Manage Item features in D4W

Manage Item features in D4W

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ADA 13th item schedule, set missing tooth, eClaims attachment is required, mark an item as obsolete, search for an item, items list, ignore missing tooth, tooth ID or surface required, convert deciduous tooth to adult tooth, associate ADA item with non ADA item for claiming, choose to show items in invoices or not, link item to specific provider, add surcharge to payment methods, assign item to location, record item with tooth numbers, set item number to record steri packs on patient, setup item to be charted, add estimated time to complete an item and set an item number as a Medicare item. 

Set Related Actions to Items - Set Missing Tooth

This is to be applied to all chartable item codes that will remove the tooth. This will only work when using 3D Charting.

  1. To go Location Setup > Items tab 
  2. Add new item/Select exiting item
  3. Click Other Details sub-tab
  4. Select from Related Action drop down > Set Missing Tooth or Convert Deciduous tooth to Adult tooth

Charting must be completed from the 3D Charting tab for the automatic process to work.

Once the item has been charted, the tooth will be removed.


eClaims Attachment is required

Setup items that require attachments when submitting a claim. 

Example: xRays are required when submitting RCT claims. 

  1. Go to Location Setup > Items tab
  2. Find an item > Other Details sub-tab
  3. Place a tick in eClaims Attachment is required 

Mark an Item as Obsolete

When an item number is no longer relevant, it can be marked as obsolete to remove it from item lists. Obsolete items can still be reported on if required. 

  1. Go to Location Setup > Items tab
  2. Select the item to make obsolete
  3. Place a tick against Obsolete

    1. Enter the date the item should be considered obsolete

  4. Repeat for all other obsolete items
  5. Press F5 on the keyboard or click the Refresh icon 

Search for an Item Number

Find an Item

This feature allows you to search for an Item by entering either the Code or Description.

  1. Go to Location Setup > Items tab
  2. Record menu > Find an Item
  3. Enter the Code or Description > Find 

  4. Select the desired Item and click Go To   

The item code will be highlighted in the background. Click Cancel to exit out of the Find an Item dialogue box


Items List

A list of all item codes and their details can be printed. Each category of items is separated on the report.

  1. Go to Location Setup > Items tab
  2. Record menu > Select Items List...

Ignore Missing Tooth

This is used on the items selected as Tooth ID Required (see below section), but the tooth is missing.

For example, a tooth is missing to insert an Implant, but the tooth number of the Implant still needs to be entered.

This option allows the missing tooth number to be entered with no error message.

  1. Go to Location Setup > Items tab
  2. Find an item > Other Details sub-tab
  3. Place a tick in Ignore missing tooth   

Tooth Surface Required

By selecting the Tooth surface is required, this will force you to enter the Tooth surface while in Treatment. You should only set this up for items that actually relate to a specific tooth.

  1. Go to Location Setup > Items tab
  2. Select the relevant item to be setup with a Tooth Surface or add a new item, Setup Item to be Charted (see below)
  3. Click Other Details sub-tab
  4. Tick Tooth Surface is required 

Tooth ID Required

When setting up items, the user can be forced to enter the Tooth number while in Treatment/Treatment Plan.
This should only be set up for items that actually relate to a specific tooth.
  1. Go to Location Setup > Items tab
  2. Find an item > Other Details sub-tab
  3. Place a tick in Tooth ID is required

When entering these items into Treatment Plan/Treatment tab, a message will pop up to remind the user to enter the tooth number

Set Related Actions to Items - Convert Deciduous tooth to Adult tooth

This is to be applied to all chartable item codes that will only ever be applied against an adult tooth. For example, Dentures will only ever be charted for a patient against adult teeth but not deciduous. This will only work when using 3D Charting and there are some prerequisites.

  1. To go Location Setup > Items tab 
  2. Add new item/Select exiting item
  3. Click Other Details sub-tab
  4. Select Convert Deciduous tooth to Adult tooth from the Related Action drop list

Charting must be completed from the 3D Charting tab and the patient must be set to a Mixed chart in order for the automatic process to work.


Once the item has been charted, the tooth will be automatically changed to an Adult tooth.

Associate ADA Item with Non-ADA Item for Claiming

Special code for HCONNECT

This is used when you have setup an item code that still needs to be processed through the HICAPS terminal.

For example, you may have an 011 and an 011* in the system and want to be able to claim 011* through HICAPS. HICAPS won't recognise that code as its not an ADA item code because of the special character. 

  1. Location setup> Items tab
    1. Choose desired Procedure from Category and SubCategory

    2. Now select Financial Details subtab
    3. In Special code for HCONNECT enter ADA item code

Choose to Show Items in Invoices or Not

As a default, all item codes are shown in invoices. However, item codes can be removed from patient invoices.

This will mainly be for item codes that are not accountable and/or treatment i.e. NOTES

  1. Go to Location Setup > Items tab 
  2. Select an item and select the Financial Details sub-tab
  3. Remove the tick from Show in Invoices

If the tick is removed from this box, the item code will not show in the Fees tab either.

Link Item to a Specific Provider

If an item code is to only be used by one provider, the provider can be selected from the drop list.

  1. To go Location Setup > Items tab 
  2. Add new item/Select exiting item
  3. Click Financial Details tab
  4. Select the Provider from the Specific Provider drop list

When an item code is entered into Treatment, it will automatically change the provider to the one selected in the items setup. This setup is commonly used for product items.

Add Surcharge to Payment Methods

A surcharge can be added to specific payment methods to cover the cost of using the selected payment method, e.g. American Express and Diners Club.

