reference manual v2 last updated: december 2013 · 5 | p a g e responsible family member..... 63
TRANSCRIPT
Reference Manual v2
Last updated: December 2013
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Table of Contents
Welcome to the LiveDDM Reference Manual ............................................................................................ 14
What your monthly subscription & technical support covers .................................................................... 14
Getting started with LiveDDM .................................................................................................................... 15
Launching LiveDDM ................................................................................................................................ 15
Changing your LiveDDM Password ......................................................................................................... 16
Setup - Office Setup .................................................................................................................................... 17
General Tab ............................................................................................................................................. 17
Availability Tab ........................................................................................................................................ 18
Invoicing/Internationalization ................................................................................................................ 18
Appointments Tab .................................................................................................................................. 18
Paths ....................................................................................................................................................... 19
Email/Claims Tab ..................................................................................................................................... 20
Setting up iTRANS ............................................................................................................................... 20
Backup and Restore Tools ....................................................................................................................... 22
Letters ..................................................................................................................................................... 23
Office-Wide Settings ............................................................................................................................... 23
Setup - Office Categories ............................................................................................................................ 24
Alerts ....................................................................................................................................................... 25
Cycles ...................................................................................................................................................... 25
Fee Codes ................................................................................................................................................ 25
Labs ......................................................................................................................................................... 26
Patient Categories ................................................................................................................................... 26
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Procedure Categories .............................................................................................................................. 27
Recall Type .......................................................................................................................................... 27
Default Provider .................................................................................................................................. 27
Default Codes ...................................................................................................................................... 28
Templates (Microsoft Word Mail Merge) ............................................................................................... 28
Odontogram Exam Setup ........................................................................................................................ 28
Progress Note Setup ............................................................................................................................... 30
Periodontal Exam Setup .......................................................................................................................... 32
Recall Set Up and Coordination .............................................................................................................. 34
Setup - Dental Team (Users) ....................................................................................................................... 35
Adding a Team Member (User Accounts) ............................................................................................... 35
Adding a Provider (User Accounts with a schedule) ............................................................................... 35
Security Settings in Dental Team and What They Allow ..................................................................... 36
Setting Availability in the Schedule ..................................................................................................... 39
Setting a Special Availability for a Provider ........................................................................................ 39
Creating a Holiday for a Provider ........................................................................................................ 40
Setting Tasks/Security Features by Provider ...................................................................................... 40
Setting the Reports Available by Provider .......................................................................................... 40
Setting Payroll/Billing by Provider ...................................................................................................... 41
Perfect Day Preferences...................................................................................................................... 41
Inactivating a Provider ............................................................................................................................ 42
Deleting a Provider (with a chair in the schedule) .................................................................................. 42
Payroll and Billing .................................................................................................................................... 42
Posting Exam fees to the Overseeing Doctor by default ........................................................................ 43
What if my office does not post Recall Exams to the Doctor? ........................................................... 44
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Overseeing rates ..................................................................................................................................... 44
Deductions .............................................................................................................................................. 45
Setup - Terminal Settings ............................................................................................................................ 45
General Tab ......................................................................................................................................... 45
Database Settings Tab ......................................................................................................................... 46
Imaging Tab- Bridging to Imaging Software ........................................................................................ 47
Reports and Display Tab ..................................................................................................................... 47
Setup - Bridges ............................................................................................................................................ 49
Bridges - Overview .................................................................................................................................. 49
Bridge compatibility – test before you buy! ....................................................................................... 49
LiveDDM recommends that you install and test the imaging software you are considering for
purchase. Your sales rep should be able to set up trial software that enables you to launch the
bridge and manage the images to ensure all is working properly. ..................................................... 49
What is a bridge? ................................................................................................................................ 49
Bridging LiveDDM to your imaging software package ............................................................................ 50
Introduction to the Patient Window .................................................................................................. 55
Scanned Documents ............................................................................................................................... 57
Electronic Documents ............................................................................................................................. 58
Punch Clock ................................................................................................................................................. 58
Printing Punch Clock Entries ............................................................................................................... 59
Accounts Payable ........................................................................................................................................ 59
Adding a New Patient or Family Member ................................................................................................... 60
Marking a Patient as Benefit Holder Only .................................................................................................. 61
Inactivating a Patient .................................................................................................................................. 62
Deleting a Patient........................................................................................................................................ 62
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Responsible Family Member ....................................................................................................................... 63
Entering Insurance into Patient Window .................................................................................................... 63
Scheduling an Appointment ....................................................................................................................... 64
Scheduling an Appointment for a New Patient (QuickAdd) ................................................................... 64
Editing an Appointment or Viewing Appointment Details ..................................................................... 65
Moving or Rescheduling an Appointment .............................................................................................. 66
Cancelling an Appointment from the Scheduler .................................................................................... 66
Cancelling Appointment from Patient Window .......................................................................................... 66
Deleting an Appointment........................................................................................................................ 67
Right click on the appointment and select ‘Delete Appointment’ ......................................................... 67
Creating Medical Histories .......................................................................................................................... 67
Charting a New Exam .................................................................................................................................. 68
Head and Neck ........................................................................................................................................ 68
Odontogram ............................................................................................................................................ 69
Periodontal Exam .................................................................................................................................... 71
Create Pending Treatment .......................................................................................................................... 73
Invoicing an Exam ....................................................................................................................................... 76
Progress Notes ............................................................................................................................................ 79
Clinical ..................................................................................................................................................... 79
Creating From Appointment ................................................................................................................... 79
Creating When No Appointment ........................................................................................................ 81
Clerical ......................................................................................................................................................... 81
Creating Clerical Note from Patient Window ......................................................................................... 81
Creating from Scheduler ......................................................................................................................... 82
Patient Images ............................................................................................................................................ 83
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Planned Appointments ............................................................................................................................... 84
Creating From Patient Window .............................................................................................................. 84
Creating From LiveChart or Pending Tab in Patient Window ................................................................. 85
Scheduling Planned Appointments ......................................................................................................... 85
Deleting Planned Appointments ............................................................................................................. 86
Treatment Plans .......................................................................................................................................... 86
Creating a Treatment Plan ...................................................................................................................... 86
Deleting a Treatment Plan ...................................................................................................................... 88
"Incorrect syntax" error message appears when trying to print an insurance predetermination ......... 89
"Multi-part identifier" error message appears when trying to print an insurance predetermination
form......................................................................................................................................................... 90
Invoicing from Scheduler ............................................................................................................................ 91
Creating Invoice when No Appointment (Product Sales) ....................................................................... 92
Finish Invoice........................................................................................................................................... 92
Viewing an Invoice .................................................................................................................................. 92
Assignment Invoicing, and Payments ..................................................................................................... 93
Entering a Payment ..................................................................................................................................... 94
Entering a Credit ......................................................................................................................................... 95
Updating Ledger .......................................................................................................................................... 95
Reversing a Payment and/or Invoice .......................................................................................................... 96
Reversing a Payment ............................................................................................................................... 96
Reversing a Claim Transaction ................................................................................................................ 96
Reversing an Invoice ............................................................................................................................... 97
Applying an Insurance Payment ................................................................................................................. 97
Printing Statements .................................................................................................................................... 98
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Manual Balance Swings............................................................................................................................... 99
Adding Insurance Carriers ......................................................................................................................... 100
Creating and Assigning an Employer Benefit Plan .................................................................................... 102
Adding New Employer Benefit Information .......................................................................................... 103
Entering a Duplicate Employer Benefit Plan ......................................................................................... 104
Creating Prescriptions ............................................................................................................................... 105
From Patient Window ........................................................................................................................... 105
From the Scheduler ............................................................................................................................... 106
For a Patient without an Appointment ................................................................................................. 106
To Do List ................................................................................................................................................... 107
Planned Short Notice List ............................................................................................................ 107
Due Planned Appointments ........................................................................................................ 108
Booked Appointments Available For Move-Up .......................................................................... 108
Treatment Plans Due .................................................................................................................... 109
Appointments Not Billed ............................................................................................................. 109
Invoices Not Complete ................................................................................................................. 109
Incomplete Clerical Notes ............................................................................................................. 110
Incomplete Clinical Notes .............................................................................................................. 110
Using the Call Logs .................................................................................................................................... 110
Advanced Search ................................................................................................................................ 111
Advanced Search – Custom Tab ........................................................................................................ 114
Advanced Search – Find real active patients regardless of active flag ............................................. 114
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Charging Interest ....................................................................................................................................... 115
Contact list ................................................................................................................................................ 116
Adding a Contact ................................................................................................................................... 117
Deleting a Contact ................................................................................................................................. 117
Logs ........................................................................................................................................................... 118
Memos ...................................................................................................................................................... 119
Retrieving Memos ................................................................................................................................. 119
Viewing Memos .................................................................................................................................... 120
Deleting Memos .................................................................................................................................... 120
Replying to Memos ............................................................................................................................... 120
Patient Head-Shots (Photo of Patient in Patient Window) ....................................................................... 121
Taking a Picture of a Patient ................................................................................................................. 121
Re-taking a Picture ................................................................................................................................ 121
Importing an Image ............................................................................................................................... 122
Deleting an Image ................................................................................................................................. 122
Patient Record .......................................................................................................................................... 122
Printing Patient Record ......................................................................................................................... 123
Terminal Messaging .................................................................................................................................. 124
Setting up Terminal Messaging ............................................................................................................. 124
Patient is Here ....................................................................................................................................... 125
Instant message .................................................................................................................................... 126
Reports ...................................................................................................................................................... 128
Day End Reports .................................................................................................................................... 128
Day End – Detailed Analysis Report .................................................................................................. 128
Day End – Summary Analysis Report ................................................................................................ 131
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Day End – Production by Provider .................................................................................................... 132
Day End – Production Report Summary ........................................................................................... 133
Day End – Applied Payments Report ................................................................................................ 133
Day End – Adjustments Report ......................................................................................................... 134
Day End – Bank Deposit Report ........................................................................................................ 136
Day End – Detailed Cash Report ....................................................................................................... 137
Day End – Incomplete Invoices Report ............................................................................................. 138
Day End – Unapplied Payments Report ............................................................................................ 139
Day End – New Patients Report ........................................................................................................ 139
Day End – EDI Transactions ............................................................................................................... 140
Month End Reports ............................................................................................................................... 141
Month End – Detailed Analysis Report ............................................................................................. 142
Month End – Summary Analysis Report ........................................................................................... 145
Month End – Accounts Receivable Report ....................................................................................... 146
Month End – Production Report Summary ...................................................................................... 147
Month End – Applied Payments Report ........................................................................................... 148
Month End – Adjustments ................................................................................................................ 149
Month End – Cash Summary ............................................................................................................. 151
Month End – Unapplied Payments Report ....................................................................................... 152
Month End – Provider Summary ....................................................................................................... 152
Month End – Incomplete Invoices Report ........................................................................................ 153
Month End – Hygiene Company Report ........................................................................................... 154
Month End – New Patient Report ..................................................................................................... 155
Appointment Reports ........................................................................................................................... 156
Appointment Reports – Appointments............................................................................................. 156
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Appointment Reports – Appointment Reschedules ......................................................................... 157
Appointment Reports – Incomplete Appointments ......................................................................... 157
Appointment Reports – Planned Appointments .............................................................................. 158
Appointment Reports – Operatory Report ....................................................................................... 159
Appointment Reports – Appointment Booking Diagnostics ............................................................. 160
Appointment Reports - Treatment Plan Report ............................................................................... 161
Payroll Reports ...................................................................................................................................... 163
Payroll Calculated by the Punch Clock .............................................................................................. 164
Payroll for Associates ........................................................................................................................ 164
Production Reports ............................................................................................................................... 167
Production Reports – Production by Provider .................................................................................. 167
Production Reports – Production by Overseer ................................................................................. 167
Production Report Summary ............................................................................................................ 168
Production Report by Code ............................................................................................................... 168
Production Report by Category ........................................................................................................ 169
Production Reports – Provider Analysis ............................................................................................ 169
Referral Reports .................................................................................................................................... 169
Referral Reports – Dentist Referrals - Detailed................................................................................. 170
Referral Reports - Dentist Referrals – Summary ............................................................................... 171
Referral Reports - Dentist Referrals by Total .................................................................................... 172
Closing Procedures .................................................................................................................................... 172
Printing a Day sheet .............................................................................................................................. 172
Bank Deposit ......................................................................................................................................... 172
Point of Sale Machine ........................................................................................................................... 173
Reconciling the Bank Deposit ............................................................................................................... 173
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Understanding the Cash-In Summary Report ....................................................................................... 174
Prepare Bank Deposit ........................................................................................................................... 175
Resolve Appointment Book .................................................................................................................. 175
Backup ....................................................................................................................................................... 175
Built in backup: ..................................................................................................................................... 175
Wizards ..................................................................................................................................................... 178
Mail Merge Wizard ............................................................................................................................... 178
Office Holiday Wizard ........................................................................................................................... 187
Replace Staff Wizard ............................................................................................................................. 189
Bulk Email Wizard ................................................................................................................................. 191
Bulk Payments ....................................................................................................................................... 192
Creating Custom Templates ...................................................................................................................... 195
TEMPLATE TAGS .................................................................................................................................... 196
Downloading a New Fee Guide(s) ............................................................................................................. 197
Visual Guide ...................................................................................................................................... 199
Implementing the default Office Fee Guide ......................................................................................... 201
Implementing Fee Guide into Employer Benefit Plans Window .......................................................... 202
Creating a Custom Fee Guide ............................................................................................................... 203
Running the Update Wizard ...................................................................................................................... 205
Updating Training Database ..................................................................................................................... 206
Fixing mistakes: Using the Data Maintenance Tool .................................................................................. 207
Adjust RAD (Received After Deposit) .................................................................................................... 208
Remove Office Payment ....................................................................................................................... 208
Move an invoice from/to another appointment .................................................................................. 208
Remove a progress note ....................................................................................................................... 209
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Re-activate a deleted patient................................................................................................................ 209
LiveDDM Frequently Asked Questions ..................................................................................................... 210
Q: Workstation unable to connect to LiveDDM Database ................................................................... 210
Q: How do I change the order of my providers on my schedule? ....................................................... 213
Q: How do I add my provider to my Scheduler? .................................................................................. 213
Q: How do I Print Labels? ..................................................................................................................... 213
Q: What if I open a window but I cannot find it? ................................................................................. 214
Q: How do I enter my Pending Treatment while viewing the current Odontogram? ......................... 214
Q: What if I invoiced a patient last week but I invoiced incorrectly? .................................................. 214
Q: I am trying to apply a payment to an invoice and I am getting the following message ................. 215
Q: What if I entered a write off or discount and then received payment unexpectedly? .................. 215
Q: When I submit a claim, I get a rejection that one of my codes requires a tooth number but when I
try and enter it I get the following message, how can I correct this? .................................................. 215
Q: My EDI claims won’t send through (no dialing from modem), how can I correct this? .................. 216
Q: My EDI Gateway is open but I am still unable to send claims, what can I do? ............................... 216
Q: What if my patient has a supernumerary tooth? ........................................................................... 217
Q: How can I track certain groups of patients?.................................................................................... 218
Q: What if I want to email the patients statement? ............................................................................ 218
Q: What if I selected the wrong Provider when entering my Pending Treatment? ............................ 218
Q: Upon launching LiveDDM shows vbalExplorerBarLib "Run-time error '0'" and fails to start ......... 219
Q: Unable to create merged document from template for a patient ................................................. 219
Q: The file could not be found for this document ................................................................................ 220
Q: The scheduler window fails to open after clicking the icon ............................................................. 220
Q: How do I Verify Hygiene Exam Production ...................................................................................... 222
Q: When do I use a RAD (Received After Deposit)? .............................................................................. 222
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LiveDDM Signature Pad Integration.......................................................................................................... 223
Important Notes: .................................................................................................................................. 223
Signature Pad Installation ..................................................................................................................... 225
Step 1 – Install SigPlus (NOT SigPlusBasic) ........................................................................................ 225
Step 2 – Install up to date Topaz MS Office Plugins.......................................................................... 225
Step 3– Install finger print scanner components (even if you don’t have one) ............................... 225
Step 4 – Install SigValid.exe .............................................................................................................. 225
Step 5 - Install SigCompare ............................................................................................................... 225
Step 6 – Connect hardware ............................................................................................................... 225
Step 7 – Configure Microsoft Word .................................................................................................. 228
Set Word to save files as word 97-2003 files by default (office 2007 or newer only) ...................... 228
Enable digitally signed macros – Step1 ............................................................................................. 230
Enable digitally signed macros – Step2 ............................................................................................. 232
Step 8 – Enable signature pad support in LiveDDM ......................................................................... 233
Testing / Checking Signatures ............................................................................................................... 233
Checking Signatures .......................................................................................................................... 233
Windows XP ‘Save As’ Dialogue Box Idiosyncrasy ............................................................................ 234
Windows 7 & Windows 8 ‘Save As’ Dialogue Box idiosyncrasy ........................................................ 234
Signature Pad Troubleshooting Guide .................................................................................................. 234
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Welcome to the LiveDDM Reference Manual
Welcome!
