User's Guide EVOLUTION Insurance Contribution Service EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 1 of 18
Copyright 2014 Software of Excellence International. All rights reserved The software contains proprietary information of Software of Excellence International; it is provided under a license agreement containing restrictions on use and disclosure and is also protected by copyright law. Reverse engineering of the software is prohibited. Due to continued product development this information may change without notice. The information and intellectual property contained herein is confidential between Software of Excellence International and the client and remains the exclusive property of Software of Excellence International. If you find any problems in the documentation, please report them to us in writing. Software of Excellence International does not warrant that this document is error-free. Microsoft Word, Microsoft Office, Excel, Windows, Windows XP, Windows 7, Windows Vista, Windows NT and MS-DOS are trademarks of the Microsoft Corporation. Software of Excellence International Unit A3, 34 Triton Drive Albany, North Shore 0632 Auckland, New Zealand +64 9 414 1220 Internet E-Mail: support@soeidental.com Website: http://www.soeidental.com Subscribers' Portal: http://portal.softwareofexcellence.com EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 2 of 18
Contents Contents... 3 List of procedures... 3 Insurance Contribution Service 4 Overview... 5 Purpose... 5 Benefits... 6 Features... 7 Requirements... 8 Using the Insurance Contribution Service... 10 Displaying patient insurance options... 10 Configuring the Insurance Contribution Service... 13 Registering the Insurance Contribution Service... 13 Installing the 3rd party software... 14 Configuring patient insurance details... 14 Configuring the Insurance Contribution Settings... 16 Index... 18 List of procedures To display a patient's insurance options... 10 To register the Insurance Contribution Service in EVOLUTION... 13 To install Pien 3rd party software... 14 To install Zorgsom 3rd party software... 14 To configure insurance information per patient... 14 To configure the Insurance Contribution Service link for Pien and Zorgsom... 16 EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 3 of 18
INSURANCE CONTRIBUTION SERVICE This service enables a dental practitioner to link from the Charting screen in EVOLUTION to a web page in order to display or print patient insurance information in relation to the treatment proposed on the chart. The insurance information is calculated and provided by 3rd party vendors Pien or Zorgsom. Patients benefit from being able to clearly preview their insurance payment options before committing to treatment. The dental practice benefits from faster patient decisions, less recalls, less FTAs and a more professional practice workflow. Overview Purpose (on page 5) Benefits (on page 6) Features (on page 7) Requirements (on page 8) Using (strategy, screens and procedures) Displaying patient insurance options (on page 10) Configuring (Setting up and customising) Registering the Insurance Contribution Service in EVOLUTION (see "Registering the Insurance Contribution Service" on page 13) Installing the 3rd party software (on page 14) Configuring patient insurance details (on page 14) Configuring the Insurance Contribution Service link (see "Configuring the Insurance Contribution Settings" on page 16) Resources (videos, PDFs, links) User Guide http://help.soeidental.com/11.3/pdfs/insurancecontributionservice.pdf Pien Support website: http://www.piensupport.nl/ (with video) Zorgsom website: http://www.zorgsom.nl/ (with video) EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 4 of 18
Overview This section describes the purpose, benefits, features and requirements for the Insurance Contribution Service. Purpose In the Netherlands it can be awkward for dentists and patients to calculate the insurance options for treatment because Additional insurers usually have a maximum amount (the 'ceiling ) that a patient can claim, The insurer usually pays only part of the treatment, The ceiling and the splitting of the treatment costs varies per insurer, and There are over 3000 possible additional insurance policies. To improve the dental service, practitioners need to be able to inform patients how much the treatments will cost them versus the insurer. Patients specifically need to know: How much has been claimed to the insurance, How much can still be claimed before the ceiling is reached, The percentage split of the costs into insurance part versus patient part. Pien and Zorgsom are third party vendors who conveniently summarise this information on a custom web page in relation to historical and proposed treatment. With the proper configuration, a dental practitioner can link from the Charting screen in EVOLUTION to such a web page and display or print this information for the patient in the chair, encouraging the patient to decide on treatment proposals. Overview of the procedure 1. A practitioner charts proposed treatment for a patient by means of the EVOLUTION charting screen. 2. The practitioner clicks a Pien or a Zorgsom button on the charting screen. 3. EVOLUTION transmits the charting information with other patient information to the 3rd party (Pien or Zorgsom) website, the website performs a calculation, displays the result on a unique web page, and transmits the web page URL back to EVOLUTION. 4. EVOLUTION informs Windows to display the web page by means of the computer's default browser. Example: 5. The patient and / or practitioner interact with the web page software to obtain specific information for treatment decision-making. EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 5 of 18
