Contracts Features Available in HTML5. it just makes sense

Contracts Features Available in HTML5 it just makes sense August, 2018

Contracts Features Available in HTML5 As part of the 5.2 SP1 release, the Contracts functionality is now available in HTML5 and provides the same functionalities that are also available in Silverlight: Contracts Overview Creating Contracts with No Insurance Creating Contracts with Insurance Create Auto Payment Plans Create a Manual Auto Payment Plan Create an OpenEdge (XWeb) Auto Payment Plan Change Contract Amounts Changing the First Monthly Charge Changing All Monthly Charges Updating Contracts Correcting Out of Balance Changing an Auto Payment Date Canceling an Auto Payment Plan Contracts Overview Contracts, also referred to as payment plans, help patients finance orthodontic expenses. Patients with insurance coverage can apply their insurance payment and set up a contract to offset the uncovered expenses. In some cases, patients may have more than one financially responsible individual and be covered by multiple insurance plans. A common example would be children who are covered under their mother and father s insurance. To access the Contract window, click Contracts from the patient s ledger. 1

Pre-requisites to creating contracts Before creating contracts, a financially responsible individual must be set up in Cloud9 before creating a contract. And, if a patient has insurance, the insurance plan must also be set up in Cloud9 prior to creating the contract. Pre-requisite #1: Verify financially responsible individual(s) a. From the Home menu, click Edit Patient. b. From the Edit Patient window, click the Relationship tab. c. Verify that True displays under the Financially Responsible column for those individuals responsible for payment. Note: The following graphic indicates that both Sally and Bob Kelly are responsible for payment. If only Sally was responsible, False would display for Bob. d. Do the following: If the financially responsible individual(s) is/are Listed Not listed Then Proceed to creating the contract Click Add to add the missing financially responsible individuals. Pre-requisite #2: Verify insurance a. From the Home menu, click Edit Patient. b. From the Edit Patient window, click the Insurance tab. c. Verify insurance has been entered. If not, then see Add Insurance (Patient Management). 2

d. Do the following: If the insurance is Listed for all financially responsible individuals Not listed for each financially responsible individual Then Proceed to creating the contract Click Add to add the missing insurance. 3

Creating Contracts with No Insurance When a patient starts a contract and doesn t have insurance, the financially responsible individual section displays in the bottom have of the window. If there are more than one financially responsible individual on the contract, everyone will have their own section. Fields for contract and financially responsible individual sections Field Patient Plan Status Plan Description Description The patient s name the contract is for. The status of the contract plan. The contract description is an optional field. Enter text that describes the plan, Full Braces, Invisalign, etc. 4

Field Treatment Fee Charge Type Discount Type Posting Location Expected Contract Start Date Expected First Chg. Treatment Fee Amount Discount Amount Contract Sub-Total Initial CDT Code Payment Plan Totals Plan Amount Start Date Down Payment Description Select the appropriate treatment fee that was created in the transaction type window. The amounts can be overridden in the treatment fee amount field. Select the appropriate discount offered to the patient. These were created in the transaction type window. Select the location desired. If not starting the contract immediately, but the patient wants to take home a financial letter to review, enter in the EXPECTED start date so that the field can be used in a letter template. This date does NOT start the contract. If not starting the contract immediately, but the patient wants to take home a financial letter to review, enter in the first EXPECTED monthly charge date so that the field can be used in a letter template. Fills in automatically based upon your setup selections. You can change this number by highlighting and entering in a different amount. Fills in automatically based upon your setup selections. You can change this number by highlighting and entering a different amount. The contract total after any discounts have been applied. Insurance code that displays on the initial claim form. This code is generated based on the treatment fee charge type selected. Use the lookup button to select a new initial CDT fee code. This field remains red until the plan amount field equals the payment plan sub-total. The payment plan total is the sum of the plan amounts fields. The amount the responsible party is expected to pay. Start date, which automatically fills when the start button is clicked. The amount of money that the responsible party is paying to start treatment. # of Payments The number of payments to complete the plan. Frequency The timeframe of the contract charges. Note: The default day is always the first of the following month. 5

Field Future Due Auto Pay this contract Description The total amount remaining that the responsible party is expected to pay after the down payment has been deducted from the plan amount field. This checkbox to designate an autopayment set up. Note: This option is only available after starting a contract. Buttons on the Contract Section Button When clicked Starts the contract Start Saves and closes the contract Close Cancels the contract entries Cancel 6

Buttons on Financially Responsible Section Button Calculate Fill Description Performs calculations based on amounts entered on the payment section on the contract Automatically fills selected options from the Fill dialog box: Date; Amount; Auto Pay and Auto Pay Date Currently unavailable Coupons To create a contract without insurance 1. Verify the financially responsible individual(s) have been set up in Cloud9. 2. From the patient s ledger, click Contracts. The Contracts dialog box displays. 3. Click Add. The Contract window displays. 7