This reference manual was developed to assist your office with everyday clerical and
clinical tasks in LiveDDM. This guide outlines the most commonly asked questions,
highlights key features and introduces new areas of interest. It is not intended to
replace in-depth training sessions by LiveDDM Certified Trainers, but to guide you step-
by-step through basic operations.
LiveDDM is continually working to provide the highest level of customer support and service to our clients. This reference manual along with our Technical Support, Training, and Consulting Teams are here to help you develop a better understanding of LiveDDM. Please refer to this reference guide and the Frequently Asked Questions (FAQ) pages to troubleshoot your issue prior to calling the Technical Support Centre. For more in-depth training of the software and its systems, please contact our Training Department ([email protected]). We have a variety of training and consulting packages available that add value to any team wanting to get the most out of LiveDDM. Information within this document is subject to change without notice. This document is copyright and no part may be reproduced, dissected or administered elsewhere without prior written permission from LiveDDM. Thank you for your continuing support. Sincerely, Technical Support Team
What your monthly subscription & technical support covers
LiveDDM is a subscription-based software package, this covers:
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Daily subscription-based use of LiveDDM Program updates and bug fixes Access to a library of ready-made electronic fee guides EDI/iTRANS use and support Access to help documentation Access to technical support
Please note that technical support is reserved for issues with LiveDDM where something is not working as expected, not for training or how-tos. For assistance on how to use LiveDDM, please review this document. For further questions, feel free to book training with one of our certified trainers. Training can be done remotely in one hour blocks. You may also email questions to [email protected]. Our technical support hot-line is reserved for priority issues where the software is not working as expected. Thank you for your understanding and cooperation.
Getting started with LiveDDM
Launching LiveDDM
Double click on LiveDDM Icon on the Desktop
Enter your login
Enter your password
Select OR hit enter
Note: New dental team accounts with associated logins and passwords can be added in the dental team
Once you are logged in you will see the following icons listed along the top toolbar
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Patient Window
Scheduler
Punch Clock
To Do List
Memos
Contact List
Reports
Patient Record
LiveChart
LivePerio
Bridge to Imaging Software
LiveDDM Reference Manual
Changing your LiveDDM Password (Once you are logged into LiveDDM)
Select ‘User’
Select ‘Change Password’
Enter Old Password
Enter New Password
Retype New Password
Select to save
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Setup - Office Setup
Here is where you set your office hours, change settings throughout the office, and enter your office name and location.
Select the ‘Setup’ menu, and select ‘Office Categories’ from the list
General Tab
Here is where you enter the name of your office and logo
Enter your address as you wish it to appear on your printouts
Enter your phone number, fax number, and email address if you wish
You can add offices if you wish to have a different office name appear on certain patients printouts
To do this simply select the , and enter your new office information accordingly
Do not set availability for this new office name as it will not reflect within LiveDDM
Go to the ‘Invoicing/Internationalization’ Tab and enter the name as you wish it to appear on printouts
Now in your patient window, ‘Preferences’ Tab, you can select an ‘Office’ from the drop down
That office name will now appear on this patients printouts
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Availability Tab
Here is where you set what times your office will be open
Settings these times allows the scheduler to be open for provider chairs
If you do not wish your office to be open on certain days, leave that day unchecked and those days will not appear on your scheduler in week view
You can also select how many minutes you wish each unit of time to represent
Invoicing/Internationalization
Here is where you enter your office name as you wish it to appear on printouts
The number of invoices created in the office is also displayed here under ‘Invoice Counter’
Interest delay and rate are set here
You also have the option to select a fee guide for your office to bill under
After the fee guide is downloaded (see ‘Downloading a New Fee Guide’ document), you can select it from the drop down list
The next time you close the program and log in, you will be billing under that selected fee guide throughout the office (unless other fee guides selected for the provider or patient)
Appointments Tab
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Here is where you can decide how many times a patient can no show before not being able to book an appointment
You can set how high their balance can get before not being able to book
The amount of reschedules an appointment is allowed
Here you can also force the office to follow the recall prompts (this setting will disable the
, forcing them to book or plan the next appointment)
**NOTE**the settings above are examples only, please set according to office preference
Paths
These are the paths for your Update, EDI, and Imaging
These paths are set by LiveDDM and should not be changed unless otherwise instructed by your Hardware Vendor or a LiveDDM Technical Support Agent
If these paths are not set correctly then you will not be able to send EDI (modem) claims, view or store images, or get a proper update so it is very important to consult a Technical Support Agent if you have any questions or concerns in this area
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Note: The above settings are examples only, please call Technical Support if you require assistance
Email/Claims Tab
Here you will find your email settings used for sending email confirmations
You can also change whether the office is using EDI (modem) or iTrans (internet)
Your office CDA number is also stored in this tab
Note: These email settings are currently unsupported and are considered legacy. Use at your own
discretion.
Setting up iTRANS
Installing digital certificates
You will need the enrollment letter (usually a fax) addressed to the doctor from ITRANS
before continuing.
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The letter will provides the details required on the ITRANS activation site to acquire and
install certificates on your PCs.
With the documentation from iTRANS, go to www.goitrans.com. Once at the iTRANS home
page, choose the ‘My ITRANS Digital Certificate’ link on the top right hand side of the page.
Choose ‘New certificate’ on the next page. Choose ‘Canadian Dental Association’ on the
following page.
Follow the on-screen instructions carefully. You will see a big 'stop' sign if this is the first
time you've installed certificates on this PC and the PC is Windows 7 or Windows 8.
You will need to repeat the same process on all terminals you wish to send iTRANS from in
the office for each dentist who has an enrollment letter.
Note: you will get an encryption error when sending iTRANS from LiveDDM if one or more
digital certificates are missing or incorrectly installed.
Configuring LiveDDM to use iTRANS
Log into LiveDDM and go to tools-->office setup
Navigate to the Email/Claims tab
Check off 'Use Itrans'
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Please note: using iTRANS instead of EDI (the CCD32.exe with a dial up modem) is an
office-wide setting. This means LiveDDM can be configured to either exclusively send to
iTRANS or exclusively to the CCD32.exe. We do not recommend switching back and forth
for any reason. Doing so may result in unreliable claim responses. In the case where an
insurance company isn't supported by iTRANS (for example, Alberta Blue Cross), then a
special bypass can be setup through the iTRANS gateway, so that you may send claims to
Alberta Blue Cross exclusively by modem--all others by iTRANS. If this is the case, contact
LiveDDM technical support to configure iTRANS in this way for you. 1.877.671.5483 or
email [email protected].
Backup and Restore Tools
Here you will find your backup path
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Please do not adjust this path setting without instruction from your Hardware Vendor or a LiveDDM Technical Support Agent
Below the path you will see when your last backup was done
The indicates the last backup is more than 48 hours old If you have an alternative Image backup set up, you can uncheck the ‘Image Share’ when backing up LiveDDM
**NOTE**the above settings are examples only, please call Technical Support if you require assistance **NOTE**to run your backup please see ‘Closing Procedures’ document
Letters
This tab is for editing certain hard coded letter templates throughout the program
To change what is hard coded simply select the letter from the drop down list and enter your own text into the text box
The next time you print the selected letter type, your own text will replace what was previously there
To return to the hard coded entry, simply remove your own text
Office-Wide Settings
This tab controls many settings throughout the office
Here you can control things like progress note prompts, logging, account defaults, and many more settings to help the office run more efficiently
These settings affect the entire office not just one terminal
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**NOTE**the above settings are examples only, please set according to office preferences Terminals
Here is where you set up a name for each terminal in your office
See ‘Terminal Messaging’ for instruction on setting this up
Setup - Office Categories
Select ‘Setup’, select ‘Office Categories’ from the menu
Select the drop down to open the menu with a list of functions and features that are available to edit:
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Alerts This area stores your list of all the Medical/Non-Medical and Premedication Alerts that can then be assigned individually to patients in the patient window.
Select ‘Alerts’ from the drop down menu at the top of the ‘Office Categories’ window
You can now see the list of all the Alerts entered
**NOTE**you can NOT delete an alert that is linked to patients. You must first remove it from the patient, and then you can delete from Office Categories
Cycles Recall Cycles help you keep track of when your patient is due for their next appointments.
Select ‘Cycles’ from the drop down menu at the top of the ‘Office Categories’ window
These cycles will appear in the drop down list in the ‘Patient Window’, ‘General’ tab
Fee Codes This area sets your code defaults. Most common is setting a code to require a tooth number. Each code can be adjusted as needed.
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When entering a new code, if you do not wish it to have a set dollar ($) value then there is no need to add to the Fee Guide, only add here
**NOTE**Maxillary Tooth required and ‘Primary Teeth Only’ should not have a blank field. If not using as a requirement for the associated code, the field should always retain a grey checkmark (right click to insert grey checkmark)
Labs This area stores all the labs you routinely use in your office. By entering different labs, you have the ability to create lab dependant appointments and track your ‘labs due back’.
Select ‘Labs’ from the drop down menu at the top of the ‘Office Categories’ window to view, edit, or add to your list of Labs.
Patient Categories
This area is used to store categories created to define specific groups of patients. Many offices use this
for Students or patients on disability. Once a Category is entered here, you can select it in your patient
window. This is useful when wanting to send letters to certain patients only, or simply to keep track for
insurance purposes. Please note that each patient can only be assigned one category. You may assign a
category to a patient using the patient window after creating it here.
To ADD to any category, select and fill in the appropriate criteria
To EDIT any category, select what you wish to edit, make your changes and select to commit your change
To DELETE any category, select what you wish to delete, and select to delete
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Procedure Categories
This area shows the appointment categories available in the office, as well as any defaults set.
Identifier Colour – select the colour you wish this appointment to appear in on the scheduler
Perfect Day Preference Colour – this colour should be set to a slightly lighter shade then the identifier colour. This is used to set specific appointment preferences for the providers, see ‘Dental Team’ document on how to set this up
**NOTE**to edit a colour, simply left click on the colour bar, and select an appropriate colour as shown below
Recall Type
select recall from the drop down menu to default the appointment as being associated with a recall for advance search purposes
Default Provider
select from the drop down menu to set this category to default to the selected provider each time it is used
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Default Codes
select and add in the code(s) you wish to default into this category each time the appointment is created
**NOTE** the default providers and codes can be manually changed when creating the appointment, or in the invoice stages. When defaulting codes, be sure to add only those codes you use frequently to avoid amending the invoices later
Templates (Microsoft Word Mail Merge) This area is where all of your Microsoft Office Word master templates are stored. From here you can manage your templates, edit, add, and delete. Any templates imported/created here will be available when you create a new electronic document for a patient. Create a Microsoft Word document that you plan to use multiple times for patients. You can even insert tags so that when creating a new document for a patient and using a template imported here, their name and other fields of information are already added. **NOTE** see ‘Creating Custom Templates’ chapter for tags that you can place into your Word document to be used for merging information when creating a new document for a patient from templates imported/created here.
Odontogram Exam Setup Here is where you can adjust settings such as tooth numbering, prompts, preferences for surfaces and more.
