Import, Add, or Manage Fee Schedules – CareStack: User Resource Center

Fee schedules are lists of charges for specific dental services that are set by the practice. They are crucial for generating the appropriate fees for patients based on their insurance plans or the providers delivering the service. Fee schedules can be customized and assigned to specific insurance carriers, plans, providers, specialties, or locations within the practice. This ensures that the correct fees are applied to the services rendered, which is essential for accurate billing and reimbursement.

Let's see how to import a fee schedule, add a new fee schedule, or manage existing fee schedules according to your preferences.

Topics Covered

Import a Fee Schedule From your PC
Add a New Fee Schedule
Manage Fee Schedules

To view and manage fee schedules, follow the navigation path given below.

Navigate to the System Menu > select Practice Settings > Fee Tables > Fee Schedules.

Utilize the search bar to find the intended fee schedules from the list on the left.
You can view the fee schedules by Fee Schedule, Code, and Provider.
Click View History or History icon when you View by Fee Schedule or View by Code to see the history of the insurance plans.

Import a Fee Schedule From your PC

Watch this video for a concise summary.

To import a fee schedule, perform the steps below.

Select the View by Fee Schedule tab.
Click Import on the top right.

Select Browse from the Fee Schedule Import slide-out and locate the file on your computer.

Drag and drop the intended fee schedule file to the dedicated box on the slide-out.

Once the file is selected, select the Import as New option as the Mode of Import.

Tip: If you do not want to create a new fee schedule, you can choose to Merge With Existing fee schedule or Replace Existing.

Note: While importing the Excel file, ensure that the Procedure Code and Fees are listed at the top. Anything besides the Procedure Code and Fee columns will cause an error in CareStack. A maximum of 25 files can be imported at a time.

Enter the following details after choosing the file:
- Name: New name for this fee schedule.
- Type: Choose whether this is a Max. Allowable, HMO, UCR, or MEDI fee schedule. Check below for a description of Fee Schedule Types.
- Description: Add a description of the fee schedule, if needed.
- Notes: Include any relevant notes as needed.
Click Import.

Tip: If it is an HMO or MEDI fee schedule, you will need the following column headers: Procedure Code, Patient Amount, and Insurance Amount.

Tips to Choose the 'Type' of Fee Schedule

For HMO and MEDI fee schedule types, you will need to enter two separate fees, one for the patient charges and one for the insurance charges. These fee schedule types pair with HMO or Medicare/Medicaid plan types, respectively.
A UCR is usually your standard office fee that is charged at your location. A UCR can also be set up for a specific provider or specialty at your practice as well.
A Maximum Allowable fee schedule only requires one set fee for the procedure since it relies on the plan coverage to estimate the charges. These fee schedule types pair with PPO, Indemnity, Discount, or Co-Pay insurance plans. (For a Co-Pay plan, you must create a Table of Allowance to calculate the co-pay charges).

Add a New Fee Schedule

Watch this video for a quick walkthrough.

To add a new fee schedule, perform the steps below.

Select the View by Fee Schedule tab.
Click +Add Fee schedule on the top right.

On the 'Add Fee Schedule' slide-out, enter the Name and Description for the fee schedule.
Select the Type for the new Fee Schedule. Check below for a description of the 'Type' of Fee Schedules.
Choose the Category of the codes from the left to see the corresponding codes.
Select the required Procedure Code(s) to add.

Note: If you need to import Procedure Codes from an existing Fee Schedule, click Import from existing fee schedule > select the required Fee Schedule from the drop-down menu. The codes will be automatically selected for you.

Enter the Fees. Add Future Fees and the Effective Date , as required.
Click Save.

A toast notification will appear on the top right stating, 'Fee Schedule added successfully. '

Tips to Choose the 'Type' of Fee Schedule

For HMO and MEDI fee schedule types, you will need to enter two separate fees, one for the patient charges and one for the insurance charges. These fee schedule types pair with HMO or Medicare/Medicaid plan types, respectively.
A UCR is usually your standard office fee that is charged at your location. A UCR can also be set up for a specific provider or specialty at your practice as well.
A Maximum Allowable fee schedule only requires one set fee for the procedure since it relies on the plan coverage to estimate the charges. These fee schedule types pair with PPO, Indemnity, Discount, or Co-Pay insurance plans. (For a Co-Pay plan, you must create a Table of Allowance to calculate the co-pay charges).

Manage Fee Schedules

Watch this video for a step-by-step explanation.

To edit a fee schedule,

Select the desired fee schedule from the left.
Click Edit to add Future Fees.

On the 'Edit Fee Schedule' slide-out, you can edit the following details:
- Name and Description of the Fee Schedule.
- Apply Undulation:
  - To update fees, choose if the undulation should apply to the Current Amount or the Future Amount.
    1. For Current Amount,
      - Specify the percentage change.
      - Choose if the fee should Increase or Decrease
      - Click Apply.
    2. For Future Amount,
      - Specify the percentage change.
      - Choose if the fee should Increase or Decrease
      - Choose the Effective Date.
      - Click Apply.
    - Procedure Codes: Check or uncheck the required codes to add or remove.
    - Insurance/Patient Amount, Future Insurance/Patient Amount, and Effective Date: Add or edit the required fees, separate by insurance or patient, to the corresponding fields against the procedure codes.
    - Notes: You can edit the notes or add if empty.

Note: For HMO and Medi plans, users also have the option to select Insurance Amount, Patient Amount, or both, for applying undulation.

Click Save after making the changes.

Download/Print Fee Schedule

Users can download or print fee tables and insurance data to a .CSV spreadsheet as needed. Items like Fee Schedules, Tables of Allowance, Fee Registers, Employers, Carriers, and Plans can be downloaded. This is based on permissions, so if you are unable to do it, check with a Super Admin at your practice.

Select the required fee schedule.
Click Print or Download as required.
This will provide the entire grid area, including all the columns (except history information) and their corresponding column headers. A timestamp will also be included in the file name.