4. In the Treatment Fee Charge Type field, click Lookup. The Choose a Treatment Fee Charge Type dialog box displays. 5. Select the desired treatment fee charge type and click Select. The corresponding fields automatically fill on the window. 6. If a discount needs to be applied, click Lookup in the Discount Type field, select the desired discount and click Select. The discount amount displays in the Discount Amount field and is applied to the contract sub-total. 7. Do the following: If there Is only one financial responsible individual Then a. In the Plan Amount field under the financially responsible section, enter the amount specified in the Contract Sub-Total field and then click anywhere on the contract. Cloud9 automatically calculates and populates the # of payments field and the charges in the table. Also, the Payment Plan Totals field is filled and no longer red b. In the Down Payment field, enter the amount the responsible individual is going to pay to start treatment and then click anywhere on the contract. Cloud9 automatically adjusts the charge amount based the # of payments. 8

If there Then c. In the # of Payments field, adjust the number if the financially responsible individual wants a different # of payments. Cloud9 automatically adjusts the charge amount based the # of payments. d. In the Frequency field, enter the timeframe of the contract charges. Cloud9 automatically adjusts the charge amount based the # of payments. Are more than one financial responsible individual Complete above steps a through d for each additional financially responsible individual. Note: If you are not planning to start the contract but want the patient to take home a financial letter to review, enter the Expected Contract Start Date and the Expected First Monthly Charge Date fields. These fields can be used in letters for the Expected information without starting the contract. 8. Do the following: If you want to Start the contract Then a. Click Start. The Charge Date column is now filled in and many fields cannot be modified. b. Click Close. The contract is started and saved. The contract window closes. NOT start the contract Click Close. The contract is saved, but NOT started. The contract window closes. 9

Creating Contracts with Insurance When a contract includes insurance, the insurance section displays on the lower right-hand side of the financially responsible individual section. Insurance Fields The fields for contract and financially responsible individual sections are the same as contracts with insurance. Below are the additional fields for the insurance section. Field Plan Amount Start Date Down Payment Cont. Code Initial checkbox Description The amount the insurance is expected to pay. Start date, which automatically fills when the start button is clicked. The amount of money that the insurance is paying to start treatment. The periodic contract ADA code that displays on the claim form. Checkbox checked if to have an initial claim generated automatically based upon specific dates. 10

Field Continuation checkbox Future Due Initial Claim Description Checkbox checked if the insurance company requires continuation of forms generated automatically based upon specific dates. The total amount remaining the insurance is expected to pay after the down payment has been deducted from the plan amount field. The amount displayed on the initial claim. Note: If no amount is specified, the claim form will display $0.00. # of Claims The number future claims that should be automatically generated for the patient. Frequency The designated timeframe for generating the claim monthly; quarterly; semiannually or annually. Buttons on Insurance Section Button Initial Claim When clicked Opens the initial claim and provides opportunity to review it before submission Note: The Initial Claim check box must be checked to see this button. 11

Button When clicked Calculates the form and ledger amounts Calculate Fill Automatically fills selected options from the Fill dialog box: Date; Form Amount and Ledger Amount To create a contract with insurance 1. Verify that the responsible parties have been identified as financially responsible. 2. Verify the insurance information has been set up. 3. From the patient s ledger, click Contracts. The Contracts dialog box displays. 4. Click Add. The Contract window displays. 5. In the Treatment Fee Charge Type field, click Lookup. The Choose a Treatment Fee Charge Type dialog box displays. 6. Select the desired treatment fee charge type and click Select. The corresponding fields automatically fill on the window. 12

7. If a discount needs to be applied, click Lookup in the Discount Type field, select the desired discount and click Select. The discount amount displays in the Discount Amount field and is applied to the contract sub-total. 8. Under the Insurance ledger, enter the insurance benefit in the Plan Amount field. 9. In the Down Payment field, enter what the insurance company is expected to pay to start treatment. 10. In the Initial Claim field, put the Treatment Fee Amount that displays on the Initial Claim Form. Note: This amount is typically the amount displayed on the Contract Sub-Total field. 11. In the # of Claims field, enter how many claims should be generated. 12. In the Frequency field, select the appropriate frequency of claim submission. The Number of Charges and the Amount are automatically calculated for you based on the selections you made in the Down Payment and # of Payments fields. The Future Due is divided into equal monthly charges. The Payment Plan Totals field displays red as the patient s contract has not yet been filled. 13. Do the following regarding Continuation of Benefits Claim: If the insurance company does Require a Continuation of Benefits Claim Then a. In the first Form Amount cell, enter in the amount you want the claim form to display. For example, If the payment percentage is 50%, double what the amount is in the Ledger Amount column. b. Highlight the line if needed, click Fill. c. Check the Form Amount checkbox. NOT require a Continuation of Benefits Claim d. Click OK. The amount you entered in the first cell is now is all the Form Amount cells. Go to the next step. 14. Do the following regarding Financially Responsible Individual(s) 13

