Child Dental Benefit Schedule (CDBS) in Dental4Web

Child Dental Benefit Schedule (CDBS) in Dental4Web

Quote
D4Web has the functionality to process Child Dental Benefit Schedule (CDBS) claims electronically
  1. The activation action creates the necessary items, charting operations, fee level and health fund insurance details automatically.. 
    1. However, the activation options above are only available where/when the schedule has not been previously run
  2. Items, charting operations, fee level and health fund insurance details must be maintained and managed by the practice once initial setup is complete.
  3. Child Dental Benefit Scheme (CDBS) claiming
    1. There are 4 possible options for Medicare Child Dental Benefit Scheme (CDBS) claiming: Bulk Bill, Fully Paid, Partly Paid & Unpaid

Setup CDBS

Alert
Please note:
  1. The surgery must be registered with Medicare to utilise this scheme.
  2. None of the CDBS requirements or procedures are enforced or created by Centaur Software.
  3. For information on the Child Dental Benefits Schedule, please contact Services Australia.

Activate CDBS

  1. Click the navigation menu > Location Setup > Items page
  2. Record toolbar > Setup Child Dental Benefits Schedule

  3. Read the information provided in the Setup Child Dental Benefits Schedule window
    1. Click YES

  4. The next window will appear once the activation is complete
    1. Click OK

Setup Patient File for CDBS

After CDBS and Medicare Easyclaim is activated, to process CDBS claims via D4Web, the patient must have the following setup. 
  1. Click the navigation menu > Patients > Patients page > Insurance/Various tab
    1. Fee Level: Child Benefit Scheme
    2. Insurance Plan: CDBS Child benefit scheme
    3. Member ID: Enter the card number (no spaces)
    4. Series: Enter the patient number (no spaces)
    5. Date From / To: Enter start & end dates if applicable

Info
  1. Dept of Health website contact: Contact us | Australian Government Department of Health and Aged Care
  2. Ensure any Dental Hygienists, Therapists & Oral Health Therapists are setup for claiming if eligible. Click here for more information 

Set an Item Number as a MBS Item

Item codes for Medicare (CDBS) must be set as an MBS Item so it is recognised when using the Medicare E-Payment.
If the Medicare items have not been entered, please contact Support to organise.
  1. Click the navigation menu > Location Setup > Items page
    1. Select the required Item
    2. Select the Financial Detail tab
    3. Place a tick in MBS Item box

Setup CDBS Items to Trigger Recall

The Update Recall Date window can be triggered by either all or specific items. The only time the window will not appear is if a patient's recall type is set to >none< on their file.
If currently triggering a recall update by specific items, its possible to add CDBS items to the trigger. 

Manual Recalls

For those using Manual recalls: 
  1. Click the navigation menu > Debtors & Marketing > Mail Merge Setup page
  2. Select the recall reminder
    1. Items which execution date is shown in the column: Add the relevant CDBS items to show the last exam scale and clean for CDBS patients on the Recalls tab
    2. Recall Trigger Items: Add the CDBS items to trigger a recall update. Keep the existing ADA items
    3. Repeat the steps for all other Recall Reminders

Automated Recalls

AlertDo not change any other Recall Automation settings without consulting with support@centaursoftware.com.au
  1. Click the navigation menu > Location Management > Automation page > Recalls sub-tab 
  2. Select the recall reminder
    1. Items which execution date is shown in the column: Add the relevant CDBS items to show the last exam scale and clean for CDBS patients on the Recalls tab
    2. Recall Trigger Items: Add the CDBS items to trigger a recall update. Keep the existing ADA items

Managing CDBS Features

Update Child Dental Benefit Scheme (CDBS) Fee Schedule 2025

Info
As of the 01/01/2025 new Child Dental Benefit Scheme Fee Schedule is available.  
The new fees can be entered in D4Web manually by either:
  1. Typing each new fee against the Child Benefit Scheme Fee Level 
  2. Or Importing the fees

Manually updating the fees 

  1. Click the navigation menu > Management > Fees page
  2. Select Child Dental Benefit Scheme (CDBS) fee level 
  3. Click the Add icon
    1. Enter the start date of the new fee(s) = 01/01/2025
    2. Click OK
    3. Manually update the fees by typing over the existing fees
      Alert
      Ensure you are only updating items starting with 88