Benefits Improved service - patients can immediately review their options before committing to treatment Patients typically identify required treatment in one appointment, go away with a quotation to research their insurance options, then book a further appointment for the confirmed treatment. This service provides a means for patients to clearly see their available options for proposed treatment while they are in the chair. They can confirm the insurance contribution and immediately commit to the treatment, whether in the current appointment or in a later appointment. More secure appointments, less need for recalls and less FTAs This service helps to solidly fill the appointment book, so the practice has less need to recall recalcitrant patients, and there are less Failed to Arrives (FTAs). There are also less patients postponing treatment simply because they do not know their options. Professionalism This service enhances the perceived professionalism of the practice. One-click access to insurance information From the Chart screen a practitioner need only click a button to access the patient's insurance information on the Pien or Zorgsom web pages. Patients do not need to manually complete fields in Pien or Zorgsom forms The data transfer from EVOLUTION to Pien / Zorgsom includes patient information that patients would otherwise need to manually complete in either Pien or Zorgsom forms if they manually requested insurance information. NOTE: The only private information sent to Pien / Zorgsom is Date of Birth. All other private information is maintained only in EVOLUTION against the unique patient number, and is not accessible to 3rd parties. EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 6 of 18
Features Patient privacy Pien Zorgsom The only private information sent to Pien is date of birth. All other private information is maintained only in EVOLUTION against a unique patient number, and is not accessible to 3rd parties. Zorgsom requires patient s name, gender, date of birth, BSN number and address. Insurance information is available at the point of treatment proposal The Pien or Zorgsom button is conveniently located in the Chart screen, at the point where treatment is proposed, so a practitioner can fully inform and discuss treatment with a patient while the patient is still in the chair. Practitioner prompts, status displays and warnings EVOLUTION keeps the practitioner informed. For example: If the practitioner hasn't saved the proposed treatment before clicking the Pien or Zorgsom button... While the patient information is transmitting to the 3rd party site... Warning on connection error (perhaps no Internet connection)... EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 7 of 18
Selectors for patient insurance fields Convenient selectors simplify the patient details configuration. For example: Requirements EVOLUTION software version Version 11.3 SP3 or later Register the Insurance Contribution Service in EVOLUTION The Insurance Contribution Service needs to be registered for the dental practice from Configure > Practice Information > Register > [Registration window] See Registering the Insurance Contribution Service (on page 13) Install Pien or Zorgsom 3rd party software See Installing the 3rd party software (on page 14). You can also refer to their respective websites for details on the current setup. Pien Apply for a Pien certificate and password, then follow the Pien instructions to install the Pien certificate, which functions as a digital signature. Zorgsom Apply for the Zorgsom software application, then install the application using full Administrator rights and following the Zorgsom installation instructions. Zorgsom does not function properly in Internet Explorer. The preferred browser is Chrome, with FireFox or Safari as alternatives. Ensure that Patient Details are complete Patient Details must include correct insurance information (yellow fields are compulsory): EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 8 of 18
See Configuring patient insurance details (on page 14) Complete the Insurance Contribution Settings Once the 3rd Party software from Pien or Zorgsom is correctly installed, the service needs to be correctly configured from Configure > Practice Settings > Configure Insurance Contribution Service. See Configuring the Insurance Contribution Settings (on page 16) Assumption THE EVOLUTION interaction with Pien and Zorgsom assumes that the dental practice has full knowledge of all treatments at other dentists or hygienists and that the patient did not claim any other treatments at other dentists or hygienists. Limitations / Exclusions This service is not available for base charting, families, or private courses of treatment. EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 9 of 18
Using the Insurance Contribution Service This section includes procedures for using the Insurance Contribution Service. Displaying patient insurance options To display a patient's insurance options 1. Chart proposed treatment in the Chart screen. 2. Save the charted treatment (if you do not save you will be prompted to do so). 3. Select the Pien button or the Zorgsom button at the bottom of the screen. 4. You may be prompted to Save and you may see a transmission status display: 5. Your default browser software will open a web page for either Pien or Zorgsom, from where you can view further options and interact with the software. NOTE: ZorgSom does not function properly in Internet Explorer. The preferred browser is Chrome, with FireFox or Safari as alternatives. 6. Discuss options with the patient and prompt the patient to commit to treatment. 7. Log out when complete. Pien example: EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 10 of 18