Open the Setup menu in the LiveDDM toolbar and select ‘Odontogram Setup’
A LiveChart Options window will open up showing you all the default settings
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You now have the choice to accept the settings as they are, or make changes depending on your office preferences
If you wish to change the default setups, you can adjust by using the bullets, and arrows to increase or decrease the setting
To use the ‘Personal Favourites Utility’, select the and a window will open called ‘Organize Favourites’
Select the category from the left hand side, and select the
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You now have a ‘Favourites’ folder under that category to add codes to
Select a code you wish to add, and select to add to your folder (you can also select the code and drag to the blank column to the left of the codes list)
Once you have all the codes you want in that folder, select
These codes are now saved in the favourites category you selected earlier
To delete a code, select the code and select
Your codes will remain in the list but will display with beside it
You can rename your ‘My Favourite’ folder by selecting the folder and then the
Use the to delete a folder, but they will also remain in the list **NOTE**to use ‘Favourites’ in LiveChart see ‘Charting a New Exam’ document
**NOTE**you can launch at any time in LiveChart to use repetitive codes
Once satisfied with these settings, remove the checkmark from the settings as shown below, or this window will open each time LiveChart is launched
Progress Note Setup
Select ‘Setup’ and select ‘Progress Note Setup’
A progress note window will open up and you will see a list of LiveNotes on the left hand side as shown below
Select the category that you would like to create a progress note template for
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Select to add new note
Create a name for your note and select ok
Your blank note will now show attached to the category you selected
Begin to type your note on the right hand side
You can use the <tags> in the section above to have information from the patients chart merge directly into the note
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When you have finished creating your note be sure to select the checkmark to save
If you want to rename your note, select the note and select on the ‘Rename’ Icon Your note name will light up and you can enter in the new name
**NOTE** It is not possible to delete a note once it is created. It can only be edited, so be cautious with
the information being entered.
Periodontal Exam Setup
Select ‘Setup’, and ‘Periodontal Exam Setup’ from the menu
The LivePerio Options window will open which already has defaults settings for the Periodontal charting
You now have the choice to accept the settings as they are or make changes depending on your office preferences
Hygienists that wish to use their own specific path for charting the periodontal exam can do so
by launching the ‘Personal Paths Utility’ under ‘Paths Setup’
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A LivePerio Setup window will open The bullet is defaulted to ‘Default 1’ If you do not wish to use the default, select Custom and then proceed to set your path
accordingly by using the arrows and bullets See below for a sample of what a custom path where the hygienist starts probing from the
distal-buccal of the 18 and goes across the entire buccal surface and then does the entire lingual surface from 28L to 18L. Be sure the hygienist that will use this path is logged into live under her name and password when the custom path is being created and saved since this is the path it will default to for this provider. An office can set all paths to the same custom path or set a personal custom path for each individual hygienist
CUSTOM PERIO PATH DEFAULT PERIO PATH
Once satisfied with your path, select to save it
Your custom path is now set for any periodontal exams you chart
You are now back at your LivePerio Options window
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Once these preferences have been decided, set, and saved by your office, you will see a box in the lower left hand side which gives you the option to hide this window in the future
Deselect this box before saving to prevent this prompt from appearing before charting your
Periodontal Exams
You are now ready to to save
Recall Set Up and Coordination
It is important that you set the Recall Cycles in the ‘General’ Tab of the patient window as this feature allows the user to be prompted at the correct interval to book or plan the next recall or perio exam
Next, ensure the appropriate areas are set to activate the recall prompt by going to ‘Setup’ and then choosing ‘Office Categories’
In Office Categories, you see the ‘Category to Edit’ field. Click the drop arrow and scroll up. Select ‘Fee Codes’ from the list
Once you are in ‘Fee Codes’ you can scroll through the code list until you find the codes you would like to activate the recall prompt (I.e.: scaling codes)
If you know the code, you can enter it into the blank search line above the code list
Once you’ve found your code, you will see 3 boxes (as shown below)in the middle of the grey area on the right hand side of the window
Select the recall type associated with the selected code
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After you have marked all the desired codes to have recall prompts, you can invoice as normal. The recall prompt will appear when the codes you have marked as having a recall associated are used in the invoice
**NOTE** You will get one recall prompt for each code that you mark as having a recall associated
Setup - Dental Team (Users)
There are many key functions within the Dental Team which create optimal efficiency in scheduling patients and organizing providers. You will find your Dental Team under the ‘User’ menu at the top left corner of LiveDDM.
Adding a Team Member (User Accounts) Adding a team member user account is exactly the same as adding a provider, but without a schedule defined. Please follow ‘adding a provider’ instructions below, but disregard settings that are intended for a provider who can be scheduled.
Adding a Provider (User Accounts with a schedule)
Open Dental Team, be sure your provider is not already in the list
In the General Tab, select
Fill in the new provider’s information accordingly
Fill in Provider Settings o Primary Chair – for Providers with one chair only, this should be allocated to themselves o Default overseer – this should only be filled in if this is a Dentist or a provider working
only for one specific doctor o Security Level (please see ‘LiveDDM Security Level Settings’ chapter below for
assistance in selecting an appropriate level) o User type (depending on what kind of provider they are) o Login/Password – to allow them to login as themselves
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Security Settings in Dental Team and What They Allow
Complete
Access
Office Manager
Access
Receptionist
Access
Assistant/ Hygienist Access
Guest/
Associate
Access
Can See and
Do everything x
Can only see
the schedule in
Provider view,
they can only
see
themselves.
They can access
the help files
Can See and
Do everything,
except their
own
payroll/billing
tab
x
Create
Invoices and
receive
payment
x x x
Only from the
schedule and
appointment
tab
Reports
Available
only if
assigned only if assigned only if assigned only if assigned only if assigned
Back-up now
feature x
only if set up in
Dental Team
only if set up in
Dental Team
only if set up in
Dental Team
Fee Guide
Changes x
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Create Rx x
only if set up in
Dental Team to
use own
Login/password
only if set up in
Dental Team to
use own
Login/password
only if set up in
Dental Team to
use own
Login/password
only if set up in
Dental Team to
use own
Login/password
Override
(Can use own
l/p for
authorization)
x
Can be set per
user on
Tasks/Security
tab
Can be set per
user on
Tasks/Security
tab
Can be set per
user on
Tasks/Security
tab
Booking
Appointments x x x x
Cancelling
Appointments x x x x
Deleting
Appointments x x
Deleting
Treatment
Plans
x x
Add a Patient x x x x
Deleting a
Patient x x
Punch Clock x x x x
Create/View
Odontogram x x x x
Create/View
Perio Chart x x x x
Create/View
Clinical
Progress note
x must be signed
by dentist
must be signed
by dentist x
To-Do list x x x x
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Memos x x x x x
Logs x x
Office Set-up x x
Dental Team
x
(can access
their own
Payroll/Billi
ng Tab)
Cannot change
own security
level or access
payroll/billing
tab
Can only see the
Full name. No
Phone #'s no
addresses.
Provider
settings.
Availability.
Holidays. Special
Availability.
Perfect Day
Preferences.
Code Defaults.
Routing Slip x x x x
Bulk Payment x x x x
General
Ledger x x x
Browse Data x x x x
Accounts
Payable x x x x
Data
Maintenance
Tool
x x
Data
Maintenance x
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Tool Audit &
memo
Setting Availability in the Schedule
Be sure you have the appropriate provider selected in your list
Select the availability Tab and enter in the hours you wish to have the chair open
Select the provider’s lunch if required **NOTE**if the provider is not available at all, leave the settings to read 12:00AM Also be sure to select the new providers name from the Provider drop down list on the scheduler and
select
Setting a Special Availability for a Provider
Be sure to have the appropriate provider selected in the list and select the ‘Special Availability’ Tab
Select the and follow the prompts of the wizard
Enter the information in accordingly
Deselect days the special availability does not apply to, leaving only those days it does apply to checked off (always uncheck ‘Skip days that already have holidays defined’)
Continue going next until you have filled in the criteria
Enter a description if you wish
You will now see the availability entry under the Special Availability Tab
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**NOTE**to delete a Special Availability, simply select the provider, select the date you wish to
remove, and select the
Creating a Holiday for a Provider
Be sure to have the appropriate provider selected in the list and select the ‘Holidays’ Tab
Select the and you will get a blank line to enter your date and time
Enter the information in accordingly
Once finished, switch to a different tab to save your holiday
**NOTE**to delete a Holiday, simply select the provider, select the date you wish to remove, and
select the
Setting Tasks/Security Features by Provider
Select the provider from the list you wish to set tasks/securities for
Select the Tasks/Security Tab
Check off the appropriate boxes to activate the various tasks/securities within this tab
To inactivate certain tasks/securities, uncheck the appropriate box
Setting the Reports Available by Provider
Select the provider in your list and go to the ‘Reports Available’ Tab
If you want this provider to be able to see all reports, put a checkmark in the ‘User can see All reports’ box (this allows them to view any and all reports for any provider)
If you want the provider to only view their own, select ‘User can see Own Reports’
Select , and select the report from the drop down menu
Choose the Days in Past Available from the drop menu
The user can now view the reports you selected, but only for themselves
To allow your provider to only see specific reports but for ALL providers, leave both boxes empty and add reports below
The provider can now view only the reports selected, but for all providers
To delete a report the provider is able to access, select the provider, select the report, and
select **NOTE**be sure not to leave a checkmark in both boxes
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Setting Payroll/Billing by Provider
Select your provider from the list and go to the ‘Payroll/Billing’ Tab
Fill in Payroll and Billing Information accordingly
For Dentists, and Associate Dentists, the Overseeing Rates and Deductions can be entered by
selecting the
Enter codes using the drop down menu, and set the Reimbursement (by percent or dollar amount)
To delete, select the code you wish to remove and select the
The Dentist’s unique ID number is also entered in this tab
Below the unique ID field there is another field named ‘Fee Guide’. Here you can choose a fee guide for the selected provider to bill under. Use this feature only when you want this provider’s invoices to reflect the fees in the chosen guide rather than the one used as the ‘Office Fee Guide’ (see ‘Office Setup’ document)
Be sure to place a checkmark in ‘Use this Fee Guide for Billing’ otherwise invoices for this provider will reflect the fees from the Office Fee Guide, rather than the one you have selected in the above step
**NOTE**to clear a fee guide, select it and hold Shift, and then Backspace **NOTE**for further information on setting up the Dental Fee Split Rate, please refer to ‘Payroll and Billing’ document
Perfect Day Preferences
Select your provider from the list and go to the ‘Perfect Day Preferences’ Tab
Select the to add a new preference
Select the appointment category, time and day of the week you wish this to appear on the scheduler (be sure the providers chair is open on the day of week you select)
Once done you should see your perfect day preference show up on the scheduler to specify what kind of appointment the provider would like booked within the specified times
**NOTE**the Perfect Day Preference will show every week on the ‘Day of Week’ you specified when entering (i.e. if you select Friday, you will see the Perfect Day Preference on all Fridays for that provider) **NOTE**to set the colour of the Perfect Day Preference, see ‘Office Categories’ document under ‘Procedure Categories’
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Inactivating a Provider
Select the provider from your list
On the ‘General’ tab you have an ‘Inactivation Date’ field on the bottom right corner (above Primary Chair)
Enter the date as to when the provider is no longer active, and you will receive the following prompt
Deleting a Provider (with a chair in the schedule)
Select your provider from your list
Select and you will see the following warning
**NOTE**your providers will always remain in your reports list so we suggest adding a ‘Z’ to the beginning of the name to move them to the bottom of your list for convenience **NOTE**we do not suggest deleting providers until all A/R has been cleared **NOTE**deleted providers can only be retrieved by a LiveDDM Technical Support Agent for a fee
Payroll and Billing This tool is located in your Dental Team.
Select ‘User’, ‘Dental Team’
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Select your provider from the list and select the ‘Payroll/Billing’ tab
Unique numbers are added here to support EDI(modem)/iTrans (internet) submissions
Dental Fee Split Rate (entered as a percentage)
Posting Exam fees to the Overseeing Doctor by default Using Dental Team set up, you can specify which examination codes will post to the Overseeing Doctor in a Hygiene invoice.
Select under Overseeing Rates
Add the code range 01101 to 01902
Select a Reimbursement (use 100% for the owning Doctor, or the usual percentage or flat rate for an Associate if using the Fee Split Report to calculate associate reimbursement)
Select ‘Production’
Hygiene invoices will automatically post codes in the examination range to the overseer’s production. This can also be done manually by changing the provider when posting, although using Dental Team to set the defaults will decrease the chance of posting exams to the hygienist in error. Invoice Window
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What if my office does not post Recall Exams to the Doctor?
LiveDDM allows you to easily and automatically assign examinations to the Overseeing Doctor when posting a hygiene invoice. To set this up, refer to the ‘Payroll and Billing’ document. Your accountant will likely need to make an adjustment to the doctor production if examinations have been posted to a hygienist. To make sure, run:
Production by Code for all hygienists, using the range 01101 – 01902 This amount will then be added to the doctor production and subtracted from the hygiene production.
Overseeing rates These are codes that the provider will be paid a percentage on in a Hygiene invoice. For example- recalls, x-rays etc.
Enter the start and the last of the code series, enter the reimbursement percentage and place a checkmark in the production field
Select to create a new line for another set of codes
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Deductions Use this field to remove lab codes from a provider’s production report. The most common is the 99111, which automatically gets deducted so there is no need to add this code here.
Select and enter the starting code and ending code of any other lab codes you may use, then select the percentage for the deduction
Setup - Terminal Settings
This window controls settings for LiveDDM on that specific computer only.