If there Is only one financial responsible individual Then a. In the Plan Amount field under the financially responsible section, enter the amount specified in the Contract Sub-Total field minus the Plan Amount under the Insurance section and then click anywhere on the contract. Cloud9 automatically calculates and populates the # of payments field and the charges in the table. Also, the Payment Plan Totals field is filled and no longer red. b. In the Down Payment field, enter the amount the responsible individual is going to pay to start treatment and then click anywhere on the contract. Cloud9 automatically adjusts the charge amount based the # of payments. c. In the # of Payments field, adjust the number if the financially responsible individual wants a different # of payments. Cloud9 automatically adjusts the charge amount based the # of payments. d. In the Frequency field, enter the timeframe of the contract charges. Cloud9 automatically adjusts the charge amount based the # of payments. Are more than one financial responsible individual Complete above steps a through d for each additional financially responsible individual. Note: If you are not planning to start the contract but want the patient to take home a financial letter to review, enter the Expected Contract Start Date and the Expected First Monthly Charge Date fields. These fields can be used in letters for the Expected information without starting the contract. 14

15. Do the following: If you want to Start the contract NOT start the contract Then a. Click Start. The Charge Date column is now filled in and many fields cannot be modified. b. Click Close. The contract is started and saved. The contract window closes. Click Close. The contract is saved, but NOT started. The contract window closes. Create an Auto Payment Plan Once a contract has been started, you have the option to create an Auto Payment Plan for the patient. 15

There are two ways of auto payments can be set up: Manually; not integrated with Cloud9 for offices not signed up to partner with OpenEdge or OrthoBanc Via OpenEdge (XWeb); fully integrated with Cloud9 IMPORTANT: While auto payments can be set up in HTLML5, you need to process auto payments in Silverlight until this functionality is available in a future HTML5 release. Silverlight: Financial menu > Post Auto Payments. Create a Manual Auto Payment Plan Pre-requisite: The patient s contract needs to be set up and started to have access to the auto pay option for the contract. If your office chooses NOT to sign up to partner with OpenEdge or OrthoBanc, you are still able to post payments all at once. Keep in mind the following important tips: It is your responsibility to get notifications through your credit card or ACH processor s portal if the payment has cleared to post the payments. Remember: If you process payments more than once or twice in a month, this could turn into a very labor-intensive process. The fewer dates you offer to your patients, the less complicated it is for the staff to keep up with. Most offices give the 1 st and 15 th only. If selecting a Manual Auto Payment Plan, you need to go into your processor s portal and enter the payment information, amounts, dates, and whatever else is required by your processor. To create a manual auto payment plan 1. Access the patient s contract: a. Access the patient s ledger. b. Click Contracts. c. Select the contract and click Edit. The patient s contract displays. 2. In the responsible party s section, check Auto Pay this contract. The Select Auto Payment Type dialog box displays. 16

Reminder: If you cannot check the Auto Pay this contract checkbox, you must start the contract. 3. In the Provider field, select None. 4. Select Manual. Note: The Post Dated Checks option is used for Canadian offices. 5. Select the Payment Type. 6. Click Save. The Contract window displays with the following updates: The Auto Pay field is populated as same as the Amount field. The Auto Pay Date field is populated with the Charge Date. 17

7. In the first row, enter the charge amount in Auto Pay field. 8. Select the Auto Pay Date. 9. Click Fill. The Fill dialog box displays. 10. Check Auto Pay and Auto Pay Date check boxes and keep Date and Amount checked. 18

11. Click Fill. Cloud9 automatically fills the remaining Auto Pay and Auto Pay Date fields. 12. Click Close to close and save the contract. Create an OpenEdge (XWeb) Auto Payment Plan Cloud9 is fully integrated with OpenEdge Technologies for setting up Auto Payment Plans. The plan is the same as a manual plan, except: Your practice needs to sign up with OpenEdge for a credit card account, ACH (Automated Clearing House) account or both. If you have both a credit card and ACH account, you need to select the appropriate one based on the patient s preference. Notes: OpenEdge assigns accounts to specific locations but will default to the Cloud9 assigned location listed on the Edit Patient window. If a patient has OpenEdge and their location is changed, Cloud9 prompts you to update the auto payment to the new location. To create OpenEdge (XWeb) auto payment plan Pre-requisite: The patient s contract needs to be set up and started to have access to the auto pay option for the contract. 1. Access the patient s contract: a. Access the patient s ledger. b. Click Contracts. c. Select the contract and click Edit. The patient s contract displays. 19

