#14 – Enters Treatment Plans into Computer | Dental Practice Coaching

Cart

#14 – Enters Treatment Plans into Computer

When your dentist completes an outline of a complex series of treatments, s/he will bring it to you to enter into the computer and type up for the patient. You are responsible for making sure there is an appointment for a treatment coordinator to discuss this treatment plan with the patient after you have followed the following steps.  Treatment plans should be entered on all patients, not just those with insurance.

Dentist will write formal treatment plan

If you receive a handwritten treatment plan,  you need to type in Word.  Save it in a  file like:  F:SecAdminTreatment PlansYearDoctor namePatient name.

If a dentist has typed the plan, just check to make sure it is saved in the correct location and properly edited.  If not, then please save the document in the correct location using above directions.

We must have all treatment plans saved in the correct place so they will be backed up and easily found.

Type the Word treatment plan.

  1. Understand the patient’s situation and the treatment we recommend.  Make sure you also treatment plan the post treatment conference.  Type the Treatment Plan.
  2. See examples in the master level for formatting.
  3. Type or edit grammar and spelling. Insert the photos that Dr. designates. The steps to do so are:
  • Open the patient’s tooth chart to access the Dexis Image Gallery
  • Select the tooth icon to open the Gallery (it takes a long moment)
  • Select the camera icon and the screen will change from x-ray images to actual pictures of the patients
  • Select the export image icon – a square with an arrow pointing right
  • Select “Desktop” and “JPEG(.JPG)”, then checkmark the photos you wish to export.  If you put your mouse pointer over them, the preview of the picture will show up on the right
  • Choose export images at the bottom and you are done with Dexis!
  • Make certain the formal treatment plan you are working on is open.
  • The easiest way to import and crop the photos is to utilize PowerPoint.  Open this program from the Windows Start menu and select a slide that has multiple picture options by clicking on it. Once you choose one of those slides, you will have the option to select the icon of the mountain and this will import a picture.  Once you click this icon you can select the desktop and import the picture you want.  At this point you can use the picture toolbar to crop the photo to have just the teeth and make any other adjustments requested by the doctor.
  • Once you are finished editing the photo, you will copy and paste to the treatment plan.  Since we have already edited in PowerPoint, the picture will be the proper size.  Once the photo is inserted, make sure you right-click on it and select format picture, then choose to have it in front of text.Continue for all pictures the doctor wants in the document.

Use the Decoder form to make sure you understand the green treatment plan worksheet the doctor has recommended. Once you have filled out the Decoder form  then you will be able to accurately enter the treatment into Dentrix with the correct codes & fees.

Follow the Formal Treatment Plan checklist:

Formal Treatment Plan Checklist

Patient Name ____________________          Treatment Coordinator _______________

Date received ____________________ Date of next appt __________

 

To Prepare the Treatment Plan to Present to the Client:

  • Find the patient’s next appointment, or contact them to schedule ___________________________ (Date/Time appt), ___________________ (name of clinical staff to present Tx plan) and reserve time in the Treatment Coordinator’s schedule for ___________________________________ (day, date & time) to meet with this patient and discuss financial arrangements. This is the person who will prep this plan.
  • Put an alert into dentrix “VIP” Formal Treatment Plan patient on (date) with Dr. _________________ and (Treatment coordinator name)
  • First chart the missing teeth in the dentrix tooth chart – use conditions, missing tooth, existing other
  • Enter the treatment into dentrix – put in the correct appointment order according to the salmon sheet or the green treatment worksheet.
  • In the family file, insurance box, check the insurance payments to see how confident we are of the insurance coverage for this client. If there is no info on the insurance, call them and find out: Maximum $_________  Used $__________ and Deductible $____________ also find out about any restrictions on coverage.
  • Check if patient has marked on their health history: any money problems/concerns?
  • Print the dentrix tx plan that has all the columns (fee, pt, ins) in the chart and write “Internal” at the top.
  • Type the treatment plan in Word using the template – do a “save as” under the specific Doctor and then the patient’s name.  Make sure the post treatment conference is treatment planned.
  • Enter the correct fee from dentrix into the “Fees” section of the typed treatment plan. If this doesn’t match the doctor’s estimate – review the fees with him.
  • Print any available images on a color printer.
  • Get appropriate treatment brochures.
  • Place brochures and printed treatment plan neatly in blue Formal Treatment Plan folder.
  • Give treatment plan to an upper level secretary to review for accuracy.
  • Add note to appt “Review formal tx plan”
  • Schedule appt box for financial arrangements & put name of treatment coordinator so doctor and assistants will get the right person.
  • Give chart and all info to the office manager for review, after tx is presented to client and has been accepted or rejected.
  • Then, the chart and treatment plan go back to the dentist for his or her review.

