Setup & Manage Fees Levels in Dental4Windows

Setup & Manage Fees Levels in Dental4Windows

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Listed below are instructions on how fees Levels are created, then can be edited, updated, for each location (if using multi location). Multiple fee levels can be created for practices charging different amounts depending on patients connection to Schemes, Insurances, Concessions etc. Providers are also able to have individual fee levels to suit their unique charging requirements. Each Item can also have a GST component, a variable or locked mode, surcharges can be added for weekend and/ or public holiday work 

Add New Fee Period

This is important, as it will ensure fees are never erased/typed over.

Always create a new period start date before you edit/update your fees.

Treatment Plans and unaccounted treatment take information from the fees section, so it is best to keep a record of each fee charged per date range.

  1. Go to Location Management > Fees tab
  2. Highlight the relevant fee level
  3. Click on the Add New Period icon
    1. Enter the new fee period start date 
    2. Click OK

  4. It is now possible to update fees, from the specified start date without affecting past fees. Use the arrows to move between fee periods 

Modify a Fee Period

This will modify the existing start date of a fee period.

  1. Go to Location Management > Fees tab
  2. Highlight the relevant fee level
  3. Click on the Edit icon
    1. Enter the new date 
    2. Click OK

Delete Fee Period

This will delete the selected period and the fees for that specific period. The dates in the period before and after will automatically correct themselves so that they are successive again.

  1. Go to Location Management > Fees tab
  2. Highlight the relevant fee level
  3. Use the arrows to find the period to delete
  4. Click Delete icon
    1. Click Yes

Setup Location Based Fees

When the Location Based Fees feature is enabled, location-related options will be available within the Fees module to allow users to set a fee for an item based on the location at which the treatment was performed (Location fee). 

  1. Go to Location Management > Fees tab
  2. To view/add/edit fees, select the appropriate Location first

  3. A different default Fee Level can be assigned for each Location

Select How a Patient is Assigned Fee Level

As patients can move between locations, the system must know how to assign the fee level for the patient. 

  1. Go to Location Management > Fees tab
  2. Operations menu >
    When setting Patient Fees...  

    Use the location in patient details:     The system will look for the patient’s location under Patient Records > Patient Details tab > Insurance /Various sub-tab
    Use the location of the patients main provider: The system will look for the location of the patient's main provider under Location Management > Providers tab and patient’s main provider under Patient Records > Patient Details tab
    Use the treating providers location:    The system will look for the treatment provider’s location
  3. Operations menu > When changing Treatment Provider...

    1. Prompt user to change or keep the item fee
    2. Do not change the item fee
    3. Automatically change the item fee to Providers location

Fee Modes

InfoA fee mode determines how / if a fee can be modified for an item number when in Treatment Plan, Treatment, or while giving a Discount During Invoice Creation or Discount During Payment from Treatment or Discount During Payment from Receipts creation time. 

Fee modes available:

  1. Variable (default): The fee can be changed
  2. Fixed: The fee cannot be changed
  3. Increase: The fee can only be increased
  4. Decrease: The fee can only be decreased
To Change a fee mode:
  1. To go Location Management > Fees tab 
  2. Select the required Fee Level
  3. Change the Fee Mode of the item where relevant

Info

Check Security for management of modes / permissions. To permit a user to make changes, enable Invoices: override FEE MODE, using discounts/adjustments and set permission.
An audit trail report can then be run to track discounts applied.

Link a Fee Level to an Insurance Fund

Link a Fee Level to Insurance Funds for Preferred Provider for a Health Fund or any Insurance that has their own Fee Schedule. E.g. Child Benefit Scheme 

  1. Go to Location Management > Fees tab
  2. Operations menu > Select Preferred Provider Fees
  3. Fee Levels: Click on the Fee level 
  4. Insurance Funds: Click on the Insurance Fund to be linked 
  5. Click Link
  6. Show Linked: Tick to show all linked Insurance Funds

  7. Click OK

Add Fee Surcharges for Weekends and Public Holidays

InfoIt is possible to charge a Surcharge for work completed on Weekends and/or Public Holidays. The Fee in Treatment or Treatment Plan will automatically update to include the Surcharge.

Once the feature is activated (link coming soon) and the Public Holidays are set up (link coming soon) follow the below steps to set the Surcharge fees. 

Set Public Holidays

Info
Setup Public Holidays from either the System Tables or Fees tab

  1. Go to Location Management > Fees tab
  2. Click Set Public Holidays

    1. Click Add 

      1. Holiday: Enter the public holiday name
      2. Date: Enter the date of the holiday
      3. Tick Surcharge if applicable 
      4. State(s): Select the state/s 
      5. Click OK 
    2. Click Edit to edit an existing public holiday 
    3. Click Print to show the list of all public holidays in a specific year 
      1. Set year from the list 
      2. Click OK
      3. Click Export/Close/Print
    4. Click Exit

Set Surcharge Amounts

  1. Go to Location Setup > Fees tab
  2. Select the relevant Fee Level
  3. Option A: Apply Surcharge Percentage to All Items
    1. Click on the Name of the Day: Sat / Sun / PHol
      1. Enter the percentage to add
      2. Click OK

  4. Option B: Apply Surcharge to Select Items
    1. Within the relevant column: Sat / Sun / PHol, enter the percentage per item

Import Fees from an External Source

Fees can be imported using a template found in Dental4Windows/PracticeStudio. Once the fees are entered into the template, they can be imported and shared between multiple practice locations to save time. 