2. In the responsible party s ledger, check Auto Pay this contract. The Select Auto Payment Type dialog box displays. Note: If you cannot check the Auto Pay this contract checkbox, you must start the contract. 3. In the Provider field, select XWeb. The XWeb field automatically displays Practice. 4. Do one of the following: Select the payment type Credit Card Bank Account Then The Set Up Auto Pay dialog box displays. a. Enter the Card Number and Expiration Date. b. Click Submit. The Set Up Auto Pay dialog box displays. a. Enter the Bank Account Number. b. Click Submit. 5. Enter the appropriate information for the credit card or bank account. 6. Click Save. The Contract window displays with the following updates: The Auto Pay field is populated as same as the Amount field. The Auto Pay Date field is populated with the Charge Date. 7. In the first row, enter the charge amount in Auto Pay field. 20

8. Select the Auto Pay Date. 9. Click Fill. The Fill dialog box displays. 10. Check Auto Pay and Auto Pay Date and keep Date and Amount checked. 11. Click Fill. Cloud 9 automatically fills the remaining Auto Pay and Auto Pay Date fields. 12. Click Close to close and save the contract. 21

Change Contract Amounts After the contract has been started, patients may want to change one monthly charge amount or all monthly charge amounts. Changing the First Monthly Charge If a patient wants to pay a larger amount the first month, you can easily change that one monthly charge. As a result, the balance of the charges is to be paid at a slightly reduced amount. 1. From the patient s contract, enter the monthly amount in the Amount field on the first row. 2. Select the row and click Fill. The Fill dialog box displays. 3. Make sure the Date and Amount checkboxes are checked. Note: If this contract has autopayment, also check the Auto Pay and Auto Pay Date checkboxes. 4. Click Fill. Cloud9 automatically calculates the new # of payments and updates the number of charge rows. 22

5. Click Close to close and save the contract. Changing All Monthly Charges If a patient decides that they want to pay a different monthly amount, you can adjust the monthly payment amount. For example, the patient decides to pay a higher amount each month to pay off their contract quicker. 1. From the patient s contract, enter the new monthly amount in the Amount field on the first row. 2. Select the row and click Fill. The Fill dialog box displays. 3. Make sure the Date and Amount checkboxes are checked; if this contract has autopayment, also check Auto Pay and Auto Pay Date checkboxes. 23

4. Click Fill. Cloud9 automatically calculates the new # of payments, updates the number of charge rows and fills in the new amount for each charge. 5. Click Close to close and save the contract. 24

Updating Contracts Once contracts are started, you may need to make the following updates: Correct an out of balance between the future due and the sum of future transactions Change a payment date Cancel autopayment Correcting Out of Balance Contracts are out of balance when the Future Due amount does NOT equal the Sum of Future Transactions for a specific financially responsible individual or insurance. You receive a warning message when the contract is out of balance. After clicking OK, the contract window displays as red. 25

Example: Due Now shows $0.00, Future Due is $0.00 and the Total Due $376.00, but it should be a $0.00 Total Due. You'll want to start a Contract Balance Adjustment and put a ($376.00) amount in the Due Now field to adjust the Total Due to $0.00. 1. Determine what the correct ledger balance should be. 2. Complete a contract balance adjustment. Cloud9 updates the ledger to reflect the adjustment and the Contract window is no longer red. Notes: The Contract Adjustment value may be a positive or negative amount. A negative amount to indicate a credit, such as an overcharge. A positive amount to indicate a debit, such as an undercharge. In the Comment field, provide an explanation of the adjustment; e.g., Fixing contract out of balance. This is a required field. 26

Changing an Auto Payment Date If your practice processes auto payments on certain days of the month, you may need to update the auto pay dates to be consistent. You can change the Auto Pay Date to match a day when your practice processes the auto payments. 1. From the patient s Contract, select the row of the charge that you want to update from that point on until the end of the contract. The row is highlighted. 2. Enter the new date in the Auto Pay Date column. 3. Click Fill. The Fill dialog box displays. 4. Check the Auto Pay Date checkbox. 27

5. Click Fill. Cloud9 updates the Auto Pay Dates after the charge row with the updated Auto Pay Date. 6. Click Close to close and save the contract. Canceling an Auto Payment Plan If you make a mistake on an auto payment plan, you can cancel that plan and start a new plan. 1. From the Contract window, uncheck the Auto Pay this contract checkbox. Cloud9 clears out the content in the Auto Pay and Auto Pay Date fields. 2. Check the Auto Pay this contract checkbox. The Select Auto Payment Type dialog box displays. 3. Continue setting up the contract. 4. Once the new contract is set up, click Close to close and save the contract. 28