To schedule an accepted Formal Treatment Plan:

  • The treatment coordinator should note all appts in her planner so she can check out this patient.
  • Signed financial arrangements form saved in the chart
  • Change billing type in family file to type 3 – so this person will not receive statements
  •  Organize the chart after the presentation – reject and pitch the tx plans that were not selected, document the treatment decision and FAs in Guarantor note, in each appt & on the dentrix internal tx plan in the chart.
  • Charge out a no charge consult and enter a clinical note that you did the consult and set up the financial arrangements.

When treatment completed from Formal Treatment Plan:

  • Make sure the post treatment conference is scheduled and plan on getting testimonials, pictures and video
  • Review with the office manager to determine if this would be a good testimonial patient & remind doc to thank the patient
  • Check financials, if all okay, change back to billing type 1 in the family file so will receive statements again.
  • Delete patient alert

Use the above checklist for each patient you create a treatment plan. Do each step on the checklist and mark off after each is completed.

How to create alternate treatment plans in Dentrix:

  1. Go to the patient chart or the ledger.
  2. Enter all possible options and alternate options as treatment planned procedures (for example, if you have one option where the customer can have an amalgam filling and another where they can have a composite resin filling, you will enter both procedures on the same treatment plan).
  3. Go to the treatment plan.
  4. You will notice that all procedures for any possible options will be in the same treatment plan.  We will call this the default treatment plan.
  5. Right click on the default treatment plan and go to create alternate case.
  6. Unlock all treatment planned procedures that you do not want in the alternate case.  (So, an example is that the only procedures you would want to have checked would be extractions, in a case where they could be doing a bridge, or an implant.)  You would also then create a name for the second alternate case.
  7. Click ok.

How to print a treatment plan case

  1. Open the treatment planner.
  2. From the patient ledger or chart, select a patient.Click the treatment planner icon on the toolbar.
  3. Highlight the desired case folder to be printed in treatment plan case setup.
  4. Choose File / Print. (or select the printer icon)

A drop-down menu displays a list of report options:

Print Treatment Case: The Treatment Case report displays detailed information for the individual selected case.

Patient Treatment Case Report:  The Patient Treatment Case report shows a detailed report of all the treatment plan cases entered for the current patient.

Practice Treatment Case Report:  The Practice Treatment Case report includes a detailed report of all the treatment plan cases entered for ALL patients in the practice.  This report displays the total number of accepted cases and rejected report.

Select Report Options – The Treatment Case dialog displays options that you may customize before printing the selected report.

Check Print Options – Select a printer from the drop-down list.To customize the information you wish to print on the case, check each desired box.Exclude any private patient information by checking the Patient Privacy options at the bottom.

Save Print Options (optional for print current case only) – If desired, it is possible to save the current options for each time the Current Case report is printed by clicking the Save Options button.The Save Current Options dialog opens.Type the Options Name in the text box at the bottom and click OK.The saved options are available each time a report is printed from the Treatment Planner.To delete a saved options profile, right-click the options name in the list of Options and click Delete.The options may also be renamed by right-clicking the option name and choosing Rename.

Check Print Preview (Optional) – To display the report before printing, check the Print Preview option.

