Setup & Manage System Table Setup Areas in D4W

Setup & Manage System Table Setup Areas in D4W

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Listed below is how to Setup Public holidays, Adjust time per location, add a new payment method or remove a payment method from drop list, add personal titles, add new patient categories, setup expense categories, edit GST and/or cost to provider on expense categories, add sterilisation pack contents templates, add common security reasons, setup discount categories, setup common reasons for deleting secure records, set promotion type preferences, create custom fields for patient details, automatically send notification when an automation batch is processed and setup region and school lists to claim New Zealand dental benefits scheme.  

Setup Public Holiday

The system knows when it is the Weekend, however as Public Holidays differ between States, Territories and Countries, it is up to the user to add relevant Public Holidays.
Once the feature is activated, the setup can be done either from the System Tables or Fees tab with a few different functionalities on the setup from each tab. 

Setup from System Tables tab

  1. Go to Location Setup > System Tables tab
  2. System Tables: Public Holidays 

  3. Click Add to add a holiday

    1. Holiday: Type the new holiday 
    2. Date: Select the holiday date
    3. Tick Surcharge if applicable 
    4. State(s): Select the state/s 
    5. Inactive: Tick to make a public holiday inactive 
    6. Click OK
  4. Click Edit to edit an existing public holiday
  5. Click Set Server Workdays and select the weekdays for the server computer 

    1. Click OK
  6. Show inactive: Tick to show an inactive public holiday 

Setup from 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. Inactive: Tick to make a public holiday inactive 
      6. 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


Time Zone Adjustment Per Location

When running a Multiple location database where the locations are in different time zones to the server, this can affect Automation and Scheduled Reports.

Enable the Feature

Advanced Programming Settings need to be enabled.

  1. Go to Location Setup > General tab
  2. Group: System Settings
  3. Time Zone Adjustments
  4. Off: Time zones not used (default setting)
  5. On: A time zone can be allocated to each Location

Set the Time Zone of a Location

  1. Go to Location Setup > Location tab
  2. Select the Location
  3. Select the required Time Zone from the drop list

Set Active Time Zones

  1. Go to Location Setup > System Tables tab
  2. System Tables: Time Zones
  3. Tick Is Active to include the Time Zone in the drop list

Add a New Payment Method

This article explains how to add Payment Methods in D4W. It is recommended that only accepted payment methods are shown when processing a payment.

When adding a new payment method, it is recommended to mimic the setup of a similar payment method in the list. 

InfoProviders that accept this new method need to be added in Bank Redirection.

  1. Go to Location Setup > System Tables tab
  2. System Tables: Methods of Payment 
  3. Click Add and enter information in the new row
    1. Method of Payment: Enter the name of the new payment method
    2. Notes: Enter a description of the new payment method
    3. Group Type: Select the type of payment method this is
    4. Type of Bank Slip: Select the type of bank slip the method will be associated with
    5. Show in Report: Select if the payment method should show in reports
    6. Show in Drop List: Select if the payment method should show in list when processing a payment
    7. Sort Order: Select the order the payment method will appear in the drop list when processing a payment
    8. Payee Type: Select if a Standard or Insurance payment
    9. Can be replaced with another paym. method: Select Yes
    10. Can replace another payment method: Select Yes
    11. Allow Modify of Details in Receipts: Select Yes it isn't necessary
    12. Description for Reporting: Enter the name of the payment method to appear on reports
    13. Surcharge Item: Select the relevant item to charge a surcharge for this time
    14. Surcharge %: Enter the surcharge percentage

Remove Payment Method from Payment Drop List

This article explains how to remove a payment method from the drop list when processing a receipt. This is usually performed when the practice no longer accepts the payment method to save human error. 
  1. Go to Location Setup > System Tables tab
  2. System Tables: Methods of Payment 
  3. Against the relevant payment method, select No in the Show in Drop List column

Add Personal Titles

The title for Patients, Providers and Staff Members can be predefined. Based on this title, the gender of the Patient, Provider or Staff Member can be selected automatically.
  1. Go to Location Setup > System Tables tab
  2. System Table: Personal Titles
    1. Click Add
    2. Enter the title name
    3. Select the sex (if applicable)
    4. Tick Prompt for Gender if 'Title' has empty 'Sex by default' for prompt to show when selecting a title that has no sex selected by default

Add New Patient Category

Patient Categories allow you to categorise patients into groups like: Regular, Casual, Overseas Visitor and Deceased.  
  1. Go to Location Setup > System Tables Setup tab
  2. System Tables: Patient Categories
  3. Click Add
    1. Category: Enter the name of the category
    2. Code: Enter the code of the category
    3. Description: Enter a description of the category
    4. Edit Patient Details: Disallowed ticked locks the patients' file
    5. Patient Status: Active ticked considers the patient active
    6. Default: Tick the default category for new patients
    7. Calculate Discounts in Commission: Used when calculating Provider commissions. If commissions are not used, select 100% of Discounts
    8. Excluded From: Select the reports, queries and recalls to exclude the category from
         

Setup Expense Categories

D4W/PSS has the ability to categorise expenses so that reporting is more accurate for financial analysis. There is also a report that will show the total expenses entered into patient’s treatment over a specified period of time.
  1. Go to Location Setup > System Tables tab
  2. System Tables: Expenses Categories
    1. From Laboratory Module: Only add details if using the Laboratory module 
    2. Click Add to add more categories   
                                                                       
      1. Name: Enter the name of expense
      2. GST: Enter the percentage of GST to be charged on this expense (if applicable)
      3. Active: Tick to enable others to use it
      4. Default: Tick if this expense is the most commonly used
      5. Cost to Provider: Enter the percentage Providers must cover for this type of expense

Edit GST and/or Cost to Provider on Expense Categories

The GST and/or Cost to Provider on expense categories can be changed, however it is recommend to add a new period so past data is not altered. 

