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 Tariff commission for providers, create or edit provider letterhead & logo, manage provider professions list, setup cost (expenses) to providers, make a provider inactive/reactivate provider, link Appointment Book to a provider and setup provider to only see their own Appointment Book.

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

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).

For more information please see:
https://www.health.gov.au/sites/default/files/documents/2022/06/medicare-provider-numbers-for-dental-hygienists-dental-therapists-and-oral-health-therapists.pdf

Once eligible, setup Dental4Windows to allow dental hygienists, dental therapists, and oral health therapists the ability to process CDBS claims. Follow the steps for Add a New Provider in section below ensuring the provider number issued is entered into the Provider ID 1 field.

1. Go to Location Management > Providers tab
2. Operations menu > New Record
3. Read instructions and click OK to proceed
4. Fill in the details of the Provider. The following details are required for accurate record-keeping, reporting and claiming
1. Title
2. Surname
3. First Name
4. Provider Number 
5. GST Number
6. Merchant ID (ePayments and claims)
7. Certegy ID (for National Dental Plan only)
8. Prescriber No (for electronic prescriptions only)
9. Fee Level (only if working with Provider-based Fees)
10. Appointment Book
11. SMS code 
12. Commission (only if to be calculated on reports)
13. Position 
    

After adding a Provider, 

Setup the Bank Redirections

For SMS Activation call Centaur Support

For easy reference in drop lists throughout the system, change the Code to the providers initials.

If you have Appointment Automation setup, the new provider needs to be added.

Hygienists do not have provider numbers and invoices must be attached to a Provider. If the Hygienist is working with several Providers they must be added as a separate Hygienists for reporting purposes. 

First Add New Appointment Book and if operating under their own ABN, setup the ABN and bank account first. 

1. Go to Location Management > Providers tab
2. Operations menu > New Record
3. Read instructions and click OK to proceed
4. Fill in the details of the hygienist, the following details are required for accurate record-keeping, reporting and claiming
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. Certegy ID (for National Dental Plan only)
8. Prescriber No (for electronic prescriptions only)
9. Fee Level (only if working with Provider-based Fees)
10. Appointment Book
11. Commission (only if to be calculated on reports)
12. Position: Hygienist
    

Repeat the steps if the Hygienist will work alongside another Dentist and add that Dentists' Provider ID to the new file. In this case, change the Code to represent who the Hygienist is working with, e.g. HPM - Hygienist with Dr Phil McCavity

A Locum is a person who temporarily fulfills the duties of another member of the same profession. When a Locum is set up in Dental4Windows, there are many factors that must be taken into account. 

Questions to consider:

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?

Add the new Provider

1. Go to Location Management > Providers tab
2. Operations menu > New Record
3. Read instructions and click OK to proceed
4. Enter the details of the new Provider
5. Add the following information (where applicable)
1. Commission Rate
2. Cost for Expenses
3. Provider ID
4. GST No (ABN)
5. HICAPS Merchant ID
6. Certegy Merchant ID (for National Dental Plan only)
   
   

The Commission rate and Cost for Expenses will depend on the agreement between the Locum and the Practice.

An Appointment Book (Add New Appointment Book) may be set up, or the main Provider's Appointment Book may be used.

Other factors to consider include the creation of a username and password in Security, adding a new GST No. (ABN) and Letterhead & Logo. 

When the Locum is no longer working at the Practice, remove the tick from the Is Active
checkbox. If an Appointment Book was created, it should also be made Inactive, Inactivate (remove)/Reactivate an Appointment Book.

Banking

Bank Redirections must be added 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 (link coming soon) to represent the locum.

Reports

The following reports are recommended:

1. Accounting: Invoices and Receipts Over a Period Report (tick Commissions)
2. Commission Details on Invoices Raised/Commission Details on Receipts (depending on agreement)
3. GST Report
   

Add the new Dental Assistant

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. Go to Location Management > Providers tab
2. Operations menu > New Record
3. Read instructions and click OK to proceed
4. 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. Go to Patient Details > Treatment tab
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 (e.g. 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.

1. Go to Location Management > Reports tab
2. Accounting: Invoices and Receipts over a Period
   
   
3. If the dentist instructing the DA is entitled to commission on the x-ray (and the commission % entered previously in the Providers tab for the DA), this can also be viewed by selecting Commissions in the Report’s Parameters
   

Tariffs: Set Tariff Commission for Providers

When paying a provider commission, there are two different methods available in Dental4Windows / PSS that affect the way the commission is calculated.

The provider may be paid based on:

1. The commission raised from invoices or receipts; or
2. Commission based on treatment items performed (Tariffs*)

*This topic discusses the commission based on treatment items (Tariffs)

Alternatively, see Providers Topics for instruction on Commission raised on invoices / Commission raised on receipts / Setup Cost (Expenses) to Providers (see below section)

Tariff commission is calculated based on the items performed by a provider

1. Go to Location Management > Tariffs tab
   
2. Location: Select the Location
   
3. Highlight Provider name from the list
   
4. Click on Add New Icon to add the New Period Start Date of the tariff commission. (The date that this tariff commences)
   
   
5. 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
   
   

There are Prerequisites required for use of: ‘Tariff’ method. Please contact Centaur Support to install Tariffs module

Create / Edit Provider Letterhead & Logo

The Provider Letterhead will appear on all Invoices, Receipts and Treatment Plans when Provider Letterhead is selected in the Type of Letterhead for Invoice/Receipt Printout​ General Setting.

1. Go to Location Management > Providers tab
2. Select the Provider
3. Enter/update the required information
4. Click Letterhead & Logo Setup
   
   
5. Enter the details as required
6. To add a logo, click Find Logo 
1. The logo needs to be saved in each computer in the same folder, or a shared location (eg the server)
2. The image can be .BMP, .GIF or .JPG formats
   
   
7. Click Design A4 or Design A5 to design the letterhead
   
   
   
   
8. Select the field and click  to change the font face, size, style and justification
   
   
9. The fields and logo can be dragged around and placed in a different area of the page
10. Click Save when completed.
11. This needs to be repeated for every Provider
    

Manage the Provider Professions List

All Providers can be setup under different job role Positions. e.g.: Dentist, Hygienist, etc. This is for reporting and security purposes.

1. Go to Location Management > Providers tab
2. Operations menu > Professions List
3. Click Add to add a new profession to the list
4. Place a tick in Show in Accounts if the Provider is to appear in invoices
5. Click OK
   

Allocate the position to a Provider

1. Go to Location Management > Providers
2. Select the Provider
3. Select the Profession from the Position drop list
   

Setup Cost (Expenses) to Providers

Cost to Provider indicates how much of an expense (e.g. lab fee) the provider is responsible for when working under commission.

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. Go to Location Management > Providers tab
2. Select the relevant provider
3. Click Cost for Expenses
1. Select the expense(s)
2. Click Set ($) to select rows...
1. Enter the percentage
2. Click OK
   
3. Click Close
   
   

Make a Provider Inactive/Reactivate Provider

When a Provider no longer works at the Practice, mark he/she as inactive to remove from drop lists.

1. Go to Location Management > Providers tab
2. Select the relevant Provider
3. Remove the tick from Is Active
   
   
1. Read the inactivation instructions
1. Remove security access
2. Inactivate Appointment Book
3. Redirect Standby List Patients to another Provider
4. Remove Provider from Team Books (if applicable)
5. Move Patients with this Provider as their Main Provider to another
2. Click Yes to continue with the inactivation
   

The providers Appointment Book must also be marked as inactive. See Inactivate (remove) / Reactivate an Appointment Book section for instructions

Reactivate Provider

A Provider that has been marked as inactive can be made active again.

1. Go to Location Managment > Providers tab
2. In the Operations menu, tick Show inactive providers as well 
   
   
3. In Provider, select inactive provider   
   
   
4. Tick Is active 
   

Reactivate Security Access

1. Go to Location Setup > Security tab
2. In the Record menu > select Show Users or Groups with Denied Access
   
   
3. Double click reactivated staff member 
   
   
4. Select Allowed 
    
5. Select OK
   

Link Appointment Book to a Provider

For reporting and appointment confirmation/message reminder purposes, ensure Providers are linked to Appointment Books.  

1. Go to Location Management > Providers tab
2. Provider: Select the relevant Provider from drop list
3. Appointment Book: Select the relevant Provider from the drop list
   

Setup Provider to only see their own Appointment Book

Setup so a provider can see only their own Appointment book. Staff will have access to see all Appointment Books. 

Appointment Book and Provider Setup

Each provider must have their own book and be linked to the provider

1. Add New Appointment Book for each provider 
2. Setup a Provider (see above section) > Link Provider to their Appointment Book

Activate Feature 

Turn on the feature in General Setting and having the system security level as personal access 

1. Go to Location Setup > General tab 
2. Group: Appointment Book
3. Show only authenticated provider in the drop-down lists of the Appointment Book module = Yes 
   
   
4. Group: System Settings 
   
5. System security level = Personal access 
   

Setup Book View 

1. Provider login to D4W
2. Go to Appointment Book > Options menu 
3. Select Setup all book...
4. Highlight his/her provider book > Select Modify...
5. Tick For all provider
   

Security

Setup Security to stop providers from setting up a book or giving themselves access to see other Provider's books.  

1. Go to Location Setup > Security tab
2. Record menu > Select Security Status
3. Setup security for:
1. Setup all books
   
   
2. Providers tab
   
   
4. Highlight the group set up for the provider > Untick Actions to remove providers from having access