6.4 html5release notes–pedo only · 2020-04-20 · patient’s name. you can click the gear to...

6.4 HTML5 Release Notes – Pedo OnlyApril 2020

This document outlines the Pedo-only new features and bug fixes in HTML5 for this release.

Note: To see the new features and bug fixes for Ortho-only and Ortho/Pedo features and bugs, please see Release Notes for HTML5 6.4 – Ortho and Ortho/Pedo.

Pedo Date of Service and Ledger Updates ..................................................................................... 2

Print Date of Service Report Now Available ............................................................................... 2

Code Column Changed to Code/Category .................................................................................. 3

Context Menus Now Available 4....................................................................................................

Adjustments/Payments Roll Up on the DOS ............................................................................... 5

Enhanced Family Ledger Navigation ........................................................................................... 5

Hide Invalidated Treatments/Transactions on Ledgers and Date of Service Tab....................... 6

Claim Column and Shortcut to View Claim Added 6......................................................................

Pedo Post Charge Updates ............................................................................................................. 7

Warnings Now Display When Invalid Treatments Are Posted.................................................... 7

Downgrade Conflicts Resolution Dialog Box ............................................................................... 7

Tooth Field Allows for Supernumerary ....................................................................................... 8

Ability to Exclude Charges from Charting and Insurance............................................................ 8

Ability to Lookup Treatments from Post Charge Tab................................................................ 10

Reminder to Use Commas for When Setting up Codes with Multiple Teeth ........................... 11

Reversing/Invalidating a Charge Removes Generated Claims .................................................. 11

An Alert Displays When All Treatments Are Completed........................................................... 12

Mark Tooth As Missing or Extracted When Treatment is Completed ...................................... 12

Pedo Financial Updates................................................................................................................. 13

Posting Charges ......................................................................................................................... 13

Posting Payments ...................................................................................................................... 17

Posting a Patient Payment ........................................................................................................ 20

Posting a Family Payment ......................................................................................................... 23

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Posting Insurance Payments ..................................................................................................... 26

Emailing and Printing Receipts .................................................................................................. 29

Financial Ledger ......................................................................................................................... 32

Date of Service Tab ................................................................................................................... 34

Displaying the Provider .......................................................................................................... 35

Navigating the DOS tab ......................................................................................................... 35

Applying Unallocated Payments ............................................................................................ 37

Making Corrections and Adjustments ....................................................................................... 39

Correction Options .................................................................................................................... 40

Adjust a Charge ...................................................................................................................... 40

Reversing a Charge ................................................................................................................ 41

Voiding a Payment ................................................................................................................. 42

Adjustments .............................................................................................................................. 43

Pedo Setup Features ..................................................................................................................... 47

Caries Types ............................................................................................................................... 50

Code Limit Groups ..................................................................................................................... 50

Transaction Types – Charting Tab ............................................................................................. 51

Transaction Types – Fee Schedule Tab ..................................................................................... 51

Tool Palettes .............................................................................................................................. 52

Treatment Status ....................................................................................................................... 53

Bugs ............................................................................................................................................... 54

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Pedo Date of Service and Ledger Updates Cloud 9 has added the following new features in HTML5 for the Ledger and Date of Service

views.

Print Date of Service Report Now Available When you’re on the DOS tab, you now have the option to print the date of service report.

• Click Print and select Print Date of Service:

The Print of Date Of Service dialog box displays.

• Select Responsible Party and the From Date and To Date and click OK. The Financial Date Of Service report displays.

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Code Column Changed to Code/Category On the DOS tab, if the transaction type has a code attached to it, the CDT code displays in the

column. If there is no code attached to the transaction type, the column displays ‘Charge’.

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Note: The Category column heading remains ‘Category’ on the patient and family ledgers.

Context Menus Now Available Context Menus are now available on the DOS tab and match those context menus on the

ledger.

When you select a row on the DOS tab and click in the first column, a hamburger menu icons

displays. Click the hamburger menu icon and the appropriate context menu options display.

DOS Ledger

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Adjustments/Payments Roll Up on the DOS On the DOS, you can expand and collapse the charge line to see everything that has happened

to the charge. Since there can be a lot of activity related to posting a Pedo charge, rolling up

information makes it easier to read the DOS tab.

