Setup & Manage Provider Records in D4Web

Setup & Manage Provider Records in D4Web

Quote
This article covers Setup & Management of any type of Provider.
  1. Providers also includes: Dentists and any Dental Practitioner with a provider number, Locums, Cert IV Radiography Elective Assistants, Dental Hygienists, Therapists & Oral Health Therapists for CDBS claims.
  2. Managing Provider Records includes: Letterhead & Logo Setup, Professions lists, linking to Appointment book, Commissions/ Expenses / Tariffs, KPI & Performance goal setup

Setup New Providers

Providers must also have an Appointment Book setup and If working under their own ABN, create a new ABN and add their Bank Account. 

Add a New Provider

  1. Click the navigation menu > Management > Providers page
  2. Operations toolbar > New record or click on the Add icon 

  3. Read these important instructions and click OK to proceed
  4. Fill in the details of the Provider. The following details are required for accurate record-keeping, reporting, security and claiming
    1. Title
    2. Surname
    3. First Name
    4. Mobile
    5. E-mail
    6. Provider Number 
    7. GST Number 
    8. Merchant ID (ePayments and claims)
    9. NDP Merchant ID (for National Dental Plan only) 
    10. Prescriber No (for electronic prescriptions only)
    11. Fee Level (only if working with Provider-based Fees)
    12. Appointment Book 
    13. Commission (only if to be calculated on reports)
    14. Position: Dentist
    15. Code: For easy reference in drop lists throughout the system, change the Code to the providers initials.

Add a new Locum

A Locum is a person who temporarily fulfills the duties of another member of the same profession. When a Locum is set up in D4Web there are many factors that must be taken into account. 

Considerations

  1. Will the provider be paid by commission?
  2. Is the Locum responsible for their own expenses?
  3. How are payments to be reflected in Banking?
  4. Is the Locum responsible for paying their own GST?
  5. What security access will the Locum have?

Setup

  1. Follow the instructions as per Add a new Provider - Steps 1-2-3 above
  2. Ensure that the fields are setup where applicable, including the following: 
    1. Commission Rate
    2. Cost for Expenses (Instructions are found below in the Managing Providers section)
    3. Provider ID
    4. GST No (ABN)
    5. HICAPS Merchant ID
    6. NDP Merchant ID (Only available where National Dental Plan is activated
Notes
  1. The Commission rate and Cost for Expenses will depend on the agreement between the Locum and the Practice.
  2. Other factors to consider include the creation of a username and password in Security, adding a new GST No. (ABN) and Letterhead & Logo. 
  3. An Appointment Book may be set up, or the main Provider's Appointment Book may be used.
  4. When the Locum is no longer working at the Practice"
    1. remove the tick from the Is Active checkbox.
    2. If an Appointment Book was created, it should also be made Inactive.

Banking

Bank Redirections must be setup to show where payments are to be banked when treatment is performed by the Locum.
The practice will have the option to show payments for treatment performed by the Locum as being banked to the practice bank account, or may wish to separate the payments by adding a New Bank Account 
to represent the locum.

Reporting

The following reports are recommended:
  1. Accounting: Invoices and Receipts Over a Period Report (tick Commissions)
  2. Commission Details on Invoices Raised or Commission Details on Receipts (depending on agreement)
  3. GST Report

Add a new Dental Assistant (Cert IV Radiography Elective)

A Dental Assistant with successful completion of the Certificate IV in Dental Assisting (Radiography Elective) is now able to take intra-oral and extra-oral radiographs under instruction of a dentist.
The Dental Assistant must also register with the appropriate government bodies in their state or territory for the use of ionising radiation apparatus.
Dental Assistants generally do not receive payment for x-rays performed. This payment will go either to the practice owner, or the provider in which the Dental Assistant is working under.

Add Position

A new position needs to be created before setting up a new Dental Assistant.
  1. Click the navigation menu > Management > Providers page
  2. Operations toolbar > Professions List
    1. Click ADD
    2. Enter DA-Cert IV
    3. Select User group
    4. Tick Show in Accounts box
    5. Click OK
Notes
You can read more about managing the Professions list in the Managing Provider Records section below

Setup

Dental Assistants do not have a Provider Number, which means patients are unable to claim with their health fund.
The Dental Assistant is added as a Provider, and the dentist's Provider Number they are working under is entered. This allows health fund claiming for the patient.
If a Dental Assistant is working alongside multiple dentists, multiple records would need to be created.
  1. Follow the instructions as per Add a new Provider - Steps 1-2-3 above
  2. Enter the details of this new Dental Assistant ensuring the Provider number (of the dentist) and Position are entered

Adding the item into Treatment

When the Dental Assistant takes the x-ray, the Provider code corresponding to the dentist whom has instructed this should be used.
  1. Click navigation menu > Patients > Treatment page
  2. Change the provider code in the Prv column to the Dental Assistant
  3. If the Dental Assistant is working alongside multiple dentists, select the Dental Assistant record that corresponds to the dentist who has instructed the DA.
    This will ensure the correct provider ID is used when claiming private health insurance via the Payment Solution link (eg Hicaps).


Reporting

An overview of the money associated with the x-rays taken by the Dental Assistant can be reviewed in the Accounting: Invoices and Receipts Over a Period Report.

Add New Hygienist

  1. Follow the instructions as per Add a new Provider  - Steps 1-2-3 above
  2. For accurate record-keeping, reporting and claiming, ensure that the fields are setup where applicable, including the following required fields: 
    1. Title
    2. Surname
    3. First Name
    4. Provider Number (of the Dentist working alongside)
    5. GST Number
    6. Merchant ID (ePayments and claims)
    7. Prescriber No (for electronic prescriptions only) 
    8. Fee Level (only if working with Provider-based Fees)
    9. Appointment Book
    10. Commission (only if to be calculated on reports)
    11. Position: Hygienist

Notes
  1. After adding a Hygienist, setup the Bank Redirections (See link at the end of this Section)
  2. Repeat the steps if the Hygienist will work alongside another Dentist
  3. Add that Dentists' Provider ID to the new file.
    1. In the example image above, I have also changed the Code to represent who the Hygienist is working with, e.g. HCY - Hygienist with Dr Cameron Yates

Medicare Provider numbers for Dental Hygienists, Therapists & Oral Health Therapists for CDBS claims

Medicare provider numbers for dental hygienists, dental therapists, and oral health therapists who are
independently claiming under the Child Dental Benefits Schedule. 
(Note: This does NOT include regular ADA / Hicaps claims)
From 1 July 2022, dental hygienists, dental therapists, and oral health therapists can access Medicare provider numbers to directly claim for services under the Child Dental Benefits Schedule (CDBS).

Setup in D4Web

Once eligible, setup D4Web to allow dental hygienists, dental therapists, and oral health therapists the ability to process CDBS claims.
  1. Follow the instructions as per Add a new Provider  - Steps 1-2-3 above
  2. Enter the provider number issued into the Provider ID 1 field

Managing Providers Records

Inactivate/ Hide Provider

When a Provider no longer works at the Practice, mark he/she as inactive to remove from drop lists.
The provider becomes Inactive/ Hidden.
  1. Provider: Select the relevant Provider
  2. Remove the tick from Is Active

  3. Read the inactivation instructions:
    1. Remove security access
    2. Inactivate Appointment Book
    3. Redirect Standby List Patients to another Provider
    4. Remove Provider from Books Groups/Teams (if applicable)
    5. Move Patients with this Provider as their Main Provider to another
  4. Click YES to continue with the inactivation
  5. The providers Appointment Book must also be marked as inactive. Click here for instructions 
NotesTo view inactive providers: Operations menu > Tick Show inactive providers as well 

Reactivate a Provider

To reactivate a Provider:
  1. Operations menu > Tick Show inactive providers as well

  2. Scroll to search for the Provider using the drop list (all inactive providers are at the bottom of the list) and select the provider
  3. Tick Is Active box

Reactivate Security Access

  1. Click the navigation menu > Location Setup > Security page
  2. Record menu > Show inactive users as well
  3. Double click on the Provider name
  4. Access to system: Click radio button Allowed in the "User Attributes" window
  5. Click OK

The Provider Letterhead that will appear on all Invoices, Receipts and Treatment Plans is selected by the Provider who completed the treatment for items included in invoice.
Select Type of Letterhead for Invoice/Receipt Printout to use via General Setting.
  1. Select the Provider required
    1. Enter/update the required information
    2. Click LETTERHEAD & LOGO SETUP

  2. Click  FIND LOGO:
    1. Click Browse to find logo 
    2. Click UPLOAD

  3. REMOVE: 
    1. Click REMOVE to remove the logo
  4. DESIGN A4 / DESIGN A5: You can resize and change image and text fields position using drag/drop technique
    1. Click on text field or image to select it
    2. Resize using mouse or move using mouse or cursor keys
    3. Choose text field font by clicking button [ A ], pressing [ B ] button makes text bold, [ I ] - italic and [ U ] - underlined
    4. Change text alignment in field using assigned buttons
    5. Dash lined rectangle restrict visible area for printing letterheads in documents
    6. Click SAVE

  5. Back in the 'Provider Letterhead & logo Setup' window:
    1. Enter letterhead details to be used for this provider
    2. Click OK when complete

Manage the Provider Professions List

For reporting and security purposes, Provider Professions can be setup and assigned.

Add New Profession

  1. Click the navigation menu > Management > Providers page
  2. Operations toolbar > Professions List
  3. Click Add
    1. Position: Enter the name of the Profession
    2. User Group: Select the security group this Profession should automatically assign a Provider to
    3. Show in Accounts: Tick if this when Providers assigned to this Profession carry out treatment, their Provider details should appear on the Invoice/Claim/Receipt or the Main Provider of the Patient
  1. Select the relevant Provider
  2. Position: Select the relevant Profession

For reporting and appointment confirmation/message reminder purposes, ensure Providers are linked to Appointment Books.
InfoIf you have not setup Appointment Book and require instructions, click here
  1. Provider: Select the relevant Provider from drop list
  2. Appointment Book:  Select the relevant Provider from the drop list

Setup Provider to only see their own Appointment Book

Once you have linked a provider to an appointment book, you can setup the provider so they can see only their own book.
Notes
Staff will have access to see all Appointment Books

Activate Feature

Turn on the feature in General Setting (you may require Centaur assistance)

Setup Book View

Providers can only see their own books or give access to other providers to see his/her books as well.  
  1. The Provider logs in to D4Web
  2. Click the navigation menu >  Appointments
    1. Open the hamburger menu > Select Setup all book...
    2. Highlight his/her provider book > Select MODIFY..
    3. Tick For all providers (Note: All providers will be able to see this Appointment Book)
    4. Click OK
    5. Click EXIT

Security

Alert
This Security page can only be accessed by users with permission.
The ensure only providers permitted to setup up a book or give themselves access to see other Provider's books.  
  1. Click the navigation menu > Location Setup > Security page
  2. Record menu > Select Security Status
  3. Setup (tick) security for:
    1. Setup all books

    2. Providers tab

  4. Remove access
    1. Highlight the group set up for the provider
    2. Select Standard Book
    3. Untick Actions to Setup All books
    4. Untick Providers

Cost to Provider indicates how much of an expense (e.g. lab fee) the provider is responsible for when working under commission.
Notes
Example:
  1. Lab Expenses: 100% cost to provider. The expense amount is $45.
  2. Provider will be liable for $45 x 100% = $45.
  3. This in turn will result in reducing the provider’s commission by $45.

Add Cost to Provider (%) to a Provider

  1. Select the relevant provider 
  2. Click COST FOR EXPENSES
    1. Select the expense(s)

      Info
      Click here for instructions on setting up expenses
  3. To set the same % amount to all selected rows:
    1. Click SET (%) TO SELECTED ROWS
    2. In the 'Set % to selected rows' window:
    3. Enter the percentage
    4. Click OK

  4. Back in the 'Cost for Expenses' window:
    1. Click CLOSE

Set Key Performance Indicators

Setup the Indicators. 
  1. Operations toolbar > Set Key Performance Indicators.
  2. In the 'Key performance indicators' window:
    1. Select the provider to view
    2. Click on MONTH - / WEEK - / DAY - buttons to move dates back
    3. Click on DAY + / WEEK + / MONTH + buttons to move dates forward
    4. Type in the productive hours for each day (Hours per day that are billable to the clients e.g. patient treatment appointments)
    5. Type in the Administration hours for each day (Hours set aside to complete tasks that are not billable to a patient - e.g. meetings)
    6. Click EXIT

Click here for instruction on Running the standard Key Performance Indicator Report.(link coming soon) 

Set Monthly Production Goals

Enter the goals set for each provider per month. 
  1. Operations toolbar > Set Monthly Production Goals
    1. Now Viewing Provider: Select the Provider
    2. Product Goal: Enter the goal for each month
    3. Time Norm Per Day:  Enter the usual clinical hours
    4. Year -: Click to view previous periods
    5. Year +:  Click to plan upcoming periods
    6. Click EXIT

Even though the Production Statistics report will still generate without goals entered, it is recommended to set the goals for a more beneficial report.
Click here for instructions

Tarriffs

When paying a provider commission, there are two (2) different methods available in D4Web that affect the way the commission is calculated.
The provider may be paid based on:
  1. Commission raised from invoices or receipts
    1. Commission raised on invoices
    2. Commission raised on receipts
  2. Commission based on treatment items performed (Tariffs)
    1. Tariff commission is calculated based on the items performed by a provider
This Article discusses how to allocate the Tariffs $ or % value to treatment items

Setup Tariffs

  1. Click the navigation menu > Management > Tariffs page 
    The Tariff module must be activated. If its not, please contact Centaur Support for assistance
  2. Location: Select the Location
  3. Highlight Provider name from the list
  4. Click on ADD TARIFFS
  5. Click New Period Start Date of the tariff commission. (The date that this tariff commences)
  6. The commission value is entered for each and every item for the selected provider
    1. This can be added as a monetary value ($ column) or a percentage of the invoice or receipt for each individual item (% column) Repeat for each Provider


    • Related Articles

    • Manage Patients Records in D4Web

      This article covers general instructions for: find options, editing, photos, guardians, categories within the Patient page. Where to find the Patients page The Patient page can be found from the navigation menu > Patients Search for a patient Search ...

    • Setup & Manage Staff Records in Dental4Windows

      Setup & Manage Staff Records including add new staff members, provider assistants, create role positions, mark staff member as inactive. Set up Staff Records Add a New Staff Member Any member of staff that is not a Provider must be added in the ...

    • Setup & Manage Staff Records in Dental4Web

      Any member of staff/employee requiring access to Dental4Web that is not a Provider must be added in the system as a Staff Member. Where do I find Staff Records? Click the navigation menu > Management > Staff page Setup Staff Records Add a New Staff ...

    • Setup & Manage Providers Records in Dental4Windows

      Listed below are instructions handing provider numbers for hygienists, Therapists and Oral Health Therapists for CDBS claims, add a new provider, add a new hygienist, add a new locum, Add a New Dental Assistant (Cert IV Radiography Elective), set ...

    • Setup & Manage Provider Bank Assignments in D4Web

      Bank Assignments must be set once a new Payment Method and/or Provider is added. The assignment / redirection enables the system to direct the payments made to the correct bank accounts/ providers/ locations Setup Bank Assignments Bank Redirection is ...