procedure code entered. from here you can enter the exact amount being paid for on each procedure if more or less is being paid, you will be given a dialoque box that will ask you what you wish to do with the debit or credit balance selecting Write-Off the Difference will get rid of the balance credit or debit selecting Transfer the Difference can either transfer this amount to the patient, (which it will default to) or to the 1st or 2nd insurance carriers. You must ensure that if it is going to another carrier that you tick the appropriate box anytime you choose do to one of these transactions, you do have the option to immediately make a note as to why you are doing what you are doing. On the light blue line that sits below the transaction line, you may type in a brief description as to why you are doing the transfer, write-off etc. ie; 99 deductible, Comp pd as Ag. You may also recall this note at any time,or add to it, by simply going into the ledger, and clicking on to the line you wish to inquire about, then click on Show Detail & 2 line display. selecting Nothing, Leave as is a way to complete a transaction that you do not have time to deal with immediately and will complete at a later date. if, once you get into this area, and you realize that the amount being paid is for the first 5 procedures listed on the page, ie; the most outstanding, you may then select QuadraManual.doc 2/25/2002 4:41 PM Page # 33

34 the other Auto Apply button (that sits right next to the Done button) and this will apply the amount paid to the most outstanding transactions select Done select Accept Posting an Overpayment to an Insurance Claim $100 being paid for on a filling when $50 expected proceed as above, making sure you are Manually Applying enter the full $100 in the payment field of the filling you will then be shown a dialogue box asking you what you want to do with the difference of ($50.00) if it is something that the patient had previously paid in error, you will want to select Transfer the Difference, and give the credit to the patient if it is indeed an error by the insurance company, and you will be notifying them to either debit you, (MSA/CU&C/PBC) or you will be doing a refund and sending them a cheque, Post as Over payment select Done select Accept Posting a Refund to a Patient with a Credit Balance $ Credit balance & select Method: Cheque enter Amount: select Accept a dialogue box will ask you if you want to print a receipt, I will sometimes say YES in order to have something to make a note to the patient as to why they are receiving this refund QuadraManual.doc 2/25/2002 4:41 PM Page # 34

35 Posting a Negative Payment from PBC/MSA/CU&C PBC/MSA/CU&C has on a previous remittance paid you more than what you were expecting. When you received this payment you posted it as an overpayment leaving a credit balance on a specific procedure, or if there had been no monies owing at all at time of payment the amount will be posted as an unapplied payment. Both resulting in a credit balance on Insurance side. You must keep in mind when you are dealing with this deduction from PBC, that they are really taking this money from another one of your patient claims on this same bulk remittance. If any other Insurance Carrier paid you too much money, you would be responsible for doing a Refund yourself and writing them a cheque. In the example below, we are using patient Smith who on previous remittance was paid $50 more than claimed. Patient Jones will be the patient we use to help adjust this account so that the day-end deposit balances. Patient; Smith Credit Balance; $ from PBC & adjustment select PBC as your carrier enter Amount: $50.00 write a note in the Description field explaining briefly why and which patient account you are using to balance this with ( i.e. Jones) select Accept Man Apply apply this amount to the credit procedure it applies to Done Accept find a claim on this same remittance that is for $50 or more, it can be any patient QuadraManual.doc 2/25/2002 4:41 PM Page # 35

36 Patient; Jones Payment: $75 Quadra Training Manual & select PBC as your carrier enter Amount: $ write a note in the Description field explaining briefly why and which patient account you are using to balance this with (i.e. Smith) select Accept Man Apply apply this $ to procedures that this remittance is paying for Done Accept You still have $25 remaining from this remittance, that you will need to apply just like a regular PBC payment Posting A Patient Write-off $50.00 owing & enter Amount: enter a Description for example, Bad Account QuadraManual.doc 2/25/2002 4:41 PM Page # 36

37 select Man Apply you will be taken into a screen that will show you all the outstanding procedures. You must then enter in the write-off column, in negative numbers, the procedure amounts to be written off select Done select Accept Applying an Un-Applied Balance to Clean-up a Patient Account (example) select Man Apply enter, into the Allocation column, the amounts owing for each procedure, making sure to indicate if there is a negative number involved. See Above select Done select Accept QuadraManual.doc 2/25/2002 4:41 PM Page # 37

38 Posting an Adjustment to a Patient Account $5.00 Owing and you do not want to charge the patient & Method: will leave as defaulted Adjustment, I would only change this if I was wanting to label this adjustment as a NSF charge etc. type in: select Accept you will then be left with a situation like the above, a positive applied balance, $5.00 and a negative unapplied, -$5.00 follow the steps above to apply these balances Transfer from Patient to Insurance select Man Apply button from the A/R Transaction screen choose the transaction you wish to transfer QuadraManual.doc 2/25/2002 4:41 PM Page # 38

39 ensuring that you fill out the Transfer amount as a negative number and that you put an explanation in the blue box (see above) clicking on the down arrow under the T# field indicating which insurance company you are transfering this to. select Done select Accept QuadraManual.doc 2/25/2002 4:41 PM Page # 39