• Any adjustments to a payment will be rolled up under the payment.

• The collapsed charge line displays the appropriate amounts for the Responsible Party.

• Extra information, such as transfers and chargebacks, are rolled up by default; however, can be expanded.

Enhanced Family Ledger Navigation From the Family Ledger, when you select a patient (family member), a gear displays next to the

patient’s name. You can click the gear to navigate to that patient’s various areas. It’s works like

the Patient Header does.

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Hide Invalidated Treatments/Transactions on Ledgers and Date of Service Tab From the Hide Invalidated toggle button is now available on ledgers and date of service tabs.

When selected, a checkmark displays in the button that indicates that invalidated (reversed) charges have been ‘hidden’ from view on the ledger and DOS tab.

When not selected, there’s no checkmark and invalidated (reversed) charges display on the ledger and DOS tab.

Claim Column and Shortcut to View Claim Added You can now see if a claim was created and submitted for a charge. To view the claim, click in

the first column of the claim line to display the hamburger menu. Click the hamburger menu to

access the Show Claim option.

When you click Show Claim, the claim displays in a new window.

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Pedo Post Charge Updates The topics in this section are related to posting charges and moving towards HTML5 parity with

Silverlight.

Warnings Now Display When Invalid Treatments Are Posted You will now receive a warning message when you post an invalid treatment for a Pedo charge,

including posting charges to:

• Missing/extracted teeth

• Non-existent teeth, i.e., posting to Tooth A when the patient only has primary teeth

In the example warning message below, 32 is the tooth missing, extracted, or not active.

Note: If the provider is listed as ‘orthodontist’, items you post from the Post Charge window

will NOT appear in Charting. If you want to have posted orthodontist charges to appear on

Charting, you MUST post those charges from Charting.

If there’s an invalid treatment on the Post Charge window, a red box displays around the invalid

treatment or missing content.

Downgrade Conflicts Resolution Dialog Box When two transaction types are associated with the same CDT code and that CDT code has a

downgrade, this creates a conflict. Cloud 9 alerts you of the conflict so that you can resolve the

conflict.

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Tooth Field Allows for Supernumerary The Post Charge window allows you to enter supernumerary teeth (primary and permanent) in

the Tooth field. When dealing with restrictions, the supernumerary tooth will be treated like its

associated non-supernumerary tooth.

Ability to Exclude Charges from Charting and Insurance When you post a charge or a treatment that has a transaction type marked as ‘Exclude from

Charting’, the charge or treatment will NOT display on the patient’s chart.

When you post a charge that has a transaction type marked as ‘Exclude from Insurance’, the

Claim check box and Primary and Allowable fields are disabled. Note: The benefits will not be

considered here.

Note: These settings can be found Edit >

Setup > Transaction Type > Add or Edit

(select Transaction Type) > Add or Edit

Transaction Type.

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Ability to Lookup Treatments from Post Charge Tab When you click on Treatment, you can choose a treatment from an existing plan to post on the

Post Charges.

From the Choose a Treatment dialog window, you can check one or more items in the

checkbox column and click Select. The check marked items display on the Post Charges

window.

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Reminder to Use Commas for When Setting up Codes with Multiple Teeth The Add Benefits dialog box now includes a reminder to use commas when setting up codes

that allow for multiple teeth, such as D1351 – Sealants.

Reversing/Invalidating a Charge Removes Generated Claims For a Pedo charge that you posted/charted and then reversed/invalidated, Cloud 9 now

removes the associated claim as long as the claim has a “New” status.

If you reverse/invalidate a single procedure when it’s part of a claim with multiple procedures,

Cloud 9 removes the single line procedure from the claim and rebuilds the service lines and

totals on the claim with the non-reversed/invalidated items.

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An Alert Displays When All Treatments Are Completed From the Post Charge window, when all treatments are completed, a dialog box now displays

to alert you that all treatments have been completed and asks you if you want to change the

plan’s status.

Mark Tooth As Missing or Extracted When Treatment is Completed

When you post a transaction that is set up to mark a tooth as extracted or missing, it will be

reflected on the ondontogram.