Click OK (click OK to print/display the report)

Once you have completed the Formal Treatment Plan Checklist, the Decoder form and you have the Dentrix treatment plan, then you need to create the patient’s folder for the case presentation. In the blue folder, in the right pocket: put the typed Word treatment plan, in the left pocket put  brochures for any/all procedures recommended, the treatment coordinator’s business card, and the dentists’ profile.

Treatment coordinator is responsible for making sure this treatment plan presentation goes smoothly.

  • Make sure a Level 4+ coordinator has time blocked in her planner to do the FA’s
  • Make sure the doctor’s schedule shows the appointment for the presentation and gives the name  of who will be doing the FA’s
  • Follow up that day to make sure all is well – put note in your planner.
  • After the case presentation, the level 4+ secretary may come back to you to review notes of how this case will be paid for.  You need to make notes in each appointment to let everyone know what the FA’s are.

Review the checklist again and do all the items listed as “when the case is accepted” and put notes in your planner of the patients future appointments.  When treatment is completed, make sure to ask the doctor about doing a testimonial.

Our goal is to achieve 80% case acceptance on formal treatment plans. Accurate preparation helps us to achieve this goal. The more formal treatment plans and large cases that we accomplish successfully in our office helps us to earn word of mouth referrals from happy patients – and the cycle starts again!

To see examples of formal treatment plans:

Financial consent form

Simple treatment plan

Complex Treatment Plan

Formal Treatment Plan for Pediatrics

When our pediatric dentist  has a patient being scheduled for I.V. sedation, we use a pre-formatted treatment plan to present the treatment to the parents.  This treatment plan is located at F:SecretariesSecretarial administrationTreatment plansTemplatesPEDO TEMPLATE.

To prepare this Recommended Treatment Plan:

  1. Open the template
  2. Put the child’s name under FOR and put today’s date
  3. Following the treatment plan sheet, change the “Treatment Plan under IV Sedation” section to reflect what we are going to do
  4. Delete any pre-written sections that are not applicable to the child
  5. Follow the Ambulatory Patient checklist to put the treatment on the salmon sheet into Dentrix.  MAKE SURE FEE SCHEDULE 5 IS USED FOR THE CORRECT FEES.
  6. IV Sedation is not entered into Dentrix.  MAKE SURE NOTE IS WRITTEN IN THE DENTRIX SHEET THAT THE FEE TOTAL DOES NOT INCLUDE THE IV SEDATION CHARGE.
  7. Change the “Treatment Coordination Fee” section of the template to reflect the correct fees.  Follow the Fee Schedule for Dr. Devaney, based on the amount of time the dentist anticipates needing for the procedure(s) being performed.  Follow the example already written in the template, making sure any figures are changed to the correct estimate.
  8. Continue to follow the Ambulatory Patient checklist to prepare for the case presentation.

 

Formal Treatment Plan Checklist

Patient Name _____________________________           Treatment Coordinator _______________

Date received ____________________________ Date of next appt ____________________

 

To Prepare the Treatment Plan to Present to the Client:

  • Find the patient’s next appointment, or contact them to schedule ___________________________ Check the health history to see if the patient noted a name of someone they prefer to help them make dental and treatment decisions. Schedule both of these people for the conference. (Date/Time appt), ___________________ (name of clinical staff to present Tx plan) and reserve time in the Treatment Coordinator’s schedule for _____________________________ (day, date & time) to meet with this patient and discuss financial arrangements.
  • Put an alert into dentrix “VIP” Formal Treatment Plan patient on (date) with Dr. _________________ and (Treatment coordinator name)
  • First chart the missing teeth in the dentrix tooth chart – use conditions, missing tooth, existing other
  • Enter the treatment into dentrix – put in the correct appointment order according to the salmon sheet or the green treatment worksheet.
  • In the family file, insurance box, check the insurance payments to see how confident we are of the insurance coverage for this client. If there is no info on the insurance, call them and find out: Maximum $_________ Used $________ and Deductible $_________ also find out about any restrictions on coverage.
  • Print the dentrix tx plan that has all the columns (fee, pt, ins) in the chart and write “Internal” at the top.
  • Check patient health history to see what response the patient notes to the question, “Are you deeply concerned about the finances required to return your mouth to dental health?” If the patient marks yes – then prepare for them to be denied outside financing and determine how long it will take to complete treatment on $100/mo pay as go.
  • Type the treatment plan in Word using the template – do a “save as” under the specific Doctor and then the patient’s name.  Make sure the post treatment conference code is also treatment planned.
  • Enter the correct fee from dentrix into the “Fees” section of the typed treatment plan. If this doesn’t match the doctor’s estimate – review the fees with him.
  • Print any available images on a color printer.
  • Get appropriate treatment brochures.
  • Place brochures and printed treatment plan neatly in blue Formal Treatment Plan folder.
  • Give treatment plan to an upper level secretary to review for accuracy.
  • Add note to appt and write on salmon sheet “Review formal tx plan”
  • Schedule appt box for financial arrangements & put name of treatment coordinator so doctor and assistants will get the right person.
  • Give chart and all info to Jill for review, after tx is presented to client and has been accepted or rejected.
  • Then, the chart and treatment plan go back to the dentist for his or her review.

