The Ortho Control Center provides a centralized view of all orthodontic cases across locations. It enables practices to track active cases, monitor financial summaries, filter cases by different criteria, and perform bulk actions for efficient case management.
To access the Ortho Control Center,
- Navigate to the System Menu > select Ortho Control Center.
- The Ortho Control Center includes four tabs: Home, Payments, Payment Plans, and Case Acceptance.
Let's explore each tab one by one.
a. Home
The Home tab provides an overview of all orthodontic cases and their current status.
- You can filter cases by Locations and Orthodontist.
- Use the Date Selector to filter case data by Custom, Today, Yesterday, 7D, 30D, or WTD.
Use the Group By option to organize cases by:
- Case Status: Displays case summaries grouped by the status of orthodontic cases.
- Case Type: Displays case summaries grouped by case type.
i. Case Status:
- You can view the Total number of Active Cases and their Production Value.
- The subsequent cards display the number of cases in each status: Not Yet Started, In Progress, and Completed.
ii. Case Type:
- You can view the Total number of Active Cases and their Production Value.
- The subsequent cards display the Case Type, Total number of Cases, and Total contracted value.
- Click View Filter on any card to filter the case list based on the category.
The grid displays the following details:
- Patient Name: Displays the patient name and ID associated with the case.
- Case Name: Displays the name of the orthodontic treatment case.
- Case Status: Displays the Current status of the orthodontic case (e.g., In Progress, Completed).
- Location: Displays the Location where the case is being managed.
- Orthodontist: Displays the Orthodontist assigned to the case.
- Months in Treatment: Displays the total duration of the treatment in months.
- Payee: Indicates who is responsible for payment.
- Contracted Amount: Displays the total agreed treatment amount. On hovering, it will show the split between patient and insurance.
- Amount Paid: Displays the amount already paid. On hovering, it will show the split between the patient and insurance.
- Amount Due: Displays the Outstanding balance. On hovering, it will show the split between the patient and insurance.
- Future Scheduled Amount: Displays the amount scheduled for upcoming payments. On hovering, it will show the split between the patient and insurance.
- Actions: Click the three dot menu to access Text to Pay, Send Message, Send Email and Open Ortho Billing Summary. This is also available in Payments, Payment Plans, and Case Acceptance tabs.
You can perform Bulk Actions on multiple cases simultaneously. This is also available in Payments, Payment Plans, and Case Acceptance tabs. To do that,
- Select the required patients.
- Click Bulk Actions.
- Select Send Message or Send Email, as needed.
To download the list as CSV,
- Click Download CSV.
b. Payments
The Payments tab provides a consolidated view of orthodontic payment balances and scheduled payments.
- Select the Payments tab.
- You can filter cases by Locations and Orthodontist.
- Use the Date Selector to filter case data by Custom, Today, Yesterday, 7D, 30D, or WTD.
- You can view the Total Balance Due across all ortho cases, split between Patient and Insurance.
- You can view the balance Due Today, split between Patient and Insurance.
- You can view the overdue balance due on this Month, split between Patient and Insurance.
The grid displays the following details:
- Patient: Displays the patient name and ID associated with the payment.
- Case Name: Displays the name of the orthodontic case.
- Case Status: Displays the Current status of the orthodontic case (e.g., In Progress, Completed).
- Location: Displays the Location where the case is being managed.
- Orthodontist: Displays the Orthodontist assigned to the case.
- Contracted Amount: Displays the total agreed treatment amount. On hovering, it will show the split between the patient and insurance.
- Total Balance Due: Displays the total balance due across patient and insurance.
- Balance Due by Patient: Displays the total balance due for patient across production schedules in a particular ortho case.
- Balance Due by Insurance: Displays the total balance due for insurance across production schedules in a particular ortho case.
- Last Payment Date: Displays the date of the last payment made for the ortho case.
- Next Payment Date: Displays the next scheduled payment date for the ortho case.
c. Payment Plans
To access the ortho payment plans,
The Payment Plans tab provides a consolidated view of all orthodontic patient payment plans.
- Select the Payment Plans tab.
- You can filter plans by Locations.
- Users can view a summary of Ortho Patient Payment Plans across all ortho cases.
- Contracted Amount: Displays the total Contracted Amount across all active patient payment plans
- Generated: Displays the total generated amount across all active patient payment plans.
- Collected so for: Displays the total collected amount across all active patient payment plans.
- Future Payments: Displays the total future scheduled amount across all active patient payment plans.
- Overdue/Exempted Payments: Displays the total overdue or exempted amount across all active patient payment plans.
- Collection Pending: Displays the total collection pending amount across all active patient payment plans.
The grid displays the following details:
- Patient Name: Displays the patient name and ID.
- Payment Plan Name: Displays the name of the payment plan.
- Contracted Amount: Displays the contracted amount for the plan.
- Future Scheduled Amount: Displays the future scheduled amount.
- Amount Paid: Displays the total amount already paid.
- Total Balance Due: Displays the total balance due.
- Remaining Terms: Displays the number of remaining payment installments.
- Payment Type: Displays the payment type chosen by the patient.
- Next Payment Amount: Displays the next payment amount.
- Next Payment Date: Displays the next scheduled payment date.
- Status: Displays the payment plan status.
d. Case Acceptance
The Case Acceptance tab provides insights into orthodontic treatment plan acceptance and conversion.
- Select the Case Acceptance tab.
- You can filter cases by Locations, Orthodontist, and Tx. Coordinator.
- Use the Date Selector to filter case data by Custom, Today, Yesterday, 7D, 30D, or WTD.
- Users can view a summary of the Case Acceptance.
- Patients with Tx. Proposed: Displays the number of treatment plan groups proposed to patients.
- Patients with Tx. Accepted: Displays the number of patients with treatment plans that have been accepted or completed.
- Patients with Tx. Pending: Displays treatment plans that were presented but not yet accepted, rejected, or completed.
- Patients with Tx. Rejected: Displays the number of patients who have rejected the treatment plan.
- Case Acceptance %: Displays the overall case acceptance percentage.
The grid displays the following details:
- Proposed On: Displays the date when the treatment plan was proposed to the patient.
- Patient Name: Displays the patient’s name along with the patient ID.
- Tx Plan Name: Displays the name of the treatment plan.
- Location: Displays the location to which the orthodontic case is associated.
- Orthodontist: Displays the name of the orthodontist assigned to the case.
- Tx Coordinator: Displays the name of the treatment coordinator responsible for the case.
- Tx Status: Displays the current status of the treatment plan.
Practices can use this guide to learn all about ortho plan control center.