When a treatment is marked as completed, sometimes the transaction type is set up to mark a

tooth status. Since Post Charge now can complete treatments, Cloud 9 can now mark a tooth as

missing or extracted. This new feature allows you to post charges without having to go to the

patient's chart (in Silverlight as of now) to create the teeth.

Additionally, the odontogram may not have been created yet. If not, the post charge screen will

need to create the odontogram prior to marking the appropriate teeth.

IMPORTANT: Proper setup matters!

If during setup the Transaction Type is… Then…

NOT marked with ‘missing on complete’ When the charge is completed, the blue X will show on the completed extractions on the odontogram.

Marked with ‘missing on complete’ The tooth only appears as faded out on the odontogram once an extraction is completed.

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Pedo Financial Updates Posting Charges You can access the Post Charge(s) window from various locations, including the Home menu,

Financial Menu, Patient Ledger, Family Ledger, Patient Header, and Patient Checkout.

When you post a charge, Cloud 9 automatically:

• Performs eligibility calculations for primary insurance, secondary insurance and patient amounts based on the patient benefits listed in the Edit Patient Insurance tab.

• Calculates the amount and allowable (amount) from assigned Fee Schedules.

• Covers posting the transactions to the appropriate responsible parties and insurances.

• Updates the deductible, annual max and allowable amounts.

• Displays the patient’s default location and provider; however, you can use the dropdowns to make updates.

• Adds treatments to charting for open item charges when a pediatric dentist or hygienist is listed as the provider of the charge.

• Updates Continuing Care when a corresponding Continuing care transaction type is posted.

• Provides a Post Charge Grid that includes columns for Region, Tooth and Surface. The Surface field includes a dropdown arrowing giving you access to the Surface Picker that allows you to select the affected surface. Or, you can enter the text in the Surface field.

• Allows you to adjust amount. For example, if the procedure is to be done at no charge, you will set the amount to $0 across the Amount, Allowable, Primary and Patient fields and then uncheck the claim checkbox so that it will not appear on the insurance claim.

The following is an example of the Post Charges window and field descriptions. When posting a

charge, this screen allows you to confirm and adjust today's posted charges.

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Button Used to

Treatment Look up the patient’s current planned treatments and allows the user to post those planned procedures to the ledger from post charge

Add Add a charge(s)

Save Save and post a charge(s) and creates an insurance claim, when necessary

Cancel Remove any charge(s) and exit the window.

Field Description

Patient The patient’s name to charge.

Location The location the user is currently signed in at, this should be “where” the procedures are being physically completed at

Responsible Party The person(s) financially responsible. If there is only 1 it will default to that 1. If there are more than 1 FR persons, the user will have to select one.

Date of Service The actual date of the charge. You can backdate a charge if necessary.

Column Headers Description

Type The number of the transaction type.

CDT The CDT code.

Description The name of the transaction type.

Region Region of the tooth serviced.

Tooth The tooth serviced.

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Column Headers Description

Surface The surface serviced.

Provider The provider assigned to the charge. This is typically done at the time for treatment planning. If it’s an “added” code, then you are correct it will be the provider the patient is currently assigned to.

Amount The dollar amount associated with the assigned fee schedule for the patient.

Allowable The maximum amount of a billed charge that the insurance company considers payable. This is pulled from the assigned fee schedule.

Primary Patient’s primary insurance estimate. This is calculated based on the patient’s eligibility.

Secondary If applicable, patient’s secondary insurance pay estimate. This is set up in Eligibility Coverage.

Patient The patient’s estimated out of pocket cost

Claim Checked when the patient has insurance and the transaction type is set to send to insurance.

Note: The Claim box will be checked if the following criteria are met:

1. The patient has insurance.

2. The Charge Type must have a CDT code tied to it.

Delete Used to remove the charge from the window.

Notes Relevant information about the charge. Note: This note appears on the patient’s ledger; however this note does not appear on the insurance claim form.

As you’re posting a charge, Cloud 9 will:

• Warn users when allowable is greater than the amount

• Prevent mix of Ortho and Pedo charges

• Mark Tooth as Missing or Extracted on the tooth chart, when applicable

• Provide warnings for Invalid Treatments

• Provide a tooltip to Edit Benefit window for multiple teeth

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• Lookup Planned Treatments and display invalid treatment warning

• Allow for the posting of Supernumerary teeth

1. Access the Post Charge window from the Ledger, Main Menu, Patient Header, or Patient

Checkout window.