To schedule an accepted Formal Treatment Plan:

  • The treatment coordinator should note all appts in her planner so she can check out this patient.
  • Signed financial arrangements form saved in the chart
  • Change billing type in family file to type 3 – so this person will not receive statements
  • Organize chart after presentation – pitch tx plans not selected, document the treatment discussion and FAs in G note, in each appt and on the dentrix internal Tx plan in the chart
  • Note “Consult-FA’s set” and your initials in the yellow treatment sheet

When treatment completed from Formal Treatment Plan:

  • Make sure the post treatment conference is scheduled, and plan to get videos, pictures and testimonial
  • Review with Jill so can determine if good testimonial patient & she can remind doc to thank the patient
  • Check financials, if all okay, change back to billing type 1 in the family file so will receive statements again.
  • Delete patient alert

Decoder Sheet for Formal Treatment Plans

To use this decoder you must have:

1. The treatment (green)  sheet

2. The written formal tx plan

3. Bring up x-rays &  any pictures

4. Bring up the Dentrix tooth chart ( Make sure missing teeth are removed)

Missing teeth ____________________________________

Preventative Care

Cleaning _____   PC appt _______    STM ______   Fluoride ______   Perio Rx ______

Restorative Tx:

Fillings    # of Amal _______ # of  Comp______   Total # of teeth to be filled _______

Crowns   # of ______             Core Build-ups # of _______ Post & Core # of _______

Veneers # of ______               Implants # of _______

Endodontics:     Root canals # of _______

_______Referred out to Dr.___________ for______________.

Extractions # of  surgical ________   # of Regular __________

________Referred out to Dr. ___________for______________.

Replacing Missing Teeth:

OPTIONS:

A. Save tooth               B. Bridge         C. Implant        D. Metal frame partial

E. Flipper (plasic partial)   F. Complete Denture       G. Cusil Partial

 

Tooth #                                    Tx Options

_________________________________________

_________________________________________

_________________________________________

_________________________________________

Specialty Exams:

TMJ:   consult______   exam______    Diagnostic Casts______   Splint ______

Implant exam_______   Perio exam________  Snore exam_____  Other ______

Questions on Tx plan:

 

 

 

 

To get signed off on this section

Meet with the office manager to discuss this section in detail.

The next formal treatment plan that you receive, work with the office manager to follow all the steps.

Practice your skills by doing a few formal treatment plan preps. You can also use the examples in the original manual.

When you feel that you can successfully, accurately prepare formal treatment plans, then talk to the office manager. She will give you the next formal treatment plan and you will prepare it on your own. Turn in the chart, all the forms & the patient’s folder to her when you feel you have completed it correctly – before the patient comes in for the consult.

Expect to work on several treatment plans before you are signed off – this takes practice to see what problems the patient has, what the doctor recommends to resolve those problems and then to convert this first into dental code/fees and then into a language the patients can understand.

_______________________________________      _______________

Office Manager                                                                       Date