Select ‘User’, and then ‘Terminal Settings’ from the list
General Tab
The window will open and you will be on the ‘General’ tab
Here you can set your Terminal Logout, Appointment Reminder Prompts, Enabling the Signature Pad and Inter-terminal Messaging
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The Terminal Logout is defaulted to 5 minutes. This means if you are inactive on your computer for 5 minutes you will automatically be logged out of LiveDDM
**NOTE**change the setting to 0 to avoid being automatically logged out
Place a checkmark in the box next to the settings you wish to use **NOTE**please leave the default selections for ‘Default Verification for this Terminal’
Database Settings Tab
Here you will find the settings for your database
In the event that one of your workstations are unable to open LiveDDM and get a ‘Database Missing/First Use’ box, you can find your settings here on a working workstation
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Enter the settings as shown on your screen
If this does not allow you to log back into LiveDDM, please contact Technical Support for assistance
**NOTE**never adjust any of the settings shown here, unless changing the ‘Database Name’ over to your ‘Training’ database for Training purposes. Please see ‘Updating Training Database’ document for these instructions
Imaging Tab- Bridging to Imaging Software
Note: please see the chapter on Bridges for detailed information on bridging to a third-party imaging
package and instructions on how to use this tab
Reports and Display Tab
This tab holds some settings for your daysheet as well as how your scheduler displays
The ‘DaySheet – Landscape’ setting, allows you to print the daysheet in landscape format
Displaying your daysheet in full width allows you to view all of the chairs in the scheduler when in day view (without having to scroll)
‘Displaying Active Patients Only on Startup’ allows you to see only the active patients in your list when launching LiveDDM. This feature allows the program to load slightly faster as well as make your patient list smaller and easier to manage
You also have the ability to control how many days display in a week view format on the scheduler
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Setup - Bridges
Bridges - Overview
Bridge compatibility – test before you buy!
LiveDDM recommends that you install and test the imaging software you are considering for purchase.
Your sales rep should be able to set up trial software that enables you to launch the bridge and manage
the images to ensure all is working properly.
This important step will ensure that the bridge functions as expected.
**NOTE** LiveDDM will not be adding additional bridges and is not responsible for the purchase of
untested and/or incompatible bridges
What is a bridge?
A bridge allows LiveDDM to launch your imaging software package and pass the patient
name and other information to it so that their file is automatically created. If the file
already exists, then it serves to automatically open their file. This is so you don't have to
open the image software separately and create patient files yourself; the work is done for you by using the bridge.
LiveDDM supports the following Dental Image Software packages. Before you begin, contact
the imaging software representative and/or technical support to find out what executable
(and where it is installed on your pc) to point LiveDDM to. In some cases, you will need to
know where the image files are located as well; in most cases, you only need to know the
location of the executable. Consult the list below for what information is required from your
imaging company. Please note that the imaging software must be installed on the PC prior
to bridging, unless in the rare case the imaging software is only installed on the server.
Again, please consult your imaging software company for more information.
Imaging package EXE notes Image Path required?
Apteryx
Adstra
CADI
Capture Link
Cliniview
Cliniview v2
Evasoft 2.1
Florida Probe
Kodak / Trophy
Bridge to local .exe
Bridge to local .exe
Bridge to local .exe
Bridge to local .exe
Bridge to .exe on server
Bridge to .exe on server
Bridge to local .exe
Bridge to local .exe
Bridge to local .exe
no
no
YES
no
no
no
no
no
YES
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LiveImage
PatientGallery/ImageFX
Patterson Imaging
Plan Meca
ProImage
Schick CDR DICOM (2.6)
Schick CDR DICOM (3.0)
Schick CDR DICOM (4.5)
Sidexis v1
Sidexis v2
Vipersoft
VixWin
XDR / Dexis
not supported
Bridge to .exe on server
Bridge to local .exe
Bridge to local .exe
Bridge to local .exe
Bridge to local .exe
Bridge to local .exe
Bridge to local .exe
Bridge to local .exe
Bridge to local .exe
Bridge to local .exe
Bridge to local .exe
Bridge to local .exe
n/a
no (set path inside PatientGallery)
no
no
no
no
no
no
no
no
no
no
no
Bridging LiveDDM to your imaging software package
Once you have the EXE location (and if required, the image path location), take the
following steps to bridge LiveDDM to it; in this example, PatientGallery is used to
demonstrate.
Log into LiveDDM
Click on User-->Terminal Settings, then click on the Imaging tab:
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Using the drop down for Primary Imaging Software, select the imaging package installed on your PCs:
Note: LiveDDM supports bridging to two different imaging software packages. Use the Secondary Imaging Software section to link to an alternate imaging software package.
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Note: if you are using CADI or KODAK imaging, then you will be prompted for the path to
the images typically stored on your server – contact your imaging company and your
hardware vendor for this information
This path is stored in the registry. If you make an error and select the wrong folder or want to change this path, simply change the imaging software to another bridge, then change it back to CADI or KODAK and you will be re-prompted for the image path location.
After setting the image path (CADI and KODAK only) next click ''Browse...'' beside the
Imaging Software Path and navigate to the executable location provided by your imaging software company:
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Note: In a few cases, the .EXE (executable) is located on your server instead of on your
local workstation. Your imaging software company will let you know if it is when you ask for the location of the .EXE.
Now the bridge is setup and you are ready to test it:
Open the patient window and select an active patient, then click the 'Launch Bridge' icon on
the toolbar:
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Your imaging software package will launch, and automatically open to the patient's file without you having to enter the information in yourself.
NOTE: The 'Launch Bridge' icon does not display until you have opened the patient window.
Alternately you may launch the bridge by opening the scheduler and right-clicking on a patient's appointment and selecting 'launch bridge':
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Introduction to the Patient Window
Your Patient Window holds all your patients. There are many tabs within the Patient Window that hold information specific to that patent. When the tabs are pink that means there is information entered
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The ‘General’ tab stores all basic information about the patient such as phone numbers, email address, Responsible Family Member and Recall Cycles
The ‘Details’ tab is for medical information (not required) such as S.I.N number, OHIP number and also an Orthodontic Ledger
The ‘Preferences’ tab is where you enter patient preferences such as Doctor or Hygienist preference, time of day to be contacted, preferred Office, as well as Referral information
The ‘Primary’, ‘Secondary’, and ‘Tertiary’ tabs are all for insurance information, enter accordingly (see ‘Entering Insurance in the Patient Window’ document)
The ‘Pending Treatment’ tab is where you enter any treatment that the patient needs to have done. You can also create invoices, appointments, and treatment plans from here
The ‘Appointments’ tab is where all patient appointments and treatment plans are stored. You can view family appointments or just for the current selected patient
The ‘Ledger’ tab is where all invoices are stored for the patient. You can view all family invoices as well as show the cancelled items
The ‘Claims’ tab is where all electronic submissions (claim transactions, predetermination submissions, as well as electronic reversals)and corresponding responses are stored
The ‘Rx’ tab is where all Prescriptions are stored. You can create from here as well as view
The ‘Images’ tab is where patient images are stored. See ‘Patient Images’ document for further information
The ‘Clerical Notes’ tab is where you can create view, or delete a clerical note
The ‘Critical Info’ tab is where you enter patient medical alerts, and enter any important patient notes. See ‘Office Categories’ document for more information on Alerts
The ‘Documents’ tab is where you enter in Scanned Documents or Electronic Documents
The ‘Notes’ tab is where all patient notes are stored. If you make a note in an appointment or in the Critical Info tab, they will appear here by date and area of entry
**NOTE**to quickly view what treatment the patient has had done, or the last time they were in for
their recall appointment, use the Treatment History Icon located in many areas
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Scanned Documents The Scanned Documents can be found in your Patient Window, under the ‘Documents’ tab. You can scan using a scanner or import an image.
Select , and you will see the following screen
Select to Scan, or to Import (this area most used for scanning)
Once you select the Scan Icon, you will see the following prompt
Say ok, and you will get prompted with another window where you can select your scanner
Once you select the scanner you wish to use, you will be taken to your scanning software and continue from there
Once your document is scanned in, you will be taken back to the window shown above where you can enter your Set Name and any Notes
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Your document will now show in the Documents tab
Notes:
You can lock Scanned Documents by using . To unlock, select your document and then the icon again. You will be prompted for login/password (if sufficient access) but you can view the documents while they are locked (locked documents will appear in red)
If your scanner does not appear in this list, it may not have a TWAIN driver. If this is the case, use the scanner software to save the document to a temporary location and then import your document into LiveDDM. Consult your hardware vendor for assistance.
All scanners are different so please call your Hardware Vendor for assistance in installing and using your scanner
Electronic Documents Electronic Documents are used mainly for LiveDDM Templates. Once your template is created you can import the letter here, and all of your patient information will merge automatically for you. For assistance on creating your templates please see ‘Creating Custom Templates’ document.
Notes:
Lock your Electronic Documents by selecting . You can still view the document but you cannot unlock to further edit (locked documents will appear in red)
Import into your electronic documents as shown below
Punch Clock
The punch clock is used to keep track of employee hours and generates a report for payroll.
Once logged into LiveDDM, select icon, or select ‘Punch Clock’ from the ‘User’ menu
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You will now see a Punch In/Punch Out window
Select ‘Punch In’ and you will receive the following message
The window will close
To punch out, select the Punch Clock again
Your window will now say ‘Punch Out’, select it and you are now punched out
Printing Punch Clock Entries
There are 2 ways to print your punch clock entries
You can select the on the bottom left of the punch clock window
OR
Select the , and then select ‘Payroll Report’ from the list of reports
Now select your name from the provider list and place a checkmark in the Payroll Report box
Select your date range and
Accounts Payable
This area is where you can set up bank accounts for the providers in your office. You select the bank account when entering a payment for a patient onto the ledger.
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First select ‘View’ from the top of LiveDDM and select ‘Accounts Payable’ from the list
Select the on the following window to add a new account
Enter your account information accordingly
Once finished you are now ready to use this account **NOTE**you can search for all payments entered under that account by using the ‘Account Transactions’ criteria (select date range and payment type)
**NOTE**to remove an account, simply select from the list and select the to delete the selection. This action will also remove that bank account from any associated payments
Adding a New Patient or Family Member
Select your ‘Patient Window’ icon on the toolbar
Select on the bottom left of the window
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You will see the following window
Select if you are adding a brand new patient
If adding to an already existing family, select ‘Add Family Member ‘
Be sure that you are on the existing family member in the patient list before adding the new family member
Enter all required fields (marked with red stars)
Additional information can be entered now or later if you wish by selecting the ‘Edit Patient’
option also at the bottom left of the ‘Patient Window’
Marking a Patient as Benefit Holder Only
When a policy holder is not an active patient in your office, they are still required to be entered into your LiveDDM database.
Open the patient window and add them as a patient or family member
Enter all their information i.e.: insurance, address date of birth
Place a check mark in the benefit holder only box
Uncheck the active box
All their information at this point is un-editable
Select account holder from the reason drop down (you can view the inactivation reason in the ‘Critical Info’ Tab)
Select to save
You can now place a checkmark in the ‘Benefit Holder Only’ box **NOTE**if any changes need made to the policy holders insurance or address, you will need to re-active the patient, make the changes and in-activate them again (select benefit holder only)
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**NOTE**if Active and Benefit Holder Only are both selected, your patients recall cycles and provider preferences will remain grey and you are unable to select. Be sure to only select one or the other
Inactivating a Patient
Select your patient from the list
Uncheck the ‘Active’ box and you will get the following prompt
Select yes if you are sure
You will then get prompted to enter the reason the patient is leaving the practice
Select a reason from the drop down list or enter your own information
**NOTE**the inactivation reason and date can be found in the Patient Window, under the ‘Critical Info’ tab
Deleting a Patient
To delete a patient simply select them from your patient list
Now select the
You will then be prompted to enter your login and password
Only those with specific access can delete patients (see ‘Dental Team’ document for this setting)
Note: If a patient is accidentally deleted, you may restore them using the data maintenance tool
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Responsible Family Member
The Responsible Family Member is how your patients will be linked in the computer with or without insurance. The Responsible Family Member should be the mother/father/spouse that would be contacted regarding appointments and accounts. This person can be the same as the insurance policy holder if you wish.