40 A/R Transaction Ledger Overview You can access the A/R ledger from 2 separate areas of Quadra, one by clicking on the appropriate icon up above, the other by clicking on the Ledger button in the lower left hand side of your payment screen. You will find that you will quite often flip back a forward between these 2 fields, when dealing with account queries. The A/R ledger has a familiar look and feel since it s layout was taken directly from the one-write system. The information is presented to you in date order and instead of using codes to explain the type of transaction, it is spelled out to you in plain English. The amount columns are broken down by Insurance and Account, each with it s own Charge, Payment and Balance columns, and individually color coded for ease of viewing. There are numerous transactions that you will be performing from this Ledger, and as well numerous bits of information can be attained from viewing this field. Deleting Payments, Adjustments, U-A Allocations, Refunds, Write-Offs You have posted a payment, adjustment etc. for the wrong amount, or to the wrong account, or using the wrong method etc., and you need to correct this; select A/R Ledger single click on the transaction line of this payment, adjustment etc. that you wish to delete select Delete the dialog box shown on the next page will be displayed QuadraManual.doc 2/25/2002 4:41 PM Page # 40

41 enter 1234 as the Password click Enter on your keyboard the Delete button will go from gray to black, click on this button now you will be asked if you really want to delete. Select Yes select OK Labeling a NSF Cheque select A/R Ledger single click on the transaction line of the payment that has been sent back NSF enter 1234 as the Password select NSF select OK You may then want to go back into the payment field and do a NSF charge with the Adjustment button. One-up Statement If you have just done a transfer to a patient account from an Insurance Carrier as a result of an underpaid insurance claim, you will want to do a statement for this patient immediately to inform them of the new balance on their account. Click on the Statement button at the bottom of your Ledger screen QuadraManual.doc 2/25/2002 4:41 PM Page # 41

42 You may get numerous pages printing out for this one account, depending on how long they have been in your system, but you will only want to send them the last page that shows, the transfer of funds. You will also get a dialogue box that will ask you Update Account File With New Statement? If you say No to this you will be able to reprint a detailed statement at any time, but the date you printed this statement will not be recorded on the Patient Information Screen. Reprinting Patient Receipt from the Ledger screen click on the transaction line of the payment you wish to Reprint click on the Reprint button below Tax Receipt from the Ledger screen click on Tax Receipt button below enter the year you wish the receipt for Finding Out Specifically What a Particular Charge or Payment Was For... from the Ledger screen click on the transaction line in question click on Show Detail button in lower portion of screen this will show specific procedure codes and amounts, any payments that have been applied from patient or insurance carriers Finding Out Why a Transfer was Done... from the Ledger screen click on the transaction line in question click on Show Detail and then 2 Line Display (for more detailed specifics) As long as you & your co-workers have made a point of always labeling your transfers, your explanation in the blue box should give you that information QuadraManual.doc 2/25/2002 4:41 PM Page # 42

43 Closing Down Quadra Shutting Down Your Computer at the End of the Day if you are on a Networked system (more than 1 computer) it is very important that you shut down your Slave, 1st and then your Master click on the X that sits in the far upper right side of your screen when the dialogue box says; This Will End Your Quadra Session select OK click on the Start button in far left side of screen, and select Shut Down... select Shutdown the Computer a message will then be displayed indicating that it is Safe to Turn Off Your Computer turn off both your CPU & Monitor follow the same procedure for both systems QuadraManual.doc 2/25/2002 4:41 PM Page # 43

44 REPORTS Day End Menu Day/Month End Procedure Day End Reports You have several choices here and can try running the various reports to see what works for your office. You can end up with alot of paper, so you should discuss with your accountant or dentist what they would like to see each day. The reports that I run in my office are as follows; select Bank Deposit & Print select Day-End Transaction Summary & Print select Day -End Treatment Report & Print - when I run this report I do a Preview instead of a Print so that I may print 2 copies of this, one to file and one to give to each Provider so they may check to see that treatment entries were posted correctly. Tick on Preview then click Print, OK, once the report shows on your screen, go up to the upper left side of your screen click on Report and Print. From here you will be able to select the number of copies you would like. You can also do this for the Summary as well & by printing 2 copies you do not have to worry about getting these reports back for your permanent records Printing Daysheets & Confirmation Lists.Menu Reports Day-sheets depending on how you would like your printed daysheet to look will determine which selection you choose. Experiment with the 3 selections and choose what works best for your office if you choose Day-sheet by Operatories, your office blockings will not show with their appropriate labels, as the blockings are connected to the Providers if you would like the day-sheet to print just as you have entered it in the scheduler with Providers and blockings properly labeled choose, Day-sheet by Provider QuadraManual.doc 2/25/2002 4:41 PM Page # 44