Import updated Fees

  1. Click the navigation menu > Management > Fees page
  2. The Fee level name in D4W must be called Child Dental Benefit Scheme (CDBS) 
  3. Download this CSV file to your computer, no changes can be made to this file
  4. Operations menu > Select Update Fees from File 
    1. Click Select File for import
    2. Find and select the file
    3. Click Open
    4. Fee Period Start Date: Enter the date the fees will become effective = 01/01/2025
    5. Radio button: Update existing or Add a new Period
    6. Tick box: Adding/Updating Period only when Non-Zero Fees exist
    7. Click IMPORT FEES
    8. Click EXIT
Notes
If exceptions are found during the import, they can be viewed/printed by selecting PRINT EXCEPTIONS.
Exceptions are any items where the fees were not updated. In this case only the CDBS items (prefix 88) are updated so the other items would be the exceptions.

Using CDBS Features

Charting CDBS Procedures

InfoClick here for CDBS Charting procedures

CDBS Claiming & Payments

Child Dental Benefit Scheme (CDBS) claiming is linked to a terminal. Note that the Rebate column in Treatment page shows the maximum Medicare Benefit for each item and unless manually updated each time a change occurs, they may be incorrect. To check a patient’s benefit cap balance, refer to Medicare. 

Claim via Bulk Bill

  1. Click the navigation menu > Patients > Treatment page 
  2. With the CDBS items entered, go to Itemised Invoices toolbar > New Invoice Only
  3. In the Create Itemised Invoice window:
    1. Main Responsible Party: Insurance
    2. Send to: Child Dental Benefit Scheme
    3. Click MEDICARE

  4. In the Medicare Claim Details window:
    1. Claim Type: Bulk Bill
    2. Referral Override: Not Applicable
    3. Click SUBMIT

  5. Within the Create Itemised Invoice window:
    1. Click SAVE

Claim via Unpaid

  1. Click the navigation menu > Patients > Treatment page
  2. With the CDBS items entered, go to Itemised Invoices toolbar > New Invoice Only
  3. In the Create Itemised Invoice window:
    1. Main Responsible Party: Insurance
    2. Send to: Child Dental Benefit Scheme
    3. Click MEDICARE

  4. In the Medicare Claim Details window:
    1. Claim Type: Unpaid
    2. Referral Override: Not Applicable
    3. Click SUBMIT

  5. Within the Create Itemised Invoice window:
    1. Click SAVE

Claim via Fully Paid

  1. Click the navigation menu > Patients > Treatment  page
  2. With the CDBS items entered, process a payment from the patient via usual methods via Itemised Invoices toolbar > New Invoice and Receipt
  3. Once the treatment has been paid, go to Invoices page
  4. Select the relevant invoice to claim 
  5. Invoices toolbar > Medicare Claim
    1. Claim Type: Fully Paid
    2. Referral Override: Not Applicable
    3. Click SUBMIT

Claim via Part Paid

  1. Click the navigation menu > Patients > Treatment page
  2. With the CDBS items entered, process a partial payment from the patient via Itemised Invoices toolbar > New Invoice and Receipt
  3. Once the treatment has been partially paid, go to Invoices page
  4. Select the relevant invoice to claim
  5. Invoices toolbar > Medicare Claim
    1. Claim Type: Part Paid
    2. Referral Override: Not Applicable
    3. Click SUBMIT

Payments

When a Child Dental Benefit Scheme (CDBS) payment is received, it should be entered against the relevant patient(s).
If the payment covers multiple patients, it will be entered as one following the below instructions. 
  1. Click the navigation menu > Patients > Receipts page
  2. Receipts toolbar > New Receipt 
    1. Payment from: Insurance > Child Dental Benefit Scheme
    2. Amount: Enter the total amount received
    3. Payment Type: Enter the method the payment was received via
    4. Autoallocate Payments: Remove the tick
    5. Amount Paid: Enter the amount paid per patient
    6. Click CREATE or PRINT

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