The Ortho Cases page in the Billing Module within CareStack can be used to manage the Patient Production Schedule and Insurance Production Schedule for orthodontic cases.
Topics Covered
- Add Patient/Insurance Production Schedule
- Start Schedule for Patient or Insurance Payment
- View Details of Patient or Insurance Payment
- Link General Payment Plan
To navigate to the Ortho Cases page where we can add Patient/Insurance Production Schedules:
- Select the patient using the Global Search Bar.
- Navigate to Billing > Ortho Cases.
Patient Production Schedule
- Click +Add Patient Production Schedule.
In the Add Patient Production Schedule slider, enter the following information:
Under the Basic Information section:
- The Case Name and Schedule Name will be pre-populated on the patient production schedule.
- Enter the Total Amount to be paid by the patient.
- To collect the total amount, it is required to generate the required codes.
Under the Down Payment Details section, enter the following information.
- Down Payment Amount: Enter the amount that is to be paid as a down payment.
- Down Payment Treatment Code: The treatment code that is covered by the down payment amount.
- Down Payment Date: Enter the date when the down payment will be made.
| Tip: The Down Payment Treatment Code and the Down Payment Date will be pre-populated as well. |
Under the Financial Details section, enter the following information.
- APR in Percentage: Enter the Annual Percentage Rate for the schedule. It is a percentage that indicates the annual cost of the loan.
- Number of Terms: Enter the number of instalments for the production schedule.
- Notes: Add any notes if needed.
Other information such as the Financed Amount, Contracted Amount, Billing Interval, Periodic Billing Code, Periodic Payment Amount, and Periodic Billing Starting Date will be displayed in this section.
| Note: Periodic Payment Amount = Contracted Amount / Number of Terms |
| Tip: The APR in Percentage will be added to the Contracted Amount. |
- Once the Number of Terms is entered, the Periodic Payment Amount will be calculated automatically and displayed.
- Once you complete the information on the Left side, the Ortho Schedule will be displayed on the right side.
| Note: The Ortho Schedule is categorized by the Down Payment Amount and Periodic Payment, and this can only done when the Number of Terms is Added. |
Click Create.
Insurance Production Schedule
Click +Add Insurance Production Schedule.
In the Add Insurance Production Schedule, enter the following information:
Under Basic Information,
- The Case Name and Schedule Name will be pre-populated on the patient production schedule.
- Enter the Primary Insurance Plan.
| Note: When you add the Primary Insurance Plan, certain information related to the Claim Details will be pre-populated. |
- Select if the patient has a Secondary Insurance Plan.
- Enter the Total Amount.
| Note: When you enter the Total Amount, the Ortho Schedule and Ortho Claim Schedule will be displayed on the right side, and significant changes will also be shown in the Initial Payment Details and Financial Details. |
Under the Initial Payment Details section:
- The Initial Insurance Payment Amount will be pre-populated, but you can also edit the amount if needed.
- Choose if you need to apply the Checkout 0$ code to the initial payment.
- If you have chosen Yes, the Initial Payment Treatment Code will be auto-populated.
- Select the Initial Payment Date.
- The Checkout 0$ code and the Initial Payment Treatment Code will be set.
- Even though Initial Payment Dates will be set, you can also edit the dates.
Under the Financial Details:
- The Contracted Amount, Billing Interval, Periodic Billing Code, Periodic Billing Amount and Periodic Billing Starting Date will be displayed.
- You have to enter the Number of Terms, which will change the Periodic Billing Amount.
Under the Claims Details:
- Select the Auto Create Claims Option either as:
- Create claims for initial code and periodic code.
- Create claims for initial code only.
- Select Claim Frequency
- The available options are Quarterly (Once in 3 months), Half Yearly (Once in 6 months) and Yearly.
- Select Claim Creation for:
- Primary Only.
- Primary and Secondary.
- Select Auto Submit Claims in Paper Mode as Yes or No.
- Enter Notes if needed.
- The Ortho Schedule and Ortho Claim Schedule will be generated when the information on the left-side is completed.
- Click Create.
To start the schedule for patient or insurance payment, perform the steps below.
- Select the Payment Plans tab.
- You will find the Case Summary, Insurance Payment and Patient Payment.
To start the schedule for Patient Payment, click Start Schedule on right end of the section.
- Once you Start Schedule for Patient Payment, choose any of the following options to link the payment plan to the ortho case:
- Create New Payment Plan
- Link existing Payment Plan
- Do not create a Payment Plan.
Create New Payment Plan opens to a create payment plan slide out.
- Complete the process by creating new payment plan.
Link existing Payment Plan.
- Select the Payment Plan.
- Click Proceed.
Do not create a Payment Plan:
- Select this option if you do not want to create a payment plan.
- Click Proceed.
To start the schedule for Insurance Payment, click Start Schedule on the right end of the Insurance Payment section.
- You can also Link the General Payment Plan by clicking View Details.
Codes can be generated from Payment Plans.
- Click Generate Codes from the top right.
- Select the intended Case(s) corresponding to the code.
- Click Generate Codes.
Once the process is completed, you can see the payment variation within Generated Amounts.
To view details of a patient or insurance payment:
Click View Details under the Patient Payment or Insurance Payment section on the Payment Plans tab
- Inside the View Details page, you have numerous options to customise and access information.
- You can use View Details on both Insurance Payment and Patient Payment to see all the details related to the payment plans.
- You can select View/Update Schedule.
- Click Edit and update the Paid Amount of a specific production schedule.
- The change in amount will be adjusted across the rest of the payment schedule.
- To skip a periodic payment, click Skip on the intended code.
- To edit a periodic payment, click Edit.
You can also click View Details to Terminate and Pause a Schedule.
To Terminate the payment schedule:
- Click Terminate Schedule.
- Select Termination Date.
- Click Terminate.
To Pause the Schedule:
Click Pause to navigate to the Pause Patient Production Schedule modal.
- Click Pause.
To Complete a Schedule:
Click Mark as Complete.
- Select the Completion Date.
- Select Choose action: Determine if you need to Checkout with Pending Fee or Complete with Generated Amount.
- Click Complete.
Perform the steps below to link the General Payment Plan to the Patient Production Schedule.
Click Link General Payment Plan.
- Select Create New Payment Plan.
- Click Proceed.
You will be navigated to the Create Payment Plan slideout:
Under Payment Plan Details.
- Select the Payment Plan for which you want to create.
- Entire Orth Plan: Create a payment plan for the whole ortho schedule.
- Pending Codes: Select this option to create a payment plan for the pending codes of the ortho schedule.
- Customize: Select this option to create a custom payment plan.
- Choose to include the Down Payment Code in Total Amount or not based on the requirement.
- Enter the Payment Plan Name.
- Select the Location.
- Enter the Total Amount.
Under Down Payment & Financial Details:
- Enter the Down Payment.
- The Financed Amount and Contracted Amount will be auto-calculated according to the entered Down Payment value.
- Enter the following values:
- Enter the percentage of APR (Annual Percentage Rate).
- Enter No of Payments.
- The Periodic Pay Amt will be automatically populated depending on the Amount and No of Payments. Click on the Periodic Pay Amount field to edit it manually.
- Select the interval of the Payment Frequency: Weekly, Monthly, Yearly, etc.
- Select the First Periodic Pmt Date.
Under Additional Settings
- Select Add Credits As
- Leave as unapplied credits: Select this option to leave the added credits to the unapplied credits balance.
- Post against patient balance: Select this option to post the added credits against the patient balance.
- Post against patient balance first, then post the remaining against account balance: Select this option to post a specific amount against the patient balance and the remaining to the account balance.
- Enter Notes if needed.
Under Payment Details.
- Select the Payment Type.
- To utilize Flexi Pay for cash payment, checkmark the Flexi Pay checkbox.
Click View and Agreement.
You will be directed to the third step 'Make A Payment'.
- Click Add Signature.
- Enter your signature.
- Click Save.
- Once you have added the signature, you will be directed to the Payment Summary.
- If you want to skip the signing step, you can click Skip Signing and Proceed.
- Click Print Agreement to take a printout of the Payment Plan Agreement.
Click Add Receipt & Complete.
Once the General Payment Plan is Linked, it will be displayed in the Linked Payment Plan Summary section.
Practices can use this comprehensive guide to learn how to add the Patient or Insurance Production Schedules for Ortho Cases.