45 Month End Menu Day/Month End Procedure Month End Reports Prior to entering any new entries for the new month you will need to run some monthend reports, these can be done the 1st day of the month or at the end of your last working day in the month. Once these have been run you should then store these in special Month-End binder. I would also advise that you make a habit of running a full back-up of your whole system the last day in the month. There are also various different reports that you can run at this time but I will give you a suggestion as to the standard ones you may want to do. For the reports below make sure you change your date criteria, in the Start Date/End Date fields Month End Summary Production Detail By Main Provider -this will track quantities of procedures Production Detail By Sub-Providers-if you are calculating daily averages for hygienists or other providers A/R Reports A/R reports - you will find these reports in the Balance File, I run the Summary List Patients and Summary List Insurance, for my dentist/accountant to see the current status of the practice for that month. At some point during the month you will want to run a Third Party Aged Trial Balance, this report will tell you what is owing by each Insurance Carrier for specific patients. This allowing you to have all patient insurance claims still outstanding for 1 carrier all together, therefore when inquiring as to the status of numerous claims, only 1 phone call is required. The simplest way of using this report is as follows; select the patient balance you are concerned with, and bring that patient up on your screen click on TX Transaction Ledger, then click on the specific date you are inquiring about, go down to the lower portion of your screen, click on 2 Line Display and Show Detail this will then show you the precise status of the outstanding treatment i.e.; the date the treatment was done, what specific QuadraManual.doc 2/25/2002 4:41 PM Page # 45

46 procedures were done, if a 1st or 2nd carrier has made any payment on that treatment etc. from here you will be able to assess the best way to deal with this outstanding treatment. New Patient Referral Reports you may choose to run your New Patient Referral list at this time and this is found in the Listings File or this may be something you do on a weekly basis Recall Reports recall reports for the next month could also be done at this time Menu Day/Activities Patient Recall Maintenance enter the specific date criteria, and select Apply once the report appears on your screen Print Report Patient Statements patient statements are also found in this section, but this may be something you do at another time of the month. If you do not have a very large Patient A/R it will be more beneficial for you to run what I call 1-Up statements. Simply check your patient A/R report find all your patients with 30 day + balances, go into their individual ledgers and click on Statement, you will then get a dialogue box that will ask you Update Account File With New Statement? If you say No to this you will be able to reprint a detailed QuadraManual.doc 2/25/2002 4:41 PM Page # 46

47 statement at any time, but the date you printed this statement will not be recorded on the Patient Information Screen. Month End Procedure Menu Day/Month End Procedure Month End Reports Once these reports are run before Quadra will allow you to enter new treatment entries you will need to run the Month End Procedure. This is done as above but instead of clicking on Month End Reports you will click on Month End Procedure. You will say OK to the dialogue box that advises you to do a full back-up since you will have already done this. Click on Start, and in a few short minutes you will be ready to exit out of here. You are just about ready to start entering treatment for the new month, but prior to doing so Quadra will tell you that you need to add a new period. Periods this area will also have to be accessed every month after the month-end reports are run and you are ready to enter treatment for the new month. If you are running on a calendar year it is very straightforward to set-up: Year; the current 4 digit year you are in Period; will coincide with the number of the month you are about to work in i.e.; Jan=1, June=6 etc. Description; the fully spelt month you are entering Date From & To; January 1/98-January 31/98 an example of the differences for a fiscal year; the current date is June 1st 1998 when you are entering this information your fiscal year is August 1-July 31st Year; 1998 but when you do your month end Aug. 1st you must change this to 1999 Period; June will be your 11th period because July is the last month of your fiscal year- therefore when entering Aug. 1st make sure you give it period 1 the other date entries will be the same select Add and then Validate QuadraManual.doc 2/25/2002 4:41 PM Page # 47

48 Clean Up Reports Menu Activities Office Manager There are several reports in this section that you might want to run on a semi-regular basis. select Outstanding Treatment Files (that have the status Entered or Completed) after running this report check all the accounts that have a $$ value as opposed to a $0.00. You may have TX entries here that you have neglected to BILL and therefore have not collected for. Or these treatments may just be ones that you neglected to DELETE. To check these entries you can just go up to TX History high light and select or double click onto the treatment entries marked Entered or Completed. This will bring this treatment down into the treatment entry screen & from here you will have to check patient chart and other entries made on or around this date and decide if this entry should be deleted or billed. Treatment in Progress Files; This report will let you know if you have assigned a TX in Progress status to some Crown & Bridge or Endo procedures and either forgotten about them and have reentered them without bringing them down from the TX history, or that the patient has not been back to have the TX completed. Outstanding Treatment Plans; If you are making sure that you are tracking all of your preauthorizations by entering into Quadra the date you are receiving the approvals and as well removing the approvals as you do the TX either by deleting them or bringing them down from the history and turning them into Completed TX, this report will be of interest to you. Treatment Plan Preauthorization; This report works hand in hand with the report above Postdated Payments; If you had numerous post-dated payments on file you might want to run this report on a weekly or monthly basis and have it posted somewhere for quick reference, but not really necessary. QuadraManual.doc 2/25/2002 4:41 PM Page # 48