During the Payment process if a payment method with a surcharge associated is selected, the system will ask if the surcharge percentage is to be included.

Setup Surcharge Item

This item will appear in Treatment details automatically if a patient chooses to pay via a method that incurs a fee.

  1. Go to Location Setup > Items tab
  2. Open the Category and Sub-Category to add the item (e.g. Miscellaneous)
  3. Click Procedure
  4. Enter the Item Code (e.g. CCS)
  5. Enter the Item Description (e.g. Credit Card Surcharge)
  6. Under the Financial Details tab place a tick in Use for Surcharge

    1. Select provider from Specific Provider if Credit Card Surcharge item is only to be entered by non-treating provider e.g. Principal dentist or a mock dentist created to track noncommission paying items   

  7. Under the Other Details tab place a tick in Non-Treatment

Setup Surcharge Fee

  1. Go to Location Setup > System Tables tab
  2. System Table: Methods of Payment
  3. Find or add the payment type that requires the surcharge (e.g. Amex)
  4. Select the item created above from the Surcharge Item drop list
  5. Enter the surcharge percentage (e.g. 5.00)

Assign Item to a Location

In 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 item/s or assign existing items to a specific location.

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

  1. To go Location Setup > Items tab 
  2. Add new item (see link above) or select existing item
  3. Click Assign Item to Location...

  4. Click Show at Selected Locations

  5. Highlight location from Not Available list > Click Add Selected to add the location/s to Available list     

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

The following message will appear when trying to use an item not specific to the current location:

Record Item with Tooth's Number

This is to be used when the item code is chartable and the item is to automatically record the tooth number in Treatment Plan and/or Treatment when charting in Treatment Required.

  1. Go to Location Setup > Items tab
  2. Select an item
  3. Place a tick in Record with tooth's number

What is recorded depends on the applied area selected.
  1. If Applied Area: Tooth is selected, only the Tooth Number will be automatically recorded as it relates to the whole tooth and not to a specific surface

  2. If Applied Area: Surface is selected, both the Tooth Number and the Surface/s will be automatically recorded

Set an Item Number to Record Sterilisation Packs on a Patient

When Sterilisation is activated, a new item number, STERI, is added to D4W. The item will automatically open the Clinical Notes window to the Sterilisation section, saving the user time in having hide other sections. Only one item can be marked as such, however other items can still record sterilisation entries. 

The below instructions are on how to mark and item as the Sterilisation item. 

  1. Go to Location Setup > Items tab
  2. Select the item
    1. Financial Details sub-tab
      1. Tick Sterilisation

Setup Item to be Charted

When an item number should be charted, but is not setup in Dental4Windows to do so, complete the following actions. The example used in this article is a Temporary Filling, item 572.

  1. Go to Location Setup > Items tab
  2. 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
    4. Charting sub-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
    5. 3D Charting sub-tab
      1. Processing Type: Common (other options are for preset items only)
      2. 3D Image Position: Select where the image should be placed, the options differ depending on the Applied Area selected above
      3. Priority: Low
      4. Planned
        1. Cell Colour: Select a colour to apply to the selected surface cells
        2. Content: Select the most appropriate for this item
          1. Symbol: Select and enter a character in the Symbol field below
          2. Symbol on Background: Select and enter the Symbol and Background below
          3. Picture: Select and choose the picture from Picture Filename below
        3. Text Colour:
      5. Done
        1. Cell Colour: Select a colour
        2. Content:
        3. Symbol:
        4. Text Colour:
      6. Hint: Enter a hint to display when the tooth is rotated and image/colour is no longer in view
      7. Always Show Hint: Tick to show the hint, even when the image/colour is visible


Add Estimated Time to Complete an Item

Individual item numbers can have an estimate duration to complete the procedure. This is to calculated estimated time on some reports and the Treatment Plan. Groups of items cannot have an estimated time. 

  1. Go to Location Setup > Items tab
  2. Select the relevant item
  3. Financial Details sub-tab
    1. Enter the minutes in Est. Time to Complete, min

In Treatment Plan set estimated time to complete automatically according to items settings (link coming soon)

Set an Item Number as a Medicare 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 Centaur Support to organise.


  1. Go to Location Setup > Items tab 
  2. Select the required Item
  3. Select the Financial Details sub-tab
  4. Place a tick in MBS Item
When an invoice is created, the Medicare button will appear instead of the Hicaps button.

The ADA 13th Item Schedule

As of 01/07/2022 the 13th edition of the Australian Schedule of Dental Services and Glossary will come into effect.
  • To run the ADA 13th schedule, you must have had previously run the 11th Item Schedule which is available via the same steps as below.
  • After updating D4W to build 5203 & updating the ADA items schedule, you can then add / update the fees within Dental4Windows.

Switch to ADA 13th Item Schedule

  1. Go to Location Setup > Items tab
  2. Record menu > Switch to ADA 13th Item Schedule

  3. The new items will be added to their relevant sub-categories within the Items tab. And amended items will be updated automatically.
    1. Click Yes on the below message

    2. Click OK

  4. Once the schedule has been completed, restart D4W

After switching to the ADA 13th Item Schedule, the menu option in the Items tab will be dimmed and it can not be run again. 

Add/Update Fees

To add fees to the new items:

  1. Go to Location Management > Fees tab
  2. Select the fee level
    1. Add a New Fee Period. (starting 01/07/2022)
    2. Enter fee for those new items
Info
Need help adding new fee periods? Click here for instructions.

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