Note: If the patient is not already selected, the Lookup Patient dialog box displays, and

you need to locate the desired patient .

2. Select either to post a planned treatment charge or to search for a transaction to post.

3. From the Choose a Charge dialog box, if you selected Add or from the Choose a Treatment dialog box, if you selected Treatment, check the box for a charge or treatment, or several charges/treatments, from the list. Note: These checkboxes can be checked and unchecked until all the correct charges are selected.

4. Click Select. The Post Charge window displays with the charge(s).

Note: You can designate if the charge is or isn’t a claim by checking or unchecking the Claim checkbox, if the patient has insurance and the charge type has a CDT code tied to it.

5. Continue adding charges, as appropriate.

6. Make sure the correct procedures are listed, the correct providers for each procedure and fee is entered, and the claim box is checked. Note: If there’s an invalid treatment, a red box displays around the invalid treatment or missing content.

You cannot save the charge until the invalidation is fixed.

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7. Click Save. The charge(s) is/are posted to the ledger and indicates who is financially responsible. Note: After you save the charge(s), Cloud 9 generates the claim to be sent. You can find the claim in the Insurance Claims Queue.

Posting Payments Here are the types of payments you can post to a patient’s account:

• Patient Payments

• Family Payments

• Insurance Payments

When posting a patient payment, the Post a Payment window displays. The Post a Family Payment window displays when posting a Family Payment.

Highlights of the payment windows include:

• When you check Pay by Charge, a grid displays on the right-hand side of the window with additional fields used to apply the payment to charges and open items. In addition, the Numbering System field displays. When you uncheck Pay by Charge, Cloud 9 removes the grid and adds the assigned location and provider dropdowns.

• When you use the Numbering System dropdown to change the numbering system and Pay by Charge is checked, Cloud 9 immediately updates the Tooth (sub region) column in the grid. Cloud 9 remembers the preference that you saved so when you open the Post a Patient or Post a Family Payment window, the same numbering system is selected. Cloud 9 also updates the Number System on the ledger; you may need to click Reload to see the update.

• Auto Apply displays next to the Amount field when Pay by Charge is checked. When you click Auto Apply, Cloud 9 distributes the payment from the oldest charge (top to bottom) until it runs out of money to allocate. Note: You cannot select a charge further down in the list to be paid first; the oldest charge gets paid first.

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• The Payment Remaining field shows you the amount of money you have left to allocate to charges. Cloud 9 automatically subtracts the amount you have allocated from the payment amount to show you what money is left.

• The Payment Total field that calculates the total payment amount from the payments applied to the transactions. If the payment exceeds the payment amount, the Amount, Payment Remaining and Payment Total fields turn red. Once the payment total is equal to the payment amount, the field turns green, and you can save the payment.

The following is an example of a patient’s Post a Payment window and field descriptions:

Note: A snapshot of the Post a Family Payment window is included in the Posting a Family

Payment.

Field Description

Patient Enter the patient’s name.

Posting Location Enter the location where the payment should be posted to.

Defaults to the location you are signed into; this is the location where the money is being entered.

Responsible Select the responsible party’s ledger to which the charge should be posted.

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Field Description

Insurance (Post a Patient Payment)

Select the insurance company to which the payment corresponds to.

Payment Type Select the payment type from the dropdown. If you select a credit card type, the Authorize Credit/Debit Card button becomes unshaded and checked.

Amount Enter in the amount of the payment.

Card Type

Optional field. If the payment is a credit/debit card, enter the name for reference.

Reference # Optional field. If a credit card, you can put in the approval code.

Note Optional field. Enter any information you want to add as a ledger note. When pay by charge is checked, this note will appear on every transaction that appears in the post payment screen. For individual transaction specific notes, place your cursor in the note field next to that transaction and type your note there.

Receipt # Optional field. Rarely used; enter if your office writes paper receipts from a receipt book.

Receipt Note Optional field. Enter any note you would like to add to the printed receipt.

Print Receipt Check if you want to print a paper copy.

Email Receipt Check if you want to email a receipt, rather than printing a copy.