Generate Fee Import Template

  1. Go to Location Management > Fees tab
  2. Operations menu > Select Generate Fee Import Template
    1. Click the most relevant option
      1. Export All Newest Fees
      2. Export Newest Non-Zero Fees only
      3. Generate Template with Zero Fees
    2. Select the Fee to Export
    3. Click Export
    4. Choose a location for the file to be saved in
    5. Enter a File Name
    6. Save the file as CSV
    7. Click Save

    8. Next, open the file and add the fees against the relevant item

Import Fees

  1. Go to Location Management > Fees tab
  2. Operations menu > Select Update Fees from File
    1. Fee Period Start Date: Enter the date the fees will become effective
    2. Click Select File for Import
      1. Find and select the file
      2. Click Open

    3. Select from:
      1. Add a new Period: A new period will be created with the new fee/s
      2. Update existing Period: The new fee will over right the existing fee/s
      3. Update existing or Add a new Period: 
    4. Untick Period must be the Last
    5. Untick Adding / Updating Period only when Non-Zero Fees exist
    6. Click Import Fees

    7. Press OK to the above message
    8. Press Exit

Reactivate Fee Level

When a Fee Level has been marked as inactive, follow these instructions to reactivate it (if needed). 

  1. Go to Location Management > Fees tab
  2. Highlight the Fee Level to reactivate
  3. Click Update the Fees...

    1. Inactive: Remove the tick
    2. Click OK

Make Fee Level Inactive

When a Fee Level is no longer needed, make it inactive to ensure staff don't use it against patients. 

  1. Go to Location Management > Fees tab
  2. Highlight the Fee Level to make inactive
  3. Click Update the Fees...

    1. Under Apply these changes to click the current location or All locations (if applicable)
    2. Inactive: Tick to make the level inactive
    3. Move Patient To: Select the active level to move all patients associated with the new inactive level to
    4. Click OK

Create a New Fee Level

New fee level's can be created and fees entered manually for each item number.

Add New Fee Level

  1. Go to Location Management > Fees tab
  2. Click New Level button 

    1. Optional - select an existing Fee Level Name to copy fees from
    2. To new: Enter the name of the new fee level
    3. Since: Enter the start date of this new fee level
    4. Click OK button

Add Fees to New Level

  1. Highlight the fee level
  2. Against each applicable item
    1. Fee($): Enter the dollar amount, including GST
    2. Mode: Select if this items fee is 
      1. Variable: Can be altered in Treatment Plan, Treatment and by Discounts
      2. Fixed: Cannot be altered in Treatment Plan or Treatment. Special permission required for Discounts.
      3. Increase: Can only be increased in Treatment Plan and Treatment. Special permission required for Discounts. 
      4. Decease: Can only be reduced in Treatment Plan and Treatment. 
Info
GST is set within items. Click here to learn how to setup GST

Copy Fees to Location(s)

In a multi-location database fees can be copied from 1 location to another location.

  1. Click Copy Fees to Location(s)     

  2. Copy fees from Location: Select Location to copy from
  3. Copy Fees from Fee Level: Select Fee level to copy from
  4. Copy Fees from Period: Select Period to copy fees from
  5. Copy Fees to Period: Select Period to copy fees to
  6. Copy Fees to Location(s): Click select all or manually highlight locations to copy fees to

  7. Click Update
  8. Click Exit

Update Fees

Never overwrite old fees, create a new period and add the new fees under that period. 

  1. Go to Location Management > Fees tab
  2. Select the fee level 
  3. Click the Add icon
    1. Enter the start date of the new fee(s) 
    2. Click OK

  4. There are two ways fees can be updated
    1. Manual Update: Type over the existing fees 
    2. Percentage Update: Click Update the fees... button
      1. Select Increase fees or Decrease fees
      2. Enter the % amount to increase or decrease by
      3. Fee range to update: Tick Update all fees or type in the From $ to $ fields.
      4. Round fees to the nearest: select to apply rounding
      5. Apply these changes to: If multi-location environment, select either current location or All Locations
      6. Click OK

Set Fee Levels per Provider (Provider Based Fees)

Provider Based Fees allows for Providers to have their own fee schedules for item numbers without having to change the fee level in the patients file.

The Provider selected when entering item numbers will determine the fee to charge. 

Add Provider Fee Levels

  1. Go to Location Management > Fees tab
  2. Create a new Fee Level (see above section) for each Provider - e.g. Dr John Smith
    1. Enter the fees per Provider
  3. Highlight <Provider based> 
  4. Click Set as default level

Allocate Fee Level to Provider

  1. Go to Location Management > Providers tab
  2. Select the Provider from the Provider drop list
  3. Select the Fee Level

Setup Patient File

All new patients will automatically be on the Provide Based fee level, however existing patients must be updated. 

  1. Go to Patient Records > Patients tab > Insurance / Various sub-tab
  2. Select the Fee Level as <Provider Based>

This can also be completed when modifying an appointment and from the Treatment Plan or Treatment tabs.

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