Select the name in the Responsible Family Member area in the General tab of your Patient Window
Ensure all patients in this family have the same person selected as Responsible Family Member
To view all family members attached to this patient, select the ‘Responsible Family Member’ link
You will now see a family list
Simply select any of the names in this list to switch to another family member’s information window
Entering Insurance into Patient Window
From ‘Patient Window’, select the ‘Primary’ Tab
In the drop down list beside ‘Employer’ search for your employer
If the employer is in that list simply select the name
If your employer is not in that list, select the link to ‘Employer’ in blue as shown above
You can now add the employer. See ‘Adding new Employer Information’ for instructions
Once you select your employer it will automatically pull in the Insurance Company and Policy number that you entered when adding the Employer Benefit Plan
Enter the patients subscriber id in the appropriate field
Be sure the Benefit Holder is filled in with the appropriate patient’s name and relationship
If the office takes Assignment, select the Assignment box underneath the Benefit Holder field
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If this patient’s claims are going to be sent electronically, you can also select the Electronic Transmission box
Once finished, select a different tab and go back to make sure all the changed have been saved
Scheduling an Appointment
Select the Scheduler on the toolbar
Find the time desired for the appointment with the appropriate provider
Double click where you wish to schedule the appointment. An appointment window will be displayed as shown below
Appointment Window
Enter all appropriate information for this appointment Patient Name, Category, Number of Units, Notes and Codes (if required)
Select to save the appointment
You may have a few prompts at this time depending on how your office is set up
The Appointment is now scheduled
Scheduling an appointment note
DO NOT put a checkmark in the complete box, the appointment will complete automatically when billed
Scheduling an Appointment for a New Patient (QuickAdd) This is how to enter a new patient quickly while scheduling their appointment
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(I.e. Emergency patient calls. You want to offer them a time in the schedule and get their basic information, we refer to this method as QuickAdd)
Select the Scheduler and double click on an open unit in the scheduler to display the appointment window
Beside patient name you will see an icon with a plus (as seen below), select that icon
This will open the ‘Add a Patient’ window
This screen allows you to enter basic information for the patient
You can add more detailed information when the patient arrives at your office (by selecting Edit patient)
Here you enter the patients name by selecting the blue Full Name link, and enter information accordingly (if you wish to add the address here, select the blue Address link)
Then add the Date of Birth and the patient’s phone number
You can use this screen to note the Preferred Dentist and the category for the patient if your office uses categories to further define patients
Select to save the information
Scheduling Appointment for new patient notes
Selecting the blue link lines will open additional windows for editing and will transfer to proper format. You can do this at any time
Make sure to set the patients recall cycles in the patient window once they are added to the system
Editing an Appointment or Viewing Appointment Details
Double click on the appointment in the scheduler
Your appointment window will display and you will be able to make changes
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Select to save the changes you make (units, notes, confirmation message, providers)
Select to cancel your changes and exit the window
Moving or Rescheduling an Appointment
If moving an appointment to a different chair, you can adjust in the appointment window as explained above
You can also select, hold and drag the appointment to the appropriate time and release the mouse
If the patient wants to reschedule an appointment to a different day you can right click the appointment and choose ‘Add to Drop Box to Reschedule’
The appointment will now be in the ‘Appointment Drop Box’ at the top right corner of the scheduler
Once you find a time, select the appointment from the drop box, hold and drag the appointment on to the scheduler
Be sure to enter your reschedule reason
Cancelling an Appointment from the Scheduler
Select the appointment in the scheduler that needs to be cancelled
Right click on the appointment
Select ‘Cancel and Make Planned’
Select the appropriate rescheduling reason: No Show Short Notice Cancelled/Rescheduled with Notice Office Reschedule
Be sure to enter a note
Select to finish
You will now get a prompt to invoice the patient if you selected ‘No Show’ or ‘Short Notice’
If desired, you can invoice at this time
The appointment is now cancelled and put into Planned Appointments for future use
Cancelling Appointment from Patient Window
Select
Select the ‘Appointments‘ Tab
Select desired appointment to cancel
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Select the icon
Select the appropriate cancellation reason: No Show Short Notice Cancelled/Rescheduled with Notice Office Reschedule Reason: (add any notes here…)
Be sure to enter a note
Select to finish
You will now get a prompt to invoice the patient if you selected ‘No Show’ or ‘Short Notice’
If desired, you can invoice at this time
The appointment is now cancelled and put into Planned Appointments for future use
Cancelling appointment from patient window note
View the history of the appointments by going to the patient’s Appointment Tab. Select the appointment and double click to open it. The history will be at the top right hand side of the window
Deleting an Appointment
Select the appointment in the scheduler that needs to be deleted
Right click on the appointment and select ‘Delete Appointment’ You will be prompted to enter your login/password
If you have access in Dental Team, your login/password will be accepted and the appointment is now deleted
Deleting appointment note
Once an appointment has been deleted, the history is also removed and cannot be retrieved
Creating Medical Histories
Open your Scheduler by selecting the
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Right click on the patient’s appointment, select ‘Document’, and select ‘Medical History’ from the list
A window will open where your patient can fill in their information
When done, the patient can select
The patient now has option to revise, if they are complete, select They will now be taken to a blue screen where you can exit The office staff will now need to enter their login and password to exit the screen and return to
the program
Note(s):
Medical, Dental, or Child Histories cannot be edited once saved so be sure you are complete before saving (to add additional information after, you can select ‘Update Medical History’)
follow the same steps to create a Dental or Child History
Charting a New Exam
Head and Neck Right click on patient’s appointment, select ‘Chart’, select ‘Head and Neck Exam’
Fill in the information as desired and when finished
Note(s):
you will not be able to edit the Head and Neck Exam once saved so be sure it is complete before saving
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Odontogram Right click on the patient’s appointment, select ‘Chart’, and select ‘Odontogram Exam’
An Odontogram window will open, depending on how your office is set up you will get a few
prompts (I.e. if patients appointment has codes in it, if preferred dentist is not selected for that patient, etc)
Select the exam you wish to chart and use the chart tools (as seen below)on the right hand side to draw on the exam (select the teeth by clicking on them, you will notice a blue triangle appear once they have been selected
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If you need to clear the charting for a tooth that you extracted in error, select the tooth and select from the ‘Base Teeth’ options as shown below (Adult or Primary depending on the patient)
You will now be able to enter the correct information for that tooth
However if you need to correct charting on a tooth with any kind of restorative that you have charted in error, go to the listings of what you have charted below the odontogram picture, right click on that line and clear
The line you selected on will be removed along with the picture in the odontogram
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If you need to clear the charting from an entire exam to start over, select from the ‘Base Teeth Set’ menu as shown below (Adult, Primary, or Mixed Dentition depending on the patient)
Once finished the charting, to finish
If you are completely finished the exam then you can select ‘save now complete now’, and invoice if you wish
If you are not finished, select ‘save now and complete later’
Depending on your office setup, you may get a progress note at this time
**NOTE**you can edit any completed exam as long as you have not signed and completed the attached Progress Note
**NOTE**to use your ‘Favourites Utility’ when charting, select your icon for repetitive codes, and select appropriate code
Periodontal Exam
Right click on the patient’s appointment, select ‘Chart’, and select ‘Perio Exam’ from the list
The Perio Chart will open and you will have a LivePerio Options box where you can adjust certain settings
You will then have to verify the provider and overseer of the appointment
Once done you can now begin to chart by using the tools on the right hand side as seen below
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Periodontal Charting Window
Enter the numbers either by using the keyboard number pad or using the graph with your mouse
Missing teeth will automatically be skipped over
You are guided by the paths you have set (read 18-11 without pause etc)
Bleeding and recession points can be documented at any time during the exam
**NOTE**to set your path please see ‘Periodontal Exam Setup’ document Patient Observations and Etiology
Select the
Use the drop down menu to fill in the information (you may also type your own information in these fields)
**NOTE**your own entries will not be saved and will need to be re-entered each time
Once finished select the to save this page
You are now back at your perio exam
Once finished the charting, to save
Depending on your office settings, you may get a progress note at this time
Enter your notes as you wish and save
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**NOTE**if using the ‘Patient Observations and Etiology’ please be sure to save once before entering any info and then save again once complete (this is for printing purposes later on, if required) **NOTE**you can edit any Perio Exam until it is signed
Once you are done with the progress note, you will be at another Perio Chart window
You will see the exam you just created and any other exams for that patient listed at the top right hand side of this window as shown below
Here is where you can show your patient a comparison of their evaluations from a past visit (be sure to select both the exams you want to compare by holding crtl and selecting the exam)
Create Pending Treatment
To get to the Pending Treatment, right click on the patient’s appointment, select ‘Chart’, and select ‘Pending Treatment’.
There are 2 ways to create the Pending Treatment:
If you know your codes
If you do not know your codes If you know your codes
You can enter the code at the upper right corner of the Pending Odontogram (the border of the pending odontogram will be orange in colour)
Select the GO wheel to add it to the Pending Treatment list
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You will get the following prompt to select the appropriate provider
When done select verify
Be sure you have the correct provider selected, as once verified your odontogram will draw the treatment you just entered
If you do not know your codes
Once in the Pending Treatment Screen select the tooth that you would like to diagnose treatment for and select the corresponding category from the right hand side as shown below
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Depending on the category you select, you will get a few different prompts for more information
If there is more than one code option for the treatment you have selected, you will get a
‘Filtered Codes’ box where you can select the code you wish to use and select the
Your treatment will now draw on the Pending Odontogram as treatment that needs to be completed in the future
You can delete a pending treatment item from the list by selecting the line, right click, and select ‘Delete Selected Pending Treatment’ as shown below
You will get a prompt confirming you wish you remove the code(s), select yes and the codes are
no longer listed
You can make specific notes on the codes by selecting the icon. A treatment note box will open where you can make any notes pertaining to that code or that treatment
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Once there is a note attached to that code, the note icon will light up blue
From here you can create your patient’s Planned Appointments or Treatment Plans
**NOTE**see ‘Planned Appointments’ and ‘Treatment Plans’ documents on how to create these appointments
Invoicing an Exam
If you say yes to ‘Invoice the selected exam now’, you will be brought into the Invoice Details screen
Invoice Window
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**NOTE**hovering over any of the lit up icons will display a tool tip describing what that icon does
If you need to add other codes, you can do so at this point by selecting
If there are any outstanding treatments, you will be brought to the Add Outstanding Treatment window as shown below
You can select the codes you wish to add in your invoice, then select Go (to select more than one code hold ctrl on your keyboard and select each code)
If the code you are adding is not in the list, you can select to add a new one
If you decide to remove any of the treatment in the invoice, you can select the code(s), and
delete it from the invoice by select , or you can select to send the code(s) back to the patient’s ‘Pending Treatment’ to be billed at a later date
You will get the following message box
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Answering ‘Yes’ to this question will remove the code from the invoice but it will remain in the patients ‘Pending’ Tab; answering ‘No’ will remove the code(s) from the invoice as well as the ‘Pending’ Tab
**NOTE*only put a complete checkmark in the bottom of the invoice if you are completely finished
and no longer wish to make changes
Once you are finished save the invoice
If your office uses the recall cycles there will be a prompt regarding recalls associated with the appointment (if the recalls are not set in the patient window, you will NOT get this prompt)
Select Yes to schedule the appointment now or to create a Planned Appointment
Select No if you’d like to skip the recalls associated with this appointment (you will have another chance to schedule once the invoice has been marked complete and saved)
If you select Yes, the following window will open
Schedule this recall as an Appointment
Create a Planned Appointment for this recall (the target dates will be set automatically according to the cycles set in the patient window)
Do not book this recall
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**NOTE**depending on your office settings, you may get a progress note at this time (it will be blank if you have not already started to make notes or not yet created one)
Once you are completely finished with the exam and the invoice, and the doctor has looked over the note, you can sign it to lock the progress note and the exam
**NOTE**the provider and overseer of the appointments are the only team members that can sign the progress notes
Progress Notes
Clinical Clinical Progress notes are legal documentation of the appointment. The Provider makes any notes regarding any discussions they had with the patient. These notes should be signed once they are completed so they cannot be altered or deleted.
Creating From Appointment
Select your appointment in your scheduler
Right click and select ‘Progress Notes’ from the list
Select ‘Appointment Progress Note’ if you wish this note to be attached to the appointment
You will see the following window where you can enter your information in to
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If you have templates already set up for your notes then you can select a category from the list on the left and drag the note into the text box
If you do not have templates set up, please enter manually
When finished with your note, select
You will get the following prompt to sign the note
Select yes if finished and the provider will be prompted to enter their login/password to sign and lock the note
Note(s):
once an invoice and/or exams are attached to the appointment, you will see them appear above the text box in your Progress Note
to set up your progress note templates, see ‘Progress Note Setup’ document
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Creating When No Appointment
Select your patients name from your patient list
Select ‘New’ from the top of LiveDDM
Select ‘Progress Note’ from the list and ‘Clinical Progress Note’
You can now follow the above steps to enter and save your note **NOTE**you can view all unsigned Progress Notes at the end of your day by going to your ‘To-Do
List’, ‘Incomplete Clinical Notes’
Clerical
Creating Clerical Note from Patient Window Clerical Progress Notes are most commonly used by the administration staff regarding treatment planning, or financials.
From the Patient Window select the Clerical Notes tab
Select the
Enter your note into the text box
You may change colour, font or highlight important information
If this is a note that you wish to be reminded of at a later date, adjust the reminder date accordingly
Ensure there is a provider selected from the drop down menu
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Once satisfied, to save
You will get a prompt asking if you wish to mark this note as complete, or leave incomplete to edit at a later date. Answer accordingly
**NOTE** by answering No, the clerical note will remain open and will appear on your To Do List
under ‘Incomplete Clerical Notes’ on the reminder date (see ‘To Do List’ document on maintaining this list) **NOTE**the notes that are open for editing are in green. This will alert you that they are outstanding or can be edited to completion
Creating from Scheduler
Select your patients appointment
Select ‘New’ at the top of LiveDDM
Select ‘Progress Note’, and then ‘Clerical Progress Note’
You can now follow the same steps as above to enter and save your note
**NOTE**you can also view clerical notes from the ‘Patient Record’
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Patient Images
You will find this area in the Patient Window under the ‘Images’ Tab. Here is where you store images from your intra-oral camera.
Select the ‘Images’ Tab
Select the to add a new image set
You can now select the to select the images directly from the camera
You can also scan , or capture an image directly into this tab by utilizing the other icons available
Be sure to name your image set before saving
You cannot delete an image set; for this you will need to contact Technical Support
**NOTE**to view an image set, select the . Select your patient and then the image set you wish to view from the drop down list
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Planned Appointments
Planned Appointments are appointments that the patient needs but has not booked yet. Once the patient is ready to book their appointment, you move the planned appointments to your scheduler to make your scheduling quick and efficient. The Units, Codes, Providers, Category, and any Notes are entered so the staff is properly prepared for the appointment. Planned Appointment Window
Creating From Patient Window
Select the patients name in the patient list
Select the ‘Appointments’ tab
Select to create a new Planned Appointment
A Planned Appointment window will open
Select the Category, Units required, Provider and any Notes that may apply
If entering Codes, select the
If your patient has pending treatment, you will see an ‘Outstanding Treatment’ window
Select the codes and OR select to manually enter codes
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Adjust the Reminder Date as to when this patient wishes to be contacted
This appointment will appear on your To Do List on the chosen Reminder Date
Select to save
Creating From LiveChart or Pending Tab in Patient Window
Select the codes for your Planned Appointment (for multiple codes, hold ctrl and select)
Right click and choose ‘Add Selected Pending to’ and then select ‘Planned Appointment’ from the menu
Select the Category, Units required, Provider and any notes that may apply
Adjust the Reminder Date as to when this patient wishes to be contacted
This appointment will appear on your To Do List on the chosen Reminder Date
Select to save **NOTE**if creating a Hygiene Planned Appointment outside of the recall cycle, be sure to adjust the Target Date to reflect when the patient is actually due for their next appointment **NOTE**when creating Planned Appointments as stated above, the Target and Reminder Dates will be defaulted to today’s date
Scheduling Planned Appointments
Select your appointment from the ‘Appointments’ Tab
Right click, and select ‘Appointment Drop Box’ from the menu
Your appointment will now appear in the drop box on your scheduler
Select and drag the appointment to the desired date and time in your schedule
OR Double click to open your Planned Appointment
Place a checkmark in the ‘Appointment Drop Box’ on the bottom right hand corner of the window
Select to save and your appointment will now appear in the drop box on your scheduler
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Deleting Planned Appointments
Select the Planned Appointment from the ‘Appointments’ tab in ‘Patient Window’
Select to delete **NOTE**any appointment history is deleted also and cannot be retrieved
Treatment Plans
Creating a Treatment Plan From LiveChart or from your Pending Tab in patient window, select the codes you wish to create
a Treatment Plan for (for multiple codes, hold ctrl and select)
Right click and select ‘Add Selected Pending to’, you will see a menu list
A Treatment Plan window will open with the codes you just selected inside
Once you have your desired codes in the Treatment Plan you can set the following information… Reminder Date: Select the date you wish the Treatment Plan to appear on your TO DO LIST, under
Treatment Plans that are due (the default date is 2 weeks prior to target date), in order to start contacting the patient. Office Notes: In this area you can enter any specific information regarding the Treatment Plan (this will not appear on any printed form). Insurance Notes: Use this area to enter any information you require the Insurance Company to see
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Notes to Patient Tab: Utilize this space to enter notes/breakdown information to the patient. This will appear when Layperson Treatment Plan is printed. Provider/Overseer: Ensure you have the correct provider and overseer selected.