  1. Go to Location Setup > System Tables tab
  2. System Tables: Expenses Categories
  3. Against the relevant expense category, click Period
    1. Click Add New icon
      1. Enter the date to start the new GST and/or Cost to Provider
      2. Click OK
    2. Enter the new GST and/or Cost to Provider
    3. Click OK   

Add Sterilisation Pack Contents Templates

The contents of sterilised packs are entered into D4W in the System Tables. This allows the user to identify the instruments that have been are scanned into an autoclave cycle.
  1. Go to Location Setup > System Tables tab
  2. System Table: Sterilisation Pack Contents List
  3. Click Add           
    1. Type new Sterilisation Pack Contents     

Add Common Security Reasons

A reason can be required when deleting/modifying records. Additional Reasons can be added.
  1. Go to Location Setup > System Tables tab
  2. System Table: Security - common 'Reasons' list
  3. Click Add
    1. Enter the Reason name
    2. Active: The Reason will be displayed (ticked by default)

Setup Discount Categories

D4W/PSS has the ability to categorise discounts so that reporting is more accurate for financial analysis. There is also a report that will show the total discounts entered into invoices over a specified period of time.
  1. Go to Location Setup > System Tables tab
  2. System Tables: Discount Categories
  3. Discount: This is the default discount category 
  4. Click Add to add more categories   
       
    1. Name: Enter the name of discount
    2. Active: Tick to enable others to use it
    3. Default: Tick if this expense is the most commonly used
    4. Show On Invoices: Tick if the discount is to be shown in Invoices

Setup Common Reasons for Deleting Secure Records

InfoWith Security: Make the "Reason" for Delete/modify mandatory feature activated, setup the reasons. 

Set Common Reasons List

  1. Go to Location Setup > System Tables tab
  2. System tables group: Security – common ‘Reason’ list
  3. Click Add
    1. Enter the Reason       

Make a Common Reason Inactive 

  1. Go to Location Setup > System Tables tab
  2. System Tables: Security – common ‘Reasons’ list
  3. Remove the tick from Active

Set Promotion Type Preferences

Once activated, set the preferences for the promotions feature. 
  1. Go to Location Setup > System Tables tab
  2. System Tables: Promotions Types
    1. Active: Both types will be active by default. If not needed, remove the tick to make inactive
    2. Default: Tick the type which will automatically be selected when adding a new promotion
    3. Show on Invoices: Tick to show promotion details on the invoice   

Create Custom Fields for Patient Details

Custom Fields allows for additional fields to be added to the Patients tab for manual entry, and if using eForms, the fields can be added to forms for patients to fill in and automatically update in their file. 
  1. Go to Location Setup > System Tables tab
  2. System Table: Custom Patient Fields
  3. Click Add
    1. Field Name: Enter the Field Name / Question
    2. Field Type: Select the appropriate field type
      1. String (60): Text of up to 60 characters can be entered
      2. Integer: Allows patient to enter a number with a limit of 10 characters
      3. Drop Down List Box: For practices to set answers that are able to be chosen for each option you would need to ‘Add’ each value and you can set which option you want to make default by putting a tick in the value option and then a tick in the default box
      4. Check Box: Inserts a checkbox for patients to check (e.g. They agree to being contacted via Email for promotional purposes)
      5. Notes (250): Text of up to 250 characters can be entered
      6. Notes (750): Text of up to 750 characters can be entered
      7. Date: Allows a field to be added
    3. Click OK
  4. Go to Patient Records > Patients tab
  5. Click Show Custom Fields


Automatically Send Notifications when an Automation Batch is Processed

InfoWhen an Automation batch is processed, an automated notification can be sent to the relevant Provider or Staff Member using either eChat (see Activate eChat section) or e-mail.
  1. Go to Location Setup > System Tables tab
  2. System Tables: Notifications
  3. Click the edit icon against Automation Events 

    1. Tick Activate Notification for Automation Events                                                                   
      1. Select All statuses to receive notifications for all batches, or
      2. Select Incomplete, Error or Warning statuses for incomplete batches only   
  4. Notifications can be sent via eChat and/or e-mail; select which by placing a tick against Use eChat and/or Use E-mail
    1. If Use eChat is selected click Add icon 
      1. Select the Users/Groups to send the notification to
      2. Click OK 

    2. If Use E-mail is selected, enter the e-mail(s) to receive the notification  

    3. Click OK
Notification Examples

eChat Notification

InfoWhen the automation batch runs, a notification will appear in the selected recipients' eChat inbox. The notification will make a sound if the sound is activated (see eChat Settings and Preferances section (link coming soon)) on the recipients eChat.   
   
   

E-mail Notification

When the automation batch runs, a notification will appear in the selected recipients' e-mail inbox.   

NZ Dental Benefits Scheme Region list

Region List
  1. Go to Location Setup > System Tables tab
  2. System Tables: Region List
  3. Remove the tick in Is Active against Regions not applicable to the practice (optional)
  4. Click Add to add more Regions

NZ Dental Benefits Scheme School List

School List
  1. Go to Location Setup > System Tables tab
  2. System Tables: School List
    1. Delete any Schools not required (optional)
    2. Click Add to add more Schools   

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