DVA Online Claiming in Dental4Windows

DVA Online Claiming in Dental4Windows

Alert
Please note: These instructions are for DVA Online Claiming only. 
QuoteListed below are instructions on updating schedules, Treatment plan, treatment, invoicing, reports, payments, resolving errors, receiving claims, processing claims and 2D/3D charting with Dept of Veteran Affairs Online. 

DVA Online: Download & Update DVA Schedule

Each time the Department of Veterans Affairs implements a new Fee Schedule, the next D4W upgrade will enable DVA Online users to download the changes.
Notes
If you require the fees schedule at any other time, (e.g. fees are required before a Dental4Windows upgrade becomes available) either:
Download the DVA schedule from the DVA website  (enter fees manually)
OR
Download & import the "DVAFees(D)1JUL26" file attached (at the bottom of this article) to your computer, no changes can be made to this file. 
(Commence from step #5)

  1.  Go to Location Setup > Items tab
  2. Record menu > Update 'DVA Item Schedule'
  3. Select the fee schedule to be updated
  4. Click Continue
    Once the above update has been completed, relevant items will be added/removed, and a new Fee Period with the new Fees will be added to the DVA Online Fee Level.
  5. Next, Go to Location Management > Fees tab
    1. Select DVA Online fee level 
    2. Ensure the start date = start date of the new schedule
      1. If not, use the EDIT icon to adjust the start date
    3. Scroll down to DVA items starting with D or S to ensure they are present ( if not, go back to #1) 
  6. Download & import the "DVAFees(D)1JUL26" file attached (at the bottom of this article) to your computer. 
      1. No changes can be made to this file. 
  7. Operations menu > Select Update Fees from File
      1. Fee Period Start Date: Enter the date the fees will become effective = 01/07/2026
      2. Click Select File for Import
        1. Find and select the file
        2. Click Open
        3. Click Import Fees

        4. Click Exit
        5. If exceptions were found during the import, they can be viewed/printed by selecting Print Exceptions

Medicare Online Configuration_DVA Online

Complete the device activation process required for Dental4Windows to access DVA online claims.

Prerequisites

  1. Users must be on Dental4Windows Build 5203 or higher
  2. Medicare Online components must be installed in Dental4Windows. This will be installed as part of the upgrade.
  3. Organisation and Users must be registered with PRODA.
InfoPlease visit the Services Australia website for additional information on this process: https://www.servicesaustralia.gov.au/organisations/health-professionals/subjects/proda-education-health-professionals

Setup & Configuration in PRODA

Dental4Windows installations that will submit DVA transactions must be registered in PRODA and activated through Dental4Windows.

  1. In your PRODA organisation, select > B2B Device

  2. Click Register New B2B Device

  3. Enter a Device Name and Description
    1. Click Register Device

  4. Once the Device is registered. you’ll receive the following details:
    1. Device Activation Code
    2. Device Name
    3. PRODA RA
    4. These details are used to activate the D4W installation to allow DVA Online claiming

Setup & Configuration in Dental4Windows

  1. Make sure DVA Online is activated
    1. Go to Location Setup > General tab
    2. Group: Medicare Settings > Activate DVA Online: Yes

  2. Activate PRODA device in Dental4Windows
    1. Go To Insurance > DVA Claims tab
    2. Operations menu > Activate PRODA device

  3. Click Activate Device to start the activation process.
    For active devices, this window can be used to check the status of the device

  4. Enter the details displayed in PRODA (Step 5 above) for the Device click Activate Device
    1. Organisation ID = PRODA RA
    2. Device Name
    3. Device Activation Code

DVA Online: Treatment Plan, Treatment & Invoicing

The items performed are processed from the Treatment tab to generate a DVA voucher for the patient to sign.

  1. Go to Patients > Treatment tab
  2. Itemised Invoices menu > New Invoice Only

    1. Change the Main Responsible Party to Insurance > DVA Online
    2. Tick Claim through Medicare Online to open the DVA Claim Details box

    3. The below fields will be auto populated if the information was entered in Patient details tab
      1. DOB: The patient's Date of Birth
      2. Card Number: The patient's DVA Card Number
      3. Card Type: Gold/White
      4. Conditions: The patient's medical conditions
      5. Referring Prv: Referral Source
    4. The below will need to be entered by the surgery at the time of the claim if necessary.
      1. Referral Override: Select from the drop list
      2. In Hospital: Select from the drop list
      3. Hospital Name: Enter the hospital name for the procedure
      4. Admission Date: Enter the Date
      5. Discharge Date: Enter the Date
    5. Notes: Click the Notes column

      1. Distance KM: Select the distance
      2. Number of Teeth: Select the number of teeth
      3. Jaw: Select from the drop down list
      4. Time of Service: Enter the time
      5. Multiple Procedure Override: Select from the drop down list
      6. Duplicate Service Override: Select from the drop down list
      7. Service Text: Enter the details of the service
    6. Click OK
    7. Click Print. The Treatment Service Voucher printout must be on A4 paper.
    8. The item/s will turn purple to signify they have been included in a claim.
    9. The voucher can be reprinted under the Claims tab.

DVA Online - Reports

Reprint Processing Report

  1. Go to Insurances > DVA Claims tab
  2. Operations menu > Select Reprint Processing Report

Reprint Payment Report

  1. Go to Insurances > DVA Claims tab
  2. Operations menu > Select Reprint Payment Report

DVA Online - Payments

After all claims have been processed and accepted the payments need to be reconciled.

  1. Go to Insurances > DVA Claims tab
  2. Transaction: Payments
  3. Highlight the claim to be reconciled

  4. Click Reconcile to accept the voucher



When the claim has been reconciled the details are visible by clicking on the Show deposited box


  1. A/C Name: Bank Account name
  2. BSB: BSB number
  3. A/C#: Account name
  4. Deposited: Total amount paid on the account
  5. Run Date: Date paid the amount
  6. Run Number: Reference number for this transaction

If the invoice wasn’t paid in full by Medicare the system will automatically create an adjustment discount.

Any discount created in Invoice tab will be created under DVA Online discount category.

  1. Go to Patients > Invoices tab

If the payment received is more than the amount sent to DVA, D4W will adjust the total due on the invoice. A note will be created to identify the change.

DVA Online - Resolving Errors

If any claim has been returned with error/s each exception will need to be accepted before claims are moved to the Processing area.

Check the Claim

  1. Go to Insurances > DVA Claims tab
  2. Transaction: Processing
  3. Click the Invoice Number to see the DVA claim details

  4. Click Accept to accept the voucher

Error 2023

This error appears when there are no details being processed from DVA to D4W.

Wait 48 business hours (not including weekends) and retrieve the claim again.

If the error remains after 48 hours contact Medicare to find out why (possibly due to the provider details being incomplete when the DVA form was submitted)

InfoContact Centaur Support if the error persists.

DVA Online - Retrieving Claims

Medicare requires 24-48 hours to assess any online claim after being submitted All claims stay in the processing area until the claim has been processed by Medicare.

  1. Go to Insurances > DVA Claims tab
  2. Transaction: Processing
  3. Highlight the claim to be retrieved
  4. Click Retrieve to check if the claim has been processed

    1. Status: Unprocessed/Error 2023
    2. Voucher: Voucher Number
    3. Rebate: Rebate Amount
    4. Exception: Exception Amount
When the claim is returned successfully the following message will appear and the processed claim will be moved to the Payment area.




DVA Online - Processing Claims

After the DVA voucher has been submitted from the Treatment tab, the claim will need to be submitted to Medicare.

A claim can contain up to a maximum of 80 vouchers.

  1. Go to Insurances > DVA Claims tab
  2. Transaction: Claim
  3. Highlight the claim to be submitted
  4. Click Submit Claim

    1. Provider: Provider performed the treatment
    2. Claim #: The Claim ID
    3. Status: Unclaimed/Check Voucher
    4. Date: Treatment Date
    5. Patient: Patient's details
    6. DVA Card #: Patient's DVA Card Number
    7. Invoice #: Invoice Number
    8. Claimed: Amount claimed on this invoice
    9. Error: The error returned by Medicare will be displayed in this column
    10. Include: Untick a voucher if not to be submitted with the claim
  5. Enter the passphrase
  6. Click OK

DVA Online: 2D/3D Charting

Providers can claim items included in the DVA schedule fees; items with (D: General Dentist, S: Specialist, T: Prosthodontist) before the item number but also, claim for items not included in the schedule of fees (ADA items) after obtaining prior approval from DVA. 

When charting, use the DVA menu so that the DVA items are entered on the Treatment Plan. If you use the standard menus and/or icons, the standard ADA items will appear on the Treatment Plan.