Adding Codes: When adding codes into the Treatment Plan select the . If the patient has outstanding treatment, you will see the following window prompt you to select codes from there (Pending Tab).
Select the desired codes and select the
If the code is not in the list, simply chose to enter a new code Removing Codes: If there is a code in the Treatment Plan that needs to be removed, simply select the
code(s) and select the . You will get a prompt asking if you wish to remove these codes from outstanding treatment. If you answer No, it will remove the code(s) from the Treatment Plan but the code(s) will remain in your Pending Tab for future use. If you answer Yes, it will delete the code(s) from the Treatment Plan as well as from the Pending Tab.
Phase/Option: Once all the codes are in the treatment plan you may select phases or give options to the codes. Select the codes (one at a time) and select the ‘status’ box (it will default to ‘required’). This will give you a drop down list where you can selected your phases and options. Do this for codes as desired.
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Sending Electronically: Have the Treatment Plan open, select the code(s), and then select the Claim icon
on the bottom left corner of the window. Printing for Insurance or Patient: Have the Treatment Plan open, select the code(s), and then select the
Printer on the bottom left corner of the window. You will have the option to print an Insurance Predetermination Form, or Layperson Treatment Plan. Once you select one of the 2 options, you can view the print preview if you like, and print from there. Declining Treatment: If a patient does not wish to do the treatment, simply open up the treatment plan, select the codes, right click and change status to ‘declined’. You will then get a prompt confirming that by declining these codes they will be deleted from the pending treatment list. The treatment plan will remain in the patients appointment tab for future reference but it will no longer show on the To Do List.
If the patient changes their mind and decides to go ahead with treatment, follow the same steps but change status to accepted.
Deleting a Treatment Plan
Open your treatment plan, select the codes
Right click and select ‘Delete Selected Pending Treatment’ from the menu
You will now see the following prompt
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If you answer No, it will remove the code(s) from the Treatment Plan but the code(s) will remain in your Pending Tab for future use
If you answer Yes, it will delete the code(s) from the Treatment Plan as well as from the Pending Tab
Once the codes are gone, you only have the option to select the
Select to close the Treatment Plan
Open the Treatment Plan again and you will see that it is empty
Select and you will receive the following prompt
Select Yes, and your Treatment Plan is now deleted **NOTE**all deletions are tracked under ‘Logs’. See ‘Logs’ document on how to view **NOTE**once you print or send electronically, the Treatment Plan will automatically be marked as complete. Once it is marked complete you can no longer make changes **NOTE**if a treatment plan has been declined or if the codes have been billed in an invoice they will no longer remain on the to do list
"Incorrect syntax" error message appears when trying to print an
insurance predetermination
Problem: The following error message appears when trying to print an insurance
predetermination form after first pressing the control key, then selecting codes:
---------------------------
LiveDDM Reports
--------------------------- Incorrect syntax near the keyword 'OR'., -2147217900
There has been an error printing. One or more pieces of information has not been correctly
entered for the patient. This could include any insurance information, especially the primary
account holder, and or insurance company.
---------------------------
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OK ---------------------------
Solution: This error occurs when the user holds the control key BEFORE starting to select
codes. To avoid this error, select a code first and THEN hold control to select additional
codes.
Steps:
Click OK to the error message.
Click on the open treatment plan in the grey space below the codes (or close and reopen the treatment plan) in order to deselect them.
Using your cursor, highlight the first code you wish to add to the predetermination.
Once the first code has been highlighted, press and hold the control key, then select any other codes you wish to add to the predetermination.
When you have finished selecting codes, release the control key and click on the printer icon in the treatment plan.
You will now be able to preview and/or print the predetermination.
If you wish to add all codes in a treatment plan to the predetermination, or if the codes you
wish to send are grouped together, simply click on the first code (using the left mouse
button) and without releasing, drag your cursor down the list until all codes are highlighted. Once that is done, proceed with printing the insurance predetermination.
"Multi-part identifier" error message appears when trying to print an
insurance predetermination form
Problem: The following error message appears when trying to print an insurance
predetermination form:
---------------------------
LiveDDM Reports
---------------------------
The multi-part identifier 'PatientPredTreatmentDetails.ID' could not be bound., -2147217900
There has been an error printing. One or more pieces of information has not been correctly
entered for the patient. This could include any insurance information, especially the primary
account holder, and or insurance company.
---------------------------
OK ---------------------------
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Solution: click OK to the error message and close the treatment plan window
Click on the Preferences tab for that patient
In the lower half of the window (on the left side) you will see a field titled 'Language'
Click the drop arrow and change the language setting from French to English
Return to the Appointments tab and reopen the treatment plan you were working on
You will now be able to preview and print the predetermination
Insurance predetermination forms do not print in French. Once the form has been printed
in English, you can return to the patient's preferences tab and reset the language to French.
Invoicing from Scheduler
If your office uses the recalls cycles, make sure it is set up for the patient before invoicing
Select the appointment, right click and select ‘Invoices’
Select ‘Create Invoice’ from the menu
Select at the lower right side to enter codes
If you are creating invoices chair side you can leave the status of the codes as ‘In Progress’
This gives the Front Desk team the opportunity to make any corrections or alterations to the invoice before sending the claim electronically
Select to save the invoice with codes In Progress
The Front Desk can now open the invoice, check all the codes and if it all looks right, mark it as
complete
Select to finish
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Creating Invoice when No Appointment (Product Sales)
Select your patient from our list
Select the ‘Ledger’ tab
Select the and an Invoice window will open
Enter all information accordingly
Once the treatment is complete, place a checkmark in the ‘Invoice Complete’ box
You are now taken back to your ledger where you can view all patient invoices
Finish Invoice (This is the last step to completing an invoice)
Verify the bullet is in the appropriate task Electronic Transmission Claim Form Invoice No Documentation Required
Select to finish
**NOTE**the bullet will be defaulted to one of the options based on the information setup in the Patient Window, Primary Tab
Viewing an Invoice
Go to Patient Window
Select the Ledger Tab (this will display a list of existing invoices)
Double click on the desired invoice (this will allow you to view the invoice only)
Select blue door on the lower right to close the window
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**NOTE**if there are no invoices in the ledger but there should be, right click anywhere in the ledger and select ‘Show Outstanding Invoices Only’ and your invoices will appear (see ‘Office Setup’ in regards to this setting)
Assignment Invoicing, and Payments When a patient has been selected as Assignment in their Primary tab, complete the following steps...
From the scheduler, right click on the appointment, select’ Invoices’, and select ‘Create Invoice’
A window will prompt you to specify where you want the balance to remain, on Insurance or
Patient side (shown below), select ‘All to Insurance’
Make sure the body of the invoice is set to Primary or Secondary Assignment (on the bottom of the invoice) or you will not have this option
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Enter your codes, complete the invoice and send electronically as normal
In the ledger you will need to take the patient portion and enter it as a credit –the invoice in the ledger will now be marked with an (A) in front
**NOTE**you cannot pay an assignment invoice with a patient payment
**NOTE**to apply credits and insurance payments, please see ‘Entering a Credit’, and ‘Applying an Insurance payment’ **NOTE**to manually swing a balance see ‘Manual Balance Swing’
Entering a Payment
From ‘Patient Window’, select the ‘Ledger’ tab
Select the red invoice that you would like to apply a payment to
Select the Payment Icon in the lower right hand side of the window (this will bring you to the payment window as shown below)
Enter the payment type from drop down box
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Enter any other required information (cheque #, name on cheque, notes…)
Verify that all information correct
Select ‘Print Statement’ if you want a statement of the patients account printed at that time, or click on ‘Print Receipt’ if you only want a simple record of that payment printed
Select to finish
Entering a Credit
DO NOT select an invoice in the ledger; go directly to the payment icon
Fill in the payment type, amount etc. and make a note as to what the credit is intended for
to save the payment
You will get the following prompt
At this time you have to select which provider the payment is to be applied to
Once the correct provider is selected, select to save
You will now see your credit as a blue line at the top of your patients ledger as shown below
Updating Ledger
Right click anywhere in the patients ledger tab
Select ‘Update Ledger’ from the menu
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This will update the patient balance box to show the correct balance
**NOTE**any time your ledger does not match your balance box, always right click and update the ledger. If this does not correct the balance, contact Technical Support for assistance
Reversing a Payment and/or Invoice
Remember (from patients ledger tab)…
If there are any payments attached to the invoice, you must remove them prior to reversing the invoice. (If there is anything attached to the invoice, it is indicated by the ‘+’ sign to the left of the invoice. Select ‘+’ to expand the list; select ‘-’ to minimize the list.)
Reversing a Payment
From the patients ledger, select the ‘+’ beside the invoice to expand and select the payment you want to reverse
Select the ‘Reverse a Payment or Invoice’ icon
Select the type of reversal from the drop down box
Verify that all information correct
Select to finish **NOTE**be sure to enter notes as to why you are reversing
Reversing a Claim Transaction
From ‘Patient Window’, select the ‘Claims Tab’
Select the desired Claim transaction under ‘Claim Transactions’ to reverse
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Select the Reverse Claim Transaction icon
Reversing an Invoice
Select the Ledger Tab
Select the desired invoice you wish to reverse
Select the ‘Reverse a Payment or Invoice’ icon
Add a note as to why you are reversing that invoice
Verify that all information correct
Select to finish
Applying an Insurance Payment
Select the invoice and then select the payment icon
Because this invoice has been marked assignment you must select the box on the top of the payment window to apply an insurance payment
Fill in the remaining information accordingly
After the insurance payment is entered, the invoice now needs to be transferred to a patient balance in order to apply the patient payment
To do this, double click on the invoice to open it and select the ‘Adjust Invoice’ Icon
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You will be asked to switch the fees - patient or manual – select patient. This will move the remaining balance onto the patient portion of the ledger so you may apply the credit
Once this is done you can save the invoice
You will notice that the invoice has changed from (A) to (P) in the ledger and now you may allocate the credit to this invoice by highlighting the invoice, select your make a payment icon
and select your Pre-payment on the bottom of the corresponding screen as shown
Highlight the pre-payment and select the GO wheel The payment window will then open, green checkmark and your payment will now apply to that
invoice and leave you with a 0.00 balance
If you still have money remaining it will again leave a credit (blue line)on the ledger to use at another time
Printing Statements
Select your patient from the list
Select the ‘Ledger’ tab (do not select any invoices)
Select the ‘Print Options’ underneath your patient list and you will see the following Print Statement’ window
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If you wish to print a statement for the whole family, place your bullet beside ‘Current Family’
Select any other information you wish to be included on the statement such as Upcoming
Appointments and
If you wish to update your patients file with the date you sent them a statement, place a checkmark in the ‘Update Last Statement Sent Date’ on the bottom of the statement window
This will update the field in the ‘Patient Window’ under the ‘Details’ tab
Placing a checkmark in that field will update the last statement sent date even if you do not print so be sure you are printing and sending before selecting this option
Manual Balance Swings
If you need to swing certain portions of a balance from Insurance to Patient or vice versa, you may find it necessary to use a Manual Balance Swing.
To begin the balance swing, open the invoice by double clicking on the invoice from the patient ledger
Once the invoice is open, select the ‘Adjust Invoice’ Icon
You will get one of the following screens
If selecting ‘Patient’ or ‘Insurance’ does NOT move your balance, then select ‘Manual’ and
complete the following steps accordingly
After selecting ‘Manual’ you will get the following Adjust Invoice window
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In order for the manual adjustment to work, the totals in the patient box and the
primary/secondary/tertiary insurance boxes must equal the total fee of the invoice
Take the total amount you want on the patient side including any payments the patient has made and enter it into the Patient box
Always use your cursor and select the PRIMARY box, enter the amount you want on Primary side including any Insurance payments already made
NEVER Tab or enter an amount into the Insurance Box
Select to finish
You will be taken back to the invoice screen, if the portions look correct then you can out of the invoice to save your changes
Your changes will now show in the patient ledger
Adding Insurance Carriers
At the top of LiveDDM select ‘Fees and Insurance’ and select ‘Insurance Carriers’
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When the box opens up you will have a list of insurance carriers on your left and the insurance
information on the right
In the top left corner there is an empty field, enter in your insurance company name to see if it
already exists
If it does not already exist, on the bottom left select to add a new carrier
You will have a ‘New’ line at the bottom of your list
On the right, enter in the Insurance company name, address, phone number and so on
Once the information is entered, select your ‘EDI’ tab
Here you enter the CDA number, Network and Version (Encrypt field should always be blank)
Also select the capabilities that this company supports
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**NOTE**this information can be found on the CDA website, see the following link
http://cda-adc.ca/en/dental_profession/practising/cdanet/networks_insurance.asp
Once done, select another company in your list on the left and go back to the new one to make
sure the changes saved
Your ‘New’ line on the bottom left will now change to the name of the company you just added
The ‘Notes’ tab is a section that you can enter insurance coverage, but this will appear in all
patients with that insurance company as it is not specific to one patient
Creating and Assigning an Employer Benefit Plan
In Patient Window, select the Primary tab
Select the blue word ‘Employer’
The Employer Benefits window will now open (you can also access this window by selecting ‘Fees and Insurance’ at the top of LiveDDM and scroll down to ‘Employer Benefit Plans’)
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Scroll down to select the Employer’s name, or type the company name in the search field at the
top of the list
This will take you to the name if it is in your list
Select the policy tab to ensure it is the same insurance company and policy number of the
patient you are entering for
If this is the correct employer then use the at the top right corner to exit the window
You can now select that employer name from the ‘Employer’ drop down list in your patients
Primary Tab
**NOTE**if your employer is not in your list, following the ‘Adding New Employer Information’
document below
Adding New Employer Benefit Information
If the employer is not already in your list select to add new
The following window will open
Use the drop down menu to select your insurance company name (If not in the list see ‘Adding Insurance Carriers’ document)
Enter in Policy number, and
In the General tab of the ‘Employer Benefit Plan’ window, enter the name of the Employer’s Company and other information such as address and phone number
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In the Policy tab select the insurance company in the drop down list, and the fee guide that plan uses (if specified, but not required)
You can also enter any of the other information that you have
Once finished you can now enter the information into your patient file (see ‘Entering an Employer to the Primary Tab’)
Entering a Duplicate Employer Benefit Plan
Launch the Employer Benefit Plan window by choosing it in the 'Fees and Insurance' menu
or by clicking on the Employer link in the patient's chart.
If you are unsure or unaware of the plan's existence in your list, click on the icon to add a new plan.
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If the plan already exists, you will get the following message after entering and saving the insurance company's name and policy number:
---------------------------
LiveDDM
---------------------------
An employer exists for this Policy Number and Insurance Company.
---------------------------
OK ---------------------------
Click OK to the message box and you are returned to the Employer Benefit Plan window.
The Benefit Plan that shares the same insurance company and policy number as the one
you are attempting to enter will be highlighted in the list on the left hand side of the window.
With the original plan highlighted, click on the 'Copy Plan' icon.
Clicking this icon causes the benefit plan that is highlighted to be duplicated.
Rename the duplicated plan so you are able to distinguish it from the original (e.g. Company X- First Tier; Company X - Second Tier).
Replace the original plan's details and/or notes with ones pertinent to the second plan.
Creating Prescriptions
From Patient Window
Select your patient from the list and go to the ‘Rx’ Tab
Select the to add
For a Lab Prescriptions, fill in the appropriate information and to save
For Drug Prescriptions, select the enter in your drug under the RX column or select from the drop down menu
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Enter the amount you wish to be dispensed and any instructions for the patient as well as repeats (you can add more than one drug line to the same Rx)
Once complete you can do one of the following…
o Save and Call- means you will not be printing this prescription- you only wish to document in the system that it was done and called to the pharmacy (put pharmacy name in notes section)
o Save and Print- this will print the prescription for you for the Dentist to sign so the patient can take it into their Pharmacy
**NOTE**you will be prompted to enter a login and password in order to save the prescriptions. ONLY the Dentist can do this **NOTE**prescriptions cannot be re-printed so if there are any errors noticed after saving, a new prescription needs to be created with a note stating re-print and reason
From the Scheduler
Select your patient’s appointment, right click, select ‘Prescriptions’ and follow the same steps as above
For a Patient without an Appointment
Select your patient from your list, select the ‘New’ Menu at the top of LiveDDM, select ‘Prescriptions’
Follow the same steps as above
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To Do List
This list can be accessed by all staff members
Memo’s section is the only icon that is login specific
To do list is found at the top of LiveDDM in the tool bar
Make a Call Log (make notes of all contact with the patient in regards to this appointment)
Go to Patient
Go to Odontogram
Go to Patient Record
Schedule as Appointment
Refresh your list as you work to ensure it is accurate
Print – this list was not meant to be printed but the option is there
Key areas of to do list are:
Planned Appointments
Short Notice Cancellation List
Treatment Plans Due
Incomplete Invoices/Appointments
Incomplete Clinical/Clerical Notes
Planned Short Notice List
This list is a quick reference for patients that are not booked for a specific appointment and have informed you they are available for certain times/days
Select the + on the appointment category and again click+ on the pts name to open the planned appt information
Select the appointment line and select one of the following icons o make a Call Log o go to Patient Window o go to Chart
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o go to Record
If you wish to book this appointment, use the drag and drop feature, or double click on the appointment and place a check mark in Appointment drop box
This will place the appointment in the drop box area on the scheduler to use the drag/drop feature to place appointment into the appropriate time slot
If you wish to remove this planned appointment from this list, simply double click to open/edit the appointment and deselect the short notice box
This will keep the appointment in the patients Planned Appointments, however will not appear on the Short Notice List
**NOTE**the appointments that have been marked ‘Available for Move-Up’ will stay on this list until either the date of their original appointment arrives, or you remove the check mark in the appointment (You would do this if the patient later decides they do not wish to move up in the schedule and keep their original date/time)
Due Planned Appointments
This gives you a list of all the patients in your office that have a planned appointment with a reminder date of today or in the past
Sorted by appointment category
Select the ‘+’ beside the category you wish to work with
You will also have a ‘+’ beside your patients name in this list
Select the ‘+’ and you will see the patients planned appointment
When you select the appointment you will see the information pertaining to that appointment on the right hand side including the Target Date, Phone Number and Contact history
By double clicking on the planned appointment , you can edit the details or add notes (I.e.: change reminder date, edit units etc)
When done select to save
You can choose to view the list by Appointment Category, Date, or by Provider – place the bullet in the appropriate area to alter the list to your preference
Booked Appointments Available For Move-Up
This list contains appointments that are booked and have been marked ‘Available for Move-Up’
inside the scheduled appointment
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This is a quick reference as to which patients you may call to move them to available time slots that may better suit them (I.e.: evening appointments or specific days of the week that become available)
To utilize the icons on the bottom, first select the appointment
If you wish to reschedule the appointment from there, simply double click to open up the appointment and put a checkmark in ‘Appointment Drop Box’
This will put the appointment in the drop box on the scheduler to drag out and schedule from there
To remove the appointment from your list, simply uncheck ‘Available for Move-Up’
Treatment Plans Due This list keeps track of your outstanding Treatments Plans
They appear on this list when the Reminder Date comes due
If you have created a layperson or Insurance Predetermination, they are stored here by Reminder Date
Select the icon to open the list
You can sort this list by date, by provider or by employee
Double click on the patient’s name to open the Treatment Plan
At this point you can add notes to the office note section or change the Reminder Date
If the Reminder Date is changed, it will be removed off the list until the new date comes due
Once done, select to exit and save this Treatment Plan
Appointments Not Billed
This is a list of all appointments that are not complete
Every appointment in your daily schedule should have a corresponding invoice which then completes the appointment and removes it from this list
If there are appointments on this list simply go to the appointment in the schedule and right click to create an invoice
If this patient did not come to their appointment, again go the scheduler, right click on the appointment, and select ‘Cancel and Make Planned’
Once all appointments are done your list should be empty
Invoices Not Complete
This is a list of invoices that have been created but not yet complete
At the end of each day the only invoices that should remain in this list are in progress invoices (I.e.: crowns, dentures not yet inserted by provider)
To complete the invoices, simply double click on the invoice and place a check mark in the invoice complete box, and follow regular finishing invoice steps
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**NOTE**double check the patient’s ledger to ensure there is not already an invoice that was created and completed in error
Incomplete Clerical Notes Clerical
This is a list of all open Clerical Progress Notes that have the Reminder Date set for this particular day
Going to this list and checking for your open and unresolved notes will keep you updated with your ongoing tasks
To view the note, double click on the desired patient progress note (you can then edit the note)
If you wish to be prompted to read this note at another time, change the Reminder Date, save and say no to the prompt to complete this note
This will remove it off the list for today and bring it to your attention on the day you have selected (reminder date)
If this note is complete and you no longer wish to be reminded of it, when saving the note say yes to the prompt
This will take if off your list and now no longer be editable
These notes are saved in the patient’s record
Incomplete Clinical Notes
Clinical
This list should be checked at the end of each day to ensure all patient Progress Notes have been completed and signed by the provider
Double click on the progress note, edit to completion, and select the check mark on the bottom right of the screen
You will then be prompted to sign the note (either by login/password, or biometric)
Using the Call Logs
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Adding call logs to any is important aspect of maintaining an accurate record of any contact with the patient in regards to that appointment. This way, everyone in the office will know when the patient was contacted, what the information was and status of the appointment.
Select the appointment
Select your call log
Enter in the contact information as shown below
Once finished, select to save
This note is now stored in the contact history of the appointment
To view the last call log, open the appointment and the contact history can be viewed on the right of the appointment information
**NOTE **the appointment history (reschedules and call log entries) are locked and cannot be edited **NOTE**if you do not wish to use the drop down box, you can manually enter your own information but it will not save in the drop down for future use, you will need to manually enter it each time
Advanced Search
The Advanced Search provides a method of querying the database to find relevant
information regarding all patients in your practice. To use this feature, launch your Patient window and click on the icon next to the name search field.
A window displaying seven tabs and a search field appears.
NOTE: Use of the Custom tab feature is not recommended or supported. The functionality of this screen has been replaced by options in other tabs.
Each tab contains search criteria which can be implemented interactively in a number of
combinations to garner the required information. It is important to note that fields
displaying a grey checkmark be left untouched unless those fields are required as part of
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the search. Once criteria is selected for your search, simply click the ''Filter list'' icon (which
resembles a magnifying glass) located in the lower right corner of the window. This
will filter out all patients that do not meet the requirements of your search; results are
displayed in the patient window. To clear the search and return all patients to your list, click the green ''Clear filter'' icon to the immediate right of the ''Filter list'' icon.
NOTE REGARDING CHECKBOXES WITH A GREY CHECKMARK:
A grey checkmark in a checkbox denotes a null field and the associated criteria
is not included in a search. If you replace a grey checkmark with a black one (by double
clicking the checkbox) the associated criteria is included in the search. If you clear the grey
checkmark, leaving the field blank, the search will deliver the opposite criteria. For
example, a search for active patients is achieved by putting a black checkmark in the
''Active?'' field and clicking the ''Filter list'' icon. A search for inactive patients is achieved
by single clicking the same check box (which leaves it blank) then clicking the ''Filter list'' icon.
Below you see an example of a search that is looking for active patients who are
also Responsible Family Members and do not have an email address entered in their
electronic chart. The patient window displays the number of patients that met the criteria.
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The ''Search'' field, located above the tabs, allows you to save combinations of criteria
that can be easily reused. To implement this option, set up your search and click the ''Filter
list'' icon. Choose a title for your filter and type it in the ‘‘Search’’ field, then click the ''Save'' icon as illustrated below.
The next time you wish to rerun this search, click the drop arrow at the left of the search
field and choose the appropriate search title; click the ''Go'' icon which enters the criteria for
you. Finally, click the ''Filter list'' icon and the search results are displayed in the patient window.
To delete this saved search, simply hilight it and click on the icon that resembles a red X.
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Advanced Search – Custom Tab
The functionality of this screen has been replaced by options in other tabs of the advanced
search.
NOTE: Use of the Custom tab feature is not recommended or supported
Advanced Search – Find real active patients regardless of active flag
LiveDDM's advanced search feature can assist you in discovering truly active patients based
on activity in your office, regardless of the Active check box on their chart.
Log into LiveDDM and open the patient window. Click on the advanced search button (the
little magnifying glass beside the search box at the top of the list).
In the advanced search window, do not alter the Active? check box--leave it as is. This will
allow LiveDDM to search both active and inactive patients for recent activity.
Click on the treatments tab. Using this tab you can specify criteria that will filter your
patient list based on the activities you search on. For example, to search for patients who have had appointments in the last 8 months:
No appointment in the last: (leave blank)
Put the radio button on 'Booked appointment'
Leave Recall unchecked
Leave overdue by blank
Click the green plus/folder icon bottom right
In the And/Or cell, pick 'And'
Location: Appointment
Category: (leave blank, this will search all categories)
Start Code: (Leave blank, this will search all codes)
End Code: (Leave blank, this will search all codes)
Surface: (Leave blank, this wills earch all surfaces)
Start day: Pick a date 8 months ago (example, January 1 2012)
End day: Pick today's day (example, July 25 2012) Click the magnifying icon bottom right
The patient list will now show you only those patients who meet the criteria you specified--if they had an appointment in the last eight months.
If you use a particular search often, you can save the search for future use by typing a
name in the search box, '8 month active patient search' for example. Click the small blue
disk icon to save that search. You can use it again in the future by using the search drop down and selecting the search and clicking the magnifying glass after.
You can then further work with this filtered patient list by doing things like a Mail Merge
Export (Wizards --> Mail Merge Export) to create a file of names and addresses for a mass mailer.
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Charging Interest
Interest can be charged on a per patient basis or for multiple patients at one time. To charge interest you must input the interest percentage and delay time that you wish your office to use. (See ‘Office Setup’ document)
Select to open your patient window
Select to begin using your Advanced Search to filter your list
Once you have an accurate list in your Patient Window, select ‘Tools’
Select ‘Charge Interest’ from the menu and you will receive the following prompts
Answer each prompt accordingly
If you select ‘Yes’ interest will now be charged to all invoices based on what you set up in ‘Office Setup’
Once all invoices have been charged, you will receive another prompt
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In your ledger you will now have a new invoice created in the dollar ($) amount of the interest charge
If you are charging interest monthly, be sure to run it each month plus a day to ensure there are no invoice charges missed
If you run your interest one day to soon, you will not get an accurate interest charge
**NOTE**interest can also be charged for your entire patient list, only patients owing based on your interest delay will be charged **NOTE**interest will only be charged to those invoices with ‘Charge Interest’ selected inside the
invoice **NOTE**you can set individual patients as ‘Do Not Charge Interest’ (on the ‘General’ tab of the Patient Window), this must be set up prior to billing
**NOTE**if you have a patient marked as not to charge interest, you can still manually place a checkmark in the ‘Charge Interest’ box on the inside of the invoice you would like interest charged to **NOTE**inside the Interest Charge invoice, you will see a note as to what invoice the charge was from as shown below
**NOTE**also, in the original invoice, on the bottom left hand of the invoice window, you will see a box which shows you all the invoice numbers of the interest invoices so you can keep track of how many interest invoices were created for that one outstanding invoice (shown below), many invoice numbers can be listed here, you can select inside the box and scroll down to view as only 3 display
Contact list
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This section can be used in many different ways. Most commonly it is used is for contacts your office would want readily available. For example: Referring Dentists, Staff Numbers, Labs, and/or Support Numbers.
Adding a Contact
Select the
Select and enter the information accordingly
You may also put information in the notes section to add more detail to the contact (I.e.: hours of operation, wheel chair accessible etc)
Once done, select another contact in the list to save your entry
Exit the window using the at the top right
Deleting a Contact
Select the contact within the list
Select the at the bottom of the window
You will get a prompt to ensure you want to delete this information
Select yes and select the at the top right corner to exit the window
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Logs
Logs keep track of changes being made through the office. Deleted Memos, deleted Appointments, Cancelled or rescheduled appointments, and much more is logged.
Select ‘View’, and select ‘Logs’ from the menu
Once your ‘Logs’ window opens, you can select all or specific users from the drop down list
Select your date range and select
Scroll through until you find what you are looking for, exit the window once done **NOTE**see ‘LiveDDM Security Level Settings’ document for who has access to the ‘Logs’ **NOTE**you can Print or Export your ‘Logs’ by using the icons on the bottom right hand corner
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Memos
Use this feature when sending inter-office messages. You may select one or multiple staff members. You can post date them –as well as create your own ‘to do list’ by sending them to yourself.
Select the Memo icon
Select to add new
Place a check mark beside the staff members the memo is to be sent to, or select all at the bottom to have the message delivered to all staff
Change the date due if required
Select the drop down to choose priority (high, medium, low)
Enter your message in the text box
When complete select the to send your memo
Retrieving Memos When you log into LiveDDM, along the top tool bar your total memos waiting will flash briefly, as shown below
Your memos will display in a list where you can view them
Select , and your new Memos will be listed
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Viewing Memos
Select
On the left hand side of the window select the memo you wish to view
Once selected, the message will read in the text box
Deleting Memos
Place a check mark in the box for which memo you would like to delete
Select the at the bottom of the window
You will be prompted to answer yes/no to delete the selected memos
Once yes is selected the memos are now permanently deleted
**NOTE**you can delete multiple memo’s at a time by placing a checkmark in more than one memo box
Replying to Memos
Follow the same steps as above to view the memo
Right click on the text and ‘select all’ from the menu
Right click to copy
Select the
Select the staff member you are responding to
In the text box right click and select paste from the menu
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The original message will paste into this section you may enter your message either above or underneath
Select the to send the memo
Patient Head-Shots (Photo of Patient in Patient Window)
Taking a Picture of a Patient Using a web cam or digital camera to store your patients’ photos, ensure you have followed the set up directions and follow the steps below.
Open your patient window and select your patient from your list
Select to start your device
When satisfied with the image, select ‘Capture Image’
Select ‘Finished’ to save
The image will be saved to the patients file
Re-taking a Picture
Select to start the device
You will be prompted that taking a photo will replace the original
When satisfied with the image, select ‘Capture Image’
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Select ‘Finished’ to save
Importing an Image
Select to choose an image already saved on your computer, or to select the image from the web cam or digital camera
Browse through the files until you find your image, and select ‘Open’
If browsing to your digital camera, you should select ‘My Computer’, there you will find your
camera (needs to be plugged in to that computer)
Double click the device and you can select your image from there
Deleting an Image
To delete the patients image, simply select the
You will get a prompt asking if you are sure you wish to delete the photo
Select yes and your photo has now been removed
Patient Record
This area stores all pertinent information on the patient that you would need to send to specialists or other dental offices. You cannot add information from this window, only view.
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Select the
The following window will open where you can view the patients information
If the headings are grey, the patients file does not contain any information
To view the information, select from the list on the left hand side as shown below
Select the exam as shown in the example below, and use the scroll bar to view the exam (or double click to open in a separate window)
Printing Patient Record
Select ‘Patient Records’ at the top left hand corner of the window
Now select the
This will prints your patients Appointments, Pending Treatment, Completed Treatment, and Progress Notes
For exams not attached to progress notes, select them individually to print
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**NOTE**Head and Neck exams will not show in the viewing window. To view, double click to open
the exam in a separate window, and you will have a at the bottom of the window
Terminal Messaging
There are two ways this feature can be used. The first way is to alert a provider that their patient has arrived. The second is to send messages instantly back and forth to terminals.
Setting up Terminal Messaging
Go to your ‘Office Setup’ and select the ‘Terminals’ Tab
Here is a list of all the terminals in your office
To add a terminal select the
To edit the name of a terminal simply double click on the name and enter the new name
To save, select another tab, and go back to ensure your changes saved
You can now set each terminal to their appropriate name by going to ‘User’ and selecting ‘Terminal Settings’
Select the appropriate name from the drop down list on the bottom right of the window, as shown below
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Select to save and close the window
Patient is Here
Right click on the appointment in the scheduler
Select ‘Confirmation Status’
Select ‘Patient Is Here’ from the list
Select the terminal from the drop down, or put a checkmark in ‘Send to All Terminals’ to send to everyone
The note section will already show ‘your patient is here’ you may edit this or add more text if you wish
Select the to send the message
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**NOTE** this message will appear on the terminal selected within seconds. It will overlap any open LiveDDM window, as well as beep to alert the user. It will not appear overtop of your imaging program or any other application you may have open
Instant message
If you wish to send a message to another terminal hold ctrl and M down at the same time –the terminal message window will appear
Select from the drop down list which terminal you would like to send to, or select ‘Send To All Terminals’ to send to everyone
Enter your note in the text box
Select the to send
This note will appear on the terminal you chose within seconds
Once read the staff member then select ‘Close’ **NOTE**only terminals that have their name selected will receive the messages
Select Accounts Receivable, Cash Summary, Unapplied Payments, Provider Summary
Run ‘By Provider’
Leave ‘By Allocated Payments’ blank
Select All Providers
Run for each month
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It may not be necessary to run the Accounts Receivable Report for each month for the accountant. A/R figures are available on the Provider Summary.
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Reports
Below you will find many options for reports. You may need to go through them to decide which ones work best for your needs.
Day End Reports
Select ‘Tools’, and ‘Reports’ (you can also select the icon)
Select ‘Day End Reports’ from the menu
Here you may select one or more reports to view or print
Select the providers you wish to view and the date range this report applies to
Select the to generate the report
Below you will find a brief description of each report in the Day End window
Day End – Detailed Analysis Report
This report which can be grouped by Provider (as assigned to codes within the invoice)
delivers detailed information dealing with invoicing and payments. The report can be run for
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all providers or for selected providers only; it can be run for a single day or a chosen date
range.
Options compatible with this report are by Provider, by Overseer, by Preferred Doctor and
by Date.
NOTE: Use of the ''By Allocated'' feature is not recommended or supported in LiveDDM
Version 6.
The invoicing portion provides information for each code by displaying:
Both the entry and treatment dates
The patient's name and their preferred dentist
The provider and overseer of the invoice
The invoice number and code
The patient and/or insurance portions of the cost The total cost of all codes associated with an invoice
If the patient's preferred dentist is not set, the report will substitute the invoice's overseer.
Invoices that are cancelled within the date range of the report display as negative entries
and are calculated into the provider's total. Lab fees are totalled following each provider's
section and a grand total is given for all selected providers at the end of the invoicing portion of the report.
Invoice adjustments (e.g. write off, discount, collections) are totalled at end of each
provider's section. The details of these adjustments are listed immediately below and
provide:
The invoice number
The invoice date
The date the adjustment was applied
The adjustment type
The patient's name The adjustment amount
A summary of the total amount billed by all selected providers (which is recorded at the end
of the invoicing portion of the report) lists and subtotals patient and insurance costs. It then subtracts the total of all invoice adjustments leaving the net total.
The payments portion is also grouped by provider as above and displays:
The transaction number of the payment
The patient
The payee name
The payment type
The assigned bank account id
The patient and insurance amounts The payment total
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Payment adjustments (e.g. cancelled payments, refunds, nsf cheques) that have been
entered within the date range of the report display as negative entries and are calculated
into the provider's total.
The end of each provider's section displays:
Total patient and insurance amounts
Grand total of payments entered Total payment adjustments
Payment reallocations are also summarized by provider. Reallocations are credits that
have been assigned to one provider when entered, then applied on a different date to a different provider's invoice. The details displayed under payment reallocations are:
The applied date and check date (the date the payment was entered)
The patient name
The invoice number
The assigned bank account id
The name of the dentist the payment was originally allocated to
The name of the dentist the payment was reallocated to The amount reallocated
A reallocation appears on the report in the initially assigned provider's summary and in the
summary belonging to the provider of the invoice that the payment has now been attached
to. Although the transaction details appear in the invoice provider's summary, the 'final
allocation' is designated to the invoice's overseer, except for situations where the invoice
overseer is also the initial provider but not the invoice provider. In this case, the
transaction details appear on the invoice provider's summary AND the invoice
provider's name is listed under the 'Final Allocation' heading.
Example 1:
A payment assigned to Dr.Y has been reallocated to an invoice that has Hygienist X as the
provider and Dr. Z as the overseer. The report displays the transaction under the heading
''Payment Reallocation by Hygienist X'' and names Dr. Z in the details under the heading ''Final Allocation''.
Example 2:
A payment assigned to Dr Y as initial provider has been reallocated to an invoice that has
Hygienist X as the provider and Dr. Y as the overseer. The report displays the transaction
under the heading ''Payment Reallocation by Hygienist X'' and also names Hygienist X in the details as the recipient of the final allocation.
Displayed at the end of each provider's reallocation section:
Total Reallocation Adjustments (the amount of money reallocated FROM this
provider)
Total Reallocation Payments (the amount of money reallocated TO this provider)
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Net payments (total posted payments minus reallocation adjustments plus reallocation payments)
The next section of the report summarizes payment totals for all selected providers:
Payment adjustment total
Net new payments
Reallocation adjustments
Reallocation payments
Patient amount
Insurance amount Net Total
The report ends with an Account Summary which gives information on each bank account created. The information is broken down into:
Account ID
Account name
Payments total (for each account)
A grand total is listed at the bottom of the summary
Day End – Summary Analysis Report
This report can be run for all providers or for selected providers only. It summarizes
invoicing and payment information and can be run for one day or for a selected date range.
Options compatible with this report are 'By Provider'' and ''By Overseer''.
NOTE: Use of the ''By Allocated'' feature is not recommended or supported in LiveDDM Version 6
Invoicing information is displayed under the following headings:
Entry date
Dental fees
Lab fees
Invoice adjustments Total fees
Invoices cancelled during the date range that has been selected for the report are
subtracted off that day's amount in the Dental fee column.
Payment information is displayed under the following headings:
Payments
Payment adjustments Payment totals
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The opening balance for accounts receivable belonging to the selected providers is displayed
on the first line of the summary. A running total is kept for the selected date range and the
closing a/r balance is shown in the grand total.
A breakdown of both invoice adjustments and payment adjustments is supplied under the
following headings:
Adjustment name
Payment (adjustment) type
Adjustment description
Adjustment amount
Invoice adjustments include any items listed in the office payments window (e.g. write
off, discount, collections). Payment adjustments include NSF and cancelled payments as
well as refunds and reallocations. Reallocations are credits that have been assigned to
one provider when entered, then applied on a different date to a different provider's
invoice. The report removes the amount of the reallocation from the original provider's payments and adds it to the recipient's payments.
The final portion of the report has two sections. The first summarizes total dental and lab
fees then provides a subtotal; it subtracts total write offs (which includes all invoice
adjustments) and finishes with total fees. The second section summarizes gross payments,
subtracts payment reversals, payment reallocations and refunds leaving the net payment amount.
Day End – Production by Provider
This report runs by entry date only and can be run for all providers at once or for selected
providers only. Each code is listed and grouped under the assigned provider's name using the following headings:
Entry date
Code
Patient name
Invoice number
Tooth number (if applicable)
Surface (if applicable) Fee
Codes from invoices cancelled in the chosen date range are listed as negative entries and
calculated into that provider's total.
The report subtotals each day and gives a procedure count as well as total fees for each
provider. This is followed by a separation of the lab fees from the production total. The
report ends by displaying a production and lab total for all selected providers as well as the grand total.
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Day End – Production Report Summary
This report is run by entry date and can be run for all providers at once or for selected
providers only; it can be run for a single day or a chosen date range.
Options compatible with this report are by Provider, by Overseer, and by Preferred Doctor.
The Information is summarized under the following headings for each selected provider and totalled for all providers at the end of the report:
Fee
Lab
Subtotal
Write offs Total
In this report, ''Write offs'' include all items used from the office payments window (e.g. write off, discount, collections).
Cancelled invoices are calculated into the associated provider's ''Fee'' column. If the total of
cancelled invoices is greater than the total of that provider's production, the ''Fee'' column
will show a negative amount.
Day End – Applied Payments Report
This report provides information on payments that have been applied to
outstanding invoices. It can be run for all or for selected providers and for a single day or a
selected date range.
Options compatible with this report are by Provider, by Overseer.
It does not include credits until the time that they are applied to invoices. Information is
displayed under the following headings:
Type - refers to payment type used
Payment Date - the date the payment was entered
Applied On - the date the payment was applied to an invoice
Name on Payment - defaults to the patient's ''Responsible Family Member'' if a ''Patient'' payment
Invoice Number - the invoice involved
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Amount - the amount applied. It also refers to the amount removed from the
invoice due to a payment adjustment (e.g. cancelled payment, NSF payment, refunded
payment)
Office payments such as write offs, discounts, collections etc are NOT tracked in this report.
Payment adjustments display as negative values and are calculated into the providers'
totals. Each provider's section subtotals the amount and the number of items involved. A
grand total of the number of payment items and amount applied is provided at the end of the report
Day End – Adjustments Report
This report provides information on all invoice and payment adjustments. It can be run for
all providers or for selected providers only, for a single day or a selected date range.
Options compatible with this report are by Provