Add New Items in D4W

Add New Items in D4W

Quote
Add new item code to existing category / sub-category, add new item category / sub-category, setup teledentistry item, setup bounced cheque, setup supernumerary tooth and set an item number to record steri pack on a patient. 

Add New Item Code to Existing Category / Sub-Category

  1. Go to Location Setup > Items tab
  2. Select the category you wish to add the Item to - e.g. Preventative
  3. Next, select the sub-category - e.g. Dental Prophylaxis
  4. Click Procedure
    1. Item Code: There is space for 6 letters, numbers or symbols
    2. Description: Enter the item code description
  5. When finished, click the F5 key on the keyboard to refresh the list

Add New Item Category and Sub-Category

Follow the below steps when you do not have a Category and/or Sub-Category that relates to the item you want to add.

These steps are for Item Codes, such as products, notes and non-chartable items. 

Add Category

  1. Go to Locations Setup > Items
  2. Click Category
    1. Enter the name of the category
    2. Press the F5 key to refresh the screen and save to the database

Add Sub-Category 

  1. Go to Locations Setup > Items
  2. Select the Category to add the new sub-category to
  3. Click SubCategory
    1. Enter the name of the sub-category
    2. Press the F5 key to refresh the screen and save to the database

Setup Teledentistry Item

ADA has released a Teledentistry item 919 to record consultation completed by audio or through a videoconferencing platform.

InfoClick here to view the detailed guidelines for Teledentistry.

Create Item

  1. Go to Location Setup > Items tab
  2. Open MISCELLANEOUS Category > Miscellaneous SubCategory
  3. Click Procedure
  4. Enter item details
    1. Item Code: 919
    2. Description: Teleconsultation
    3. Full Description: The Remote Provision Of A Consultation To A Patient In Exceptional Circumstances Which Prevent Face To Face Consultation

Setup Fee 

  1. Go to Location Management > Fees tab
  2. Select Fee level
  3. Click Add icon  and enter New Period Start Date
  4. Enter fee against item 919

Setup GST

New Zealand users need to setup GST for the new item.

  1. Go to Location Setup > Items tab
  2. Record menu > GST tariffs
  3. Click Add icon  to create New Period Start Day
  4. Enter GST % against item 919

Add Item to Procedures Classifications

For Business Intelligence Module (BIM) users, the new item needs to be added to Procedures Classifications for report purpose.

  1. Go to Location Setup > Items tab  
  2. Record menu > Procedures Classifications
    1. Classification: Select the report to include the new item
    2. Highlight Items used 900
    3. Click Add new 

    4. Select 919 from the list
    5. Click OK

Setup Bounced Cheque Item

If a patient payment by cheque bounces, it is possible to indicate this in D4W/PSS and to charge a Bank Fee or Provider Fee if desired.



  1. Go to Location Setup > Items tab
  2. Open the Miscellaneous Category and Sub-Category
    1. Click Procedure
      1. Item Code: Enter the item to represent a bounced cheque
      2. Description: Enter a description to show in treatment, invoices and receipts
    2. Financial Details sub-tab
      1. Tick Bounced Payments
  3. Press F5 on keyboard to refresh

Setup a Supernumery Tooth

Additional teeth cannot be added to the 2D and/or 3D charts (at present), and therefore the below instructions cover how to add new item codes to be accepted in the Treatment Plan and Treatment tabs.


This article splits supernumery teeth into three sections:



  1. Those positioned around the wisdom teeth - commonly named 9, 10, 19, 110, 29 etc.
  2. Those positioned behind the premolar area - commonly named psuper
  3. Those positioned behind the front teeth - commonly named mdens

Add New Tooth ID's

The Tooth field found in multiple tabs of D4W only accepts specific characters to avoid mistakes. It is advised to add the new Tooth ID's and use them when working in a patients' file for supernumeries. 


The tooth numbers will not be chartable, but will show on invoices.



  1. Go to Location Setup > General tab
  2. Group: Treatment
    1. Add new codes to List of Codes (delimited by spaces) acceptable in TOOTH field (besides teeth code) 
    2. Do not remove the existing codes from this field

Create Supernumerary Item

In order to chart a supernumerary as an image in Charting, an item number must first be created to represent the chartable item.



  1. Go to Location Setup > Items tab
  2. Open the Miscellaneous Category and Sub-Category
    1. Click Procedure
      1. Item Code: SUPER
      2. Description: Supernumerary
      3. Category of Work: <none>
      4. Applied Area: Tooth

      5. Charting sub-tab
        1. Processing Type: Common
        2. Image Position: Nearby Tooth
        3. Priority: Normal
        4. Item Planned
          1. Image File: Select an appropriate image
          2. Filling Colour: <none>
        5. Item Done
          1. Image File: Select an appropriate image
          2. Filling Colour: <none>

      6. 3D Charting sub-tab
        1. Processing Type: Common
        2. Image Position: Root
        3. Priority: Normal
        4. Planned
          1. Cell Colour: <none>
          2. Content: Symbol
          3. Symbol: <none>
          4. Text Colour: <none>
        5. Done
          1. Cell Colour: <none>
          2. Content: Symbol
          3. Symbol: <none>
          4. Text Colour: <none>
          5. Hint: Supernumerary
          6. Always show hint: Tick

Create Charting Operation

All chartable items must have an operation set to allow its use in the Charting tabs. 



  1. Go to Location Setup > Operations tab
  2. Open Other
  3. Click Add Group
    1. Group: Supernumerary
    2. Selection Style: Popup Menu
    3. Operation
      1. Name: Supernumerary
      2. Code: S
      3. Type: Single Item (from list)
    4. List of Items
      1. Click Add New
        1. Select the supernumerary item
        2. Click OK
      2. Application: To each selected tooth separately

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