Authorize Credit/Debit Card

If enrolled with an integrated processor and the payment type has been selected as a credit card, a checkmark should automatically appear in the checkbox to authorize the card. You will receive an authorization code after processing.

Pay by Charge When Pay By Charge checkbox is checked, the window displays a grid on the right with additional fields for applying the payment to charges/open items. It also displays the Numbering System field.

Show Inactive Patients (Family Payment)

This button allows you to toggle between displaying inactive patients or not.

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Field Description

Numbering System This field displays only if Pay By Charge is checked. It provides a dropdown list with the options for Universal, Palmer and International.

Due Now The current due now owed.

Future Due The amount owed that has not been charged to the ledger.

Total Due The amount owed to pay off the balance.

Posting a Patient Payment

1. Access the Post a Payment window from one of the following paths:

• Patient Ledger > Post a Payment

• Home menu > Patient Payment

• Financial menu > Patient Payment

• Patient Header > Patient Payment

• Treatment Card > Patient Payment

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2. Select the Payment Type.

3. Enter the payment Amount and do one of the following:

If you want to… Then…

Have Cloud 9 automatically apply the payment to the oldest to newest transactions

Click Auto Apply.

Manually apply the payment to the transactions

For each transaction listed on the payment grid, go to the transaction’s corresponding Payment field and manually enter the amount that you want to apply to that transaction. Notes:

• You cannot overpay a responsible party payment. For example, if the portion is set to $35, you cannot enter $36 on that line when making a responsible party payment. However, you can overpay an insurance payment.

• If the totals do not add up to the payment amount, Cloud 9 turns the Amount and Payment Total fields red. Once the discrepancy is resolved, Cloud 9 turns these fields back to green.

4. Optional: Enter the following applicable fields: Card Type; Reference #; Note; Receipt # and Receipt Note.

5. Optional: Check the desired options: Print Receipt and Email Receipt. Note: If Credit Card payment type is selected, automatically the Authorize Credit/Debit Card checkbox is checked.

6. Click Save.

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If you checked… Then the…

Either the Email or Print Receipt checkboxes

Ledger displays.

Email Receipt checkbox Send E-Mail dialog box displays.

Print Receipt checkbox Report Viewer displays the receipt and the Print dialog box displays.

8. Do the following:

If you’re… Then…

Not emailing or printing a receipt

Click Reload. The payment displays on the ledger.

Emailing the receipt See Emailing and Printing receipts.

Printing the receipt See Emailing and Printing receipts.

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Posting a Family Payment

The Post a Family Payment window shares most of the same fields as the Post a Payment.

Differences include:

• The responsible party’s name in the upper left-hand corner since Family Ledgers are

responsible party-specific. Note: If there are more than one responsible parties, you’ll

be prompted to select one. There will only be one instance of a responsible party on the

payment window.

• The Insurance field is not included on the payment window. Thus, the resolution column

does not display on the payment grid.

• The Show Inactive button displays, allowing you to toggle between displaying or not

displaying inactive patients.

1. Access the Post a Family Payment window from one of the following paths:

• Patient or Family Ledger > Post a Family Payment

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• Home menu > Family Payment

• Financial menu > Family Payment

• Patient Header > Family Payment

Note: If the Post a Family Payment window doesn’t display, search for and select the

Responsible Party. The Post a Family Payment window displays.

2. Select the Payment Type.

3. Enter the payment Amount and do one of the following:

If you want to… Then…

Have Cloud 9 automatically apply the payment to the transactions

Click Auto Apply.

Manually apply the payment to the transactions

Manually enter the amount you want apply to each transaction Note: If the totals do not add up to the payment amount, Cloud 9 turns the Amount and Payment Total fields red. Once the discrepancy is resolved, Cloud 9 turns these fields back to green.

4. Optional: Enter the following applicable fields: Card Type; Reference #; Note; Receipt # and Receipt Note.

5. Optional: Check the desired options: Print Receipt and Email Receipt. Note: If Credit Card payment type is selected, automatically the Authorize Credit/Debit Card checkbox is checked.

6. Click Save Payment.


Either the Email or Print Receipt checkboxes

Ledger displays for the first patient.


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Print Receipt checkbox Report Viewer displays the receipt and the Print dialog box displays.



Not emailing or printing a receipt

Click Reload. The payment displays on the ledger.

Emailing the receipt See Emailing and Printing receipts.

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Printing the receipt See Emailing and Printing receipts.

Posting Insurance Payments Posting payments to the insurance ledger follows the same process as posting payments to the

responsible party’s ledger with a few minor differences. Make sure you:

• Choose a payment type that distinguishes the payment as an insurance payment.

• Verify that the payment is being posted to the insurance ledger.

Note: If you have not done so, be sure to add in the correct payment transaction types: Edit

menu > Setup icon > Transaction Types.

1. Access the Post a Payment window from one of the following paths:

• Patient Ledger > Post a Payment

• Home menu > Patient Payment

• Financial menu > Patient Payment

• Patient Header > Patient Payment

• Treatment Card > Patient Payment

Note: The correct Posting Location defaults to the location you’re signed into, so it should be correct.

2. If not already selected, click Pay By Charge.

3. Select Insurance. Note: If the charges are not displaying on the grid, click Show $0 Charges.

4. In the Payment Type field, select the appropriate insurance option: Insurance Check; Insurance Credit Card; Insurance Payment Bulk; Insurance Payment DSHS; or INS BULK.

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5. In the Amount field, enter the insurance payment amount.

• Optional: Enter the following applicable fields: Reference #; Note; Receipt # and Receipt Note.

• Optional: Check the desired options: Print Receipt and Email Receipt.

6. Do one of the following:

• Click Auto Apply. Cloud 9 distributes the amount on the charge grid.

• In the Payment field on the charge grid, enter the amount to apply to the charge. The Resolution field becomes a dropdown field, when applicable.

7. Select the appropriate Resolution, depending on the following situations:

• If the insurance pays the appropriate amount or underpays:

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Note: If an insurance company pays the appropriate amount or underpays, you can select Close Line Item where the money transfers to the responsible party automatically or select Leave Item Open if you are expecting additional money from the insurance company and the money does not transfer to the responsible party.

• If the insurance overpays:

Note: If an insurance payment overpays, Cloud 9 will not allow you to move from the Post Payment window until you select a resolution to direct where the extra money should go. You’ll have the following options:

• Adjust Charge to Match Payment: Will the money stay within the practice and you adjust to match the payment?

• Move Remaining Payment to Patient: Did the responsible party overpay and the extra money should go onto the patient ledger as a credit?

When the resolution is selected and the payment is successfully posted, Cloud 9 automatically makes the adjustment.

8. Click Save. If there’s no secondary insurance, Cloud 9 takes you to the next open tab.

9. If there’s a secondary insurance, the following dialog box displays and click Create.

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Cloud 9 allocates the initial charge to both the primary and secondary insurances; you can

see this by clicking Show Future Charges on the patient’s ledger.

Emailing and Printing Receipts When posting a payment, you have the option to email the receipt.

1. From the Post a Payment or Post a Family Payment window, complete the fields related to posting the payment.

2. Check the desired options: Print Receipt and/or Email Receipt.

3. Do one of the following:

• Click Save from the Post a Payment window.

• Click Save Payment from the Post a Family Payment window.



Print Receipt checkbox The Print dialog box displays ‘on top’ of the Report Viewer, displaying the receipt.

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Both the Email Receipt and Print the Receipt checkboxes

Report Viewer with the Print dialog box displays firsts. The Send Email dialog box is ‘behind’ the print windows.



Emailing the receipt a. Enter the To, Subject and Message fields. b. Click Send.

• Cloud 9 sends the email and attaches the receipt to the email.

• Ledger displays. c. Click Reload. The payment displays on the

ledger.

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Printing the receipt a. Select the desired printing options. b. Click Print.

• The receipt prints

• Ledger displays. c. Click Reload. The payment displays on the

ledger.

Emailing and printing the receipt

a. Complete printing the receipt. b. Complete emailing the receipt.

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Financial Ledger This is the traditional ledger view. All Charges, Payments, Adjustments, Ledger notes, etc., show on this view in chronological order. This can be sorted by an individual provider, multiple providers, or all providers. In the drop-down, you can view ALL responsible parties or select a single responsible party, i.e., a particular insurance company. The colors correspond to the setup of your practice’s transaction types. This is all customizable.

The Pedo ledger has one ledger tab with a dropdown list allowing you to individually view the ledger for each responsible party, insurance or for all. From the Family Ledger, when you select a patient (family member), a gear displays next to the

patient’s name. You can click the gear to navigate to that patient’s various areas. It’s works like

the Patient Header does.

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When you display a ledger, you can click Print and select Print Ledger to print the displayed ledger.

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Date of Service Tab This tab is specifically designed to display the pediatric line item charges by the date of service. It is abbreviated as DOS.

The DOS tab displays charges for each family member on the Family Ledger.

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Displaying the Provider

The Provider dropdown list enables you to filter the ledger activity by

specialty and/or provider. When you make your selection, Cloud 9

updates the DOS tab to display the activity associated with the

provider and/or specialty you selected.

Navigating the DOS tab

Clicking on the black arrow to the left of the date will further expand to show the details of Date of Service and an Overview of Date of Service Financials. The black arrow to the left of the individual line item indicates that there are additional details that are currently rolled up. Clicking on that arrow will reveal line item detail of that procedure’s financial history.

You can rearrange the order of the DOS columns by positioning your mouse on the column heading until the cursor turns into a cross arrow you drag the column to the desired location. Each user can customize their column order and Cloud 9 will retain those preferences for each user. Note: We recommend that you do NOT drag any column to the left of the patient’s name.

When you’re on the DOS tab, you now have the option to print the date of service report.

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• Click Print and select Print Date of Service:

The Print of Date Of Service dialog box displays.

• Select Responsible Party and the From Date and To Date and click OK. The Financial Date Of Service report displays.

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Applying Unallocated Payments

Unallocated payments are payments or overpayments appear down at the bottom of the DOS

tab.

Applying Payment allows you to apply money to the account prior to services being rendered versus later. You can go back and allocate those funds to the completed procedures. This area will also house overpayments. They can be kept for future charges or a refund.

1. From the patient’s ledger, select the DOS tab.

2. Expand the Unallocated section and locate the unallocated payment.

3. Select the desired unallocated payment. A hamburger menu icon displays next to the selection.

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4. Click the Hamburger menu and select Apply Payment.

The Apply Payment window displays.

5. Verify an unpaid charge is displayed at the bottom of the window and click Auto Apply. The payment amount is automatically applied to the oldest charge.

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6. Click Apply. The payment is now rolled up under unallocated and displays $0.

7. Locate the charge the payment was applied to and verify the payment displays and was successfully applied to the charge.

Making Corrections and Adjustments From the ledger, you can make corrections and adjustments to an account.

Correction Options

Correction Type Used to correct a …

Adjust Charge Charge on the ledger in which the fee is incorrect or the benefits were not properly entered into Cloud 9.

Correction

This is primarily ORTHO

Posted payment with the incorrect amount. Note: When correcting a payment, the new amount needs to be a negative amount entered as either -100.00 or (100.00).

Reverse (a payment) That was posted to the incorrect ledger or should have never been posted.

Void/Return By voiding the transaction or returning the money to the patient or insurance company. Note: Void is only used for credit cards.

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Adjustment Options

For Pedo, this type of an adjustment should only be used for:

• Account write-offs;

• Transfers; or

• Refunds

Cloud 9 recommends that for all other Pedo adjustments, you should use Adjust a Charge

option.

Correction Options Corrections provide you the opportunity to fix incorrect transactions.

Adjust a Charge

1. From the ledger, select charge to be adjusted.

2. Click Corrections Options and select Adjust Charge. The Adjust Charge dialog box

displays.

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3. In the Amount field for the Responsible/Ins charge that needs to be adjusted, enter the

correct amount.

4. In the Adjustment field, select the type of adjustment being made.

5. Optional: Enter a comment to track why the adjustment was made. The note displays on

the DOS in the Note column for the adjustment.

6. Click Adjust. The adjusted amount displays on the ledger.

Note: You have the ability to adjust the charge as many times as necessary.

Reversing a Charge

When a charge is posted to the ledger incorrectly, you can use the Reverse feature you to reverse the incorrect charge. When doing so, you will be prompted as to what you would like to do with the procedure, i.e., put back as treatment planned procedure, record as an existing procedure, etc.

