Setup & Manage SADS in Dental4Windows

Setup & Manage SADS in Dental4Windows

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SADS (EDS / GDS / PDS) insurance management.

Dental4Windows and SADS (EDS / GDS / PDS) Insurance Management

Prerequisites

In order for the system to be able to operate as expected the following are needed:

InfoA copy of the current SADS schedule
  1. The General Setting, Set multiple Insurance Environment must be enabled:
  1. Go to Location Setup > General tab
  1. Group: Insurance
  1. Set multiple Insurance environment = Yes

Setup specific SADS Item Codes (optional)

InfoAlthough SADS uses the Australian ADA Item system, some non-standard items may have been added and some items have slightly modified behaviours. These items may need to be added to D4W if those codes are used in treatment cases, see Add New Item Code to Existing Category / Sub-Category.

Setup the Insurance Company for SADS

InfoIf there is no Insurance Company named SADS, one will need to be created. 

Setup the Plans connected to SADS Insurance

  1. To setup the Insurance Plans (one needed for each of the schedules):
    1. Insurance in View: SADS (SA)
    2. Insurance Plans section. Click Add

  2. In the Insurance Plan details window:
    1. Find Plan Code: SADS
    2. Plan Name: SADS EDS or SADS GDS or SADS PDS Metro or PDS Country
    3. Click  to enter the New Period Start Date
    4. Click OK
    5. Co-Payment is allowed must be ticked 
    6. Add the rebate fee against each item. See Fee Schedule for SA Dental Pays $ amounts
    7. Click OK
    8. Repeat Steps 2.a - 2.f for each plan

Setup the new Practice Fee Level for each schedule

InfoCreate a New Fee Level to match the SADS insurance plan created above.

Alert
Centaur Software is not responsible for maintaining the fees, please refer to SADS Fee Schedules. 

  1. Create a New Fee Level (see link below for instructions) if NOT already present
  2. Populate the fees with the values from the SADS fee schedule, ensuring to Add New Fee Period (see link below for instructions) starts when the new schedule starts (i.e.: 10/07/24)
  3. Repeat for each level
Info
Create New fee level instructions are here
Add New Fee Period instructions are here

Setup the Patient Record

InfoThe General Setting Set multiple Insurance Environment must be enabled.

  1. Go to Patient Records > Patients tab > Insurance/Various sub-tab
    1. Location Fee Level: SADS - GDS / SADS - EDS / SADS - PDS Metro or SADS - PDS Country
    2. Insurance Level: SADS
    3. Insurance Plan: GDS / EDS / PDS Metro or PDS Country

SADS - EDS: Create Patient Portion Payment

A flat fee applies irrespective of service(s) received under EDS.

InfoEnter the patient portion amount (see EDS fee limits in the schedule) as a Deposit (Create a Deposit for a Patient) prior to Treatment being performed

Create Co-Payment Invoice

The process is the same as any invoice in the system.

  1. Go to Patient Records > Treatment tab
  2. Enter item/s 
  3. Itemised Invoices menu > Select New Invoice Only/ Press F2 key / Click New Invoice icon
  4. Tick Show extended attributes > Tick Auto allocation

  5. Click OK to the following message

  6. Click Create or Receive Payment to receive the gap payment

Note: The installment amounts that the system calculated can be changed. Remove the tick on Auto Allocation. Then the Amount boxes in the installment section will be open to editing. Discounts etc. can also be adjusted by this method. This is useful for when the EDS treatment limits have been exceeded

Allocate Patient Portion Payment

For EDS patients, the payment can be received by clicking Receive Payment. Allocate the Deposit to the Invoice. 

Receive SADS Payment 

  1. Go to Patients Records > Receipts tab
  2. Receipts menu > Select New Receipts...
    1. Payment from select Insurance > SADS
    2. Enter the Amount 
    3. Select the SADS Payment Type (link coming soon)
    4. Ensure the amount is allocated to the correct balance. Remove tick from Autoallocate Payments, then enter the amount against the correct balance if not

    5. Click Create /Print 

Printout Formats for Co-Payment Invoices

These printouts need to contain data in respect to the Insurance (SADS) and Patient portions concurrently as shown below: