Where to find the Items page

Click the navigation menu > Location Setup > Items page

Search for an Item Code

1. Record toolbar > Find an item
   
1. Enter the details in the Item Code or Item Description field to find the item
   
2. Click FIND
   
3. Highlight the row
   
4. Click GO TO
   
   
2. The item code will be highlighted in the background
   
1. Click CANCEL to close the above window
   

Mark an Item as Obsolete

1. Select / find the item to make obsolete
   
2. Tick Obsolete box
   
3. Enter the date that the item becomes obsolete
   
1. Click OK
   
   
4. Repeat for all other obsolete items
   

Print List of Item Numbers

A list of all items codes and their details can be printed. Each category of items is separated on the report so you can easily view each item code you have entered.

1. Record toolbar > Items List
   
2. Select options from the toolbar in the preview:
   
1. Print All or Print Current page
   
2. Select page to view
   
3. Export & Save
   
4. Select Format
   

Setup GST Tariffs on Items Codes

1. Record toolbar > GST Tariffs
   
2. Click New Start Date icon
   
1. Enter the date the GST rate comes into effect
   
2. Click OK
   
3. Enter the amount in the GST % column for applicable items
   
   
3. Or if the amount applies to all items, click SELECT ALL > SET GST TO SELECTED ROWS
   
1. New Tariff: Select this option if there is no existing GST percentage against the highlighted item/s
   
2. Increase: Select this option if there is an existing GST rate entered against the highlighted item/s and you want to increase it to a new rate i.e. Original GST rate = 10% and increase by 5%. New GST rate is 15%
   
3. Decrease: Select this option if there is an existing GST rate against the highlighted item/s and you want to decrease to a new rate i.e. Original GST rate = 10% and decrease by 5%. New GST rate = 5%
   
4. Click OK
   
   
4. Click OK
   

Assign Item to a Location

For Multi-location environments, some locations have their own specific item numbers.

E.g. Marketing promotion package, items for specific centres or regions.

Users can setup new items or assign existing items to a specific location, to reduce input errors at locations that don’t use the items, and have the ability to limit the locations at which an item can be entered.

By default, all existing and new items entered in the system are assigned to all locations. The practice will manually select which items are specific to a certain location/s

This feature will only cover entry of item number/s via Charting 2D/3D, Treatment Plan and Treatment pages.

The item is no longer visible when trying to use an item not specific to the location

1. Add a new item or select an existing item
   
2. Click ASSIGN ITEM TO LOCATION
   
3. In the 'Select Locations' Window:
   
1. Mark Show at selected Locations radio button
   
2. Tick box of locations from ‘Not Available’ list
   
3. Click ADD SELECTED to add the location/s to ‘Available’ list
   
4. Click OK
   
   

Charting (tab)

Setup Item to be Charted in 2D Charting

1. Select the relevant item to be setup for charting, or add a new item
   
1. Applied Area: Select the most appropriate 
   
1. Surface: The image/colour will cover the selected surface(s), e.g. Fillings
   
2. Tooth: The image/colour will cover the entire tooth, e.g. Crowns
   
3. Upper Jaw: The image/colour will apply to only the upper jaw, e.g. Full Dentures
   
4. Lower Jaw: The image/colour will apply to only the lower jaw, e.g. Full Dentures
   
5. All Teeth: The image/colour will apply to all teeth
   
6. Upper Teeth: The image/colour will apply to only the upper teeth, e.g. Partial Dentures
   
7. Upper Jaw: The image/colour will apply to only the lower teeth, e.g. Partial Dentures
   
2. Teeth Type: Select the most appropriate
   
1. Any: The image/colour can be applied to either deciduous or adult teeth
   
2. Primary: The image/colour is only chartable on deciduous teeth
   
3. Permanent: The image/colour is only chartable on permanent teeth
   
3. Record with Tooth's Number:  Tick to automatically record the tooth ID in Treatment Plan
   
2. Charting tab
   
1. Processing Type: Common (other options are for preset items only)
   
2. Image Position: Select where the image should be placed, the options differ depending on the Applied Area selected above
   
3. Priority: Low
   
4. Item Planned: Either an image or a colour can be selected to represent the item 
   
1. Image File: Click to find an appropriate image (optional)
   
2. Filling Colour: Select a colour for the surface, also seen as a background when an image is present
   
5. Item Done: Either an image or a colour can be selected to represent the item 
   
1. Image File: Click to find an appropriate image (optional)
   
2. Filling Colour: Select a colour instead of an image, also seen as a background when an image is present
   

3D Charting (tab)

Setup Item to be Charted in 3D Charting

Financial (tab)

Add Estimated Time to Complete an Item

Turn on the General Setting - In treatment Plan set estimated time to complete automatically according to items settings. (Link coming soon)

1. Select the relevant item
   
2. Financial Details tab
   
3. Enter the minutes in Est. Time to Complete, min
   
4. When the item is added to the Treatment Plan, the estimated time will be automatically inserted into the "Min" column
   
5. When items are selected for an appointment, D4Web will calculate the total time and the duration will be auto filled
   

Estimated time can be edited within the Treatment Plan and/or the time of Appointment scheduling

Associate Non-ADA Item with an ADA Item for Claiming

1. Select the item in question
   
2. Financial Details tab
   
3. Special code for HCONNECT = type ADA item code (e.g. 521)
   
   

Show Items in Invoices or Not

1. Select the item
   
2. Financial Details tab 
   
3. Remove tick from Show in Invoices to exclude the item from invoices
   
   

When you remove the tick from this box, the item code will not show in the Fees tab either

Link Item to a Specific Provider

1. Select Item 
   
2. Financial Details tab
   
3. Select provider name from the Specific Provider drop list
   
   

Other Details (tab)

Mark Items as Non-Reporting

1. Highlight the Item > Other Details tab
   
2. Tick Non-Reporting box
   
   

Mark Items as Non-Treatment

1. Highlight the Item > Other Details tab
   
2. Tick Non-Treatment
   

Tooth ID is Required

1. Select the item > Other Details tab
   
2. Tick Tooth id is required
   

Tooth Surface is Required

1. Select the item > Other Details tab
   
2. Tick Tooth Surface is required
   
   

Set Related Actions to Items - Convert Deciduous to Adult

1. This is to be applied to all chartable item codes that will only ever be applied against an adult tooth
   
1. For example, Dentures, they will only ever be charted for a patient against adult teeth but not deciduous.
   
2. This will only work when using 3D Charting and there are some perquisites.
   
3. Charting must be completed from the 3D Charting page and the patient must be set to a ‘Mixed’ chart in order for the automatic process to work.
   
4. Possible from the Treatment Plan/Treatment tab but in order for this to work correctly:
   
1. The patient must have their date of birth entered
   
2. Their age must fit between the ages of a mixed dentition
   
3. The item must also have ‘Tooth ID is required’ checked on the individual item setup
   

1. Select the item e.g. 711
   
2. Open Other Details tab
   
3. Select Convert Deciduous tooth to Adult tooth from the Related Action drop list
   

Set Related Actions to Items - Missing Tooth

1. Select the item e.g. 311
   
2. Open Other Details sub-tab
   
3. Select Set Missing Tooth from the Related Action drop list
   

Links to instructions for setup & management of specific items:

1. Item Category - Sub Category - Item Codes
   

2. Refund Item
   

3. Bounced Cheque Items
   

4. Surcharge item
   

5. Rework item
   

6. Supernumerary Tooth item (link coming soon)
   

7. Teledentistry Item
   

8. Item Triggers (UTA/FTA, Recalls, Queries)
   

9. Sterilisation item (link coming soon)