Zorgsom example: EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 11 of 18
EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 12 of 18
Configuring the Insurance Contribution Service This section covers the configuration that needs to be performed for the Insurance Contribution Service. Registering the Insurance Contribution Service To register the Insurance Contribution Service in EVOLUTION 1. Purchase the module from your EVOLUTION representative and obtain the registration code. 2. Go to Configure > Practice Information... and in the Practice Information window select the Register button at top right: 3. Select Pien and Zorgsom in the list and then select the Register button at bottom right: 4. In the Registration dialogue, enter appropriate details and the registration code and select OK to register the service. 5. In the Register window you will see that the Pien and Zorgsom line has a Code and is registered. Click OK to finish: EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 13 of 18
Installing the 3rd party software IMPORTANT: This installation is required before you can Configure the Insurance Contribution Settings (see "Configuring the Insurance Contribution Settings" on page 16) To install Pien 3rd party software Apply for a Pien certificate, password and instructions, then follow the instructions to install the certificate, which functions as a digital signature. See also the Pien Support website: http://www.piensupport.nl/ Apply for Pien certificate: https://aanmelden.piensupport.nl/ To install Zorgsom 3rd party software Apply for the Zorgsom software application, then install the application using full Administrator rights and following the installation instructions. See also the Zorgsom website: http://www.zorgsom.nl/ Configuring patient insurance details To configure insurance information per patient 1. Select a patient, open the patient Details tab and edit the Insurance fields: 2. Optionally check the Insurance Covers by clicking the Check Insurance button: EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 14 of 18
3. Use the selectors to populate the Insurance Company and Policy Name fields: For example: 4. Manually type in the Policy Number. 5. The Policy Extras field is optional. Choose by means of the selectors (see image above, as for the Check Insurance button). EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 15 of 18
Configuring the Insurance Contribution Settings SEE ALSO: a description of the Insurance Contribution Service (on page 4) and further requirements (on page 8) for configuring this service.) Prerequisites Before configuring the service link you first need to install the 3rd party software from either Pien or Zorgsom. For Zorgsom you will also first need to o o Start the Zorgsom service in Windows Task Manager, Record the location of the Server URL (The Zorgsom service is installed on a local PC situated on your Local Area Network (typically the same computer as the EVOLUTION server). The Server URL points to this local PC. It will vary based on machine name, domain, and even port number. For example: server.workgroup:8000) To configure the Insurance Contribution Service link for Pien and Zorgsom 1. Go to Configure > Practice Settings > Configure Insurance Contribution Service: 2. Initially when you click the spanner button you will see a blanked settings window: 3. Select either Pien or Zorgsom, according to the service that your dental practice uses. EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 16 of 18
Pien configuration: a. As you select the Pien option, the Server URL field populates automatically and the OK button become available: NOTE: This URL need not be manually modified. b. Select the OK button. c. EVOLUTION will run checks to confirm that the service link is functional. Where necessary EVOLUTION displays error messages. Otherwise, the Pien button simply becomes available at the bottom of the Charting screen. Zorgsom configuration: a. As you select the Zorgsom option, the OK button become available: b. Manually add the Server URL. The Zorgsom service is installed on a local PC situated on your Local Area Network (typically the same computer as the EVOLUTION server). The Server URL points to this local PC. It will vary based on machine name, domain, and even port number. For example: server.workgroup:8000 c. Select the OK button. d. EVOLUTION will run checks to confirm that the service link is functional. Where necessary EVOLUTION displays error messages. Otherwise, the Zorgsom button simply becomes available at the bottom of the Charting screen. NOTE: ZorgSom does not function properly in Internet Explorer. The preferred browser is Chrome, with FireFox or Safari as alternatives. EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 17 of 18
Index B Benefits 4, 6 C Configuring patient insurance details 4, 9, 14 Configuring the Insurance Contribution Service 13 Configuring the Insurance Contribution Settings 4, 9, 14, 16 D Displaying patient insurance options 4, 10 F Features 4, 7 I Installing the 3rd party software 4, 8, 14 Insurance Contribution Service 16 INSURANCE CONTRIBUTION SERVICE 4 O Overview 5 P Purpose 4, 5 R Registering the Insurance Contribution Service 4, 8, 13 Requirements 4, 8, 16 U Using the Insurance Contribution Service 10 EVOLUTION Insurance Contribution Service rev1, 2/05/2014 page 18 of 18