1. From the ledger, select charge to be reversed.

2. Click Corrections Options and select Reverse. The Reverse Group Charge dialog box

displays.

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3. Select Posting Location and Invalidate Status (Invalidated or Refused Treatment).

4. Click Reverse. The Reverse a Transaction dialog box displays.

5. Click Reverse. The Reversal displays on the ledger.

Voiding a Payment

Note: Voiding and returning payments are only for Credit Cards.

Is your office enrolled in OpenEdge (X-Web)?

Then…

Yes • You can void the payment until OpenEdge batches and processes the payment, which could still be less than 24 hours.

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Is your office enrolled in OpenEdge (X-Web)?

Then…

• Once OpenEdge processes the payment, you have to reverse in OpenEdge’s portal and do a Due Now Adjustment on the patient’s ledger to show the void.

• After 1:00 pm, you must reverse in X-Web’s portal.

No You must void the Credit Card payment through your portal and then do an adjustment to the patient’s ledger.

Adjustments

Adjustments are customizable. This is where you can post adjustments to the ledger. Here are

a few sample adjustments types:

IMPORTANT: For Pedo, this type of an adjustment should only be used for:


• Transfers; or

• Refunds


option.

When you click Adjustment from the ledger, the Post Adjustment dialog box displays.

Here is where you enter the adjustment amount and adjustment type.

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Field Description

Patient Name of the patient whose ledger is open.

Responsible Party Name of the responsible party’s ledger where the adjustment will take place.

Insurance Name of the insurance company’s ledger where the adjustment will take place.

Contract (Ortho) Contract description for contract that will be adjusted.

Before This Adjustment Current amount due now, the contract future due, other future due and total due BEFORE the adjustment.

After This Adjustment Adjusted amount due now, the contract future due, other future due and total due AFTER the adjustment.

Adjustment Type List of adjustment options.

Contract Adjustment (Ortho)

Amount the user enters to adjust the CONTRACT.

Due Now Adjustment Amount the user enters to adjust the LEDGER.

Comment Required field. Notes the user enters to detail why the ledger or contract is being adjusted.

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Field Description

Note: From the Post Adjustment dialog box, the Other Future Due fields only display when

appropriate.

1. From the patient’s Ledger, click Adjustment. The Post Adjustment window displays.

2. Select the Responsible Party.

3. View the Before Adjustment to see the current balances. Note: The amounts under the

After Adjustment will be the same.

4. In the Adjustment Type field, select the adjustment type from the dropdown.

5. In the Due Now Adjustment field, enter the adjustment amount.

Note: The Due Now 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.

6. In the Comment field, provide a detailed explanation of the adjustment. Note: This is a

required field.

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7. Click Save. The patient’s Date of Service tab reflects the adjustment in the Unallocated

section.

Note: If the adjustment applies to a specific date of service, apply that adjustment to that

charge line.

Reminder: For Pedo, this type of an adjustment should only be used for:


• Transfers; or

• Refunds


option.

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Pedo Setup Features Cloud 9 gives you complete administrative control over setting up your practice information.

The choices made during setup determines how your users view your practice information.

Only users with administrative permission can make setup changes.

For each setup option, you can add, edit, delete and restore setup items:

• Use Add, Edit and Delete to manage setup items for the selected category.

• Use Restore to restore setup items you deleted: 1. Select the desired setup category. A listing of the items display.

2. Click ✓ Show Deleted. The deleted items for the selected category display.

3. Check the checkbox next to the items you want to restore.

4. Click Restore. The selected items are restored to the listing.

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Caries Types Edit > Setup > Caries Types

Caries Types are reserved for Pedo. Caries are charting types that are carried throughout all

treatment plans. This tab does not affect your treatment plan numbers.

Code Limit Groups

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Transaction Types – Charting Tab

Transaction Types – Fee Schedule Tab

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Tool Palettes

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Treatment Status

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Bugs

Feature Description

Post a Charge

Pedo

The Region, Tooth and Surface fields on Post a Charge window are no longer case sensitive. If you use lower case, Cloud 9 automatically capitalizes the values once you move to another field.

6.4 html5release notes–pedo only · 2020-04-20 · patient’s name. you can click the gear to...

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