Setup & Use VIC Dental Health Services vouchers in D4Web

Setup & Use VIC Dental Health Services vouchers in D4Web

Quote
In Victoria, Australia, when the local community dental clinic can't provide patients with services, the patients will be given a voucher to seek treatment from a private dentist.
Patients are required to pay the same fee that they would pay at the community dental clinic. The type of dental services that can be provided includes general care, emergency and dentures.
This article describes how to setup and use Victorian General Dental Scheme (VGDS) vouchers with D4Web. Follow same procedures to setup for Victorian Emergency Dental Scheme (VEDS) and Victorian Denture Scheme (VDS).

Information from the Dental Health Services VIC website

Patient Vouchers

Info For information on General care, Emergency & Denture voucher 

Eligible Patients

InfoClick here for detailed information regarding eligible patients 

Fees Charged

InfoClick here for fees for each type of dental service.

Setup D4Web

Third Party

  1. Click the navigation menu > Patients > Patients page
  2. View toolbar > Third Parties list
  3. Click ADD NEW
  4. Enter Name and contact details
  5. Click OK

Setup Payment Type

  1. Click the navigation menu > Location Setup > System Tables page
  2. System Tables: Methods of Payment list
  3. Click ADD
  4. Enter details

Setup Bank Assignments for Providers

Next, to ensure payments go to the correct Bank Account, setup the provider redirection in Bank Assignments 
InfoClick here for instructions if needed

Create/Update Fee Level

In some database, fee levels for VGDS and VEDS have been created already. However, users need to enter fee for each item manually.
If VGDS and VEDS fee levels are not present in the database, create fee levels then manually enter fee for each item.
Notes
See the Information section above for link to the Fees

Setup Invoice Responsible Party

  1. Click the navigation menu > Patients > Patients page > Address sub-tab
  2. Send Invoices to:
  3. Select Third Party
  4. Select Victorian General Dental Scheme from Now viewing droplist
  5. Click OK

Setup Fee Level for Patient

  1. Click the navigation menu > Patients > Patients page > Insurance/Various sub-tab
  2. Select Victorian General Scheme in Location Fee Level droplist

Working in Patient Files

Upfront Payments 

Providers may request an upfront  payment of $29 from the patient for the visit.
  1. Click the navigation menu > Patients > Receipts page
  2. Receipts toolbar > New Receipt
  3. Enter Amount and Payment Type
  4. Click CREATE or PRINT

Notes
Now the $29 sits in the patient's account as a deposit to pay off this visit

 Create Invoice

  1. Click the navigation menu > Patients > Treatment page
  2. Enter treatment items or transfer items from the Treatment Plan
  3. Itemised Invoices toolbar > New Invoice Only
  4. Make sure the Main Responsible Party is Third Party > Victorian General Dental Scheme
  5. Click RECEIVE PAYMENT
  6. Tick Autoallocate deposits
  7. Click CREATE

Notes
The balance of the invoice is what VGDS owes the provider.
  1. Click the navigation menu > Patients > Treatment page
  2. Itemised Invoices toolbar > Re-print Invoice
  3. Select the outstanding invoice
  4. Tick Show Invoice details
  5. Highlight the patient's payment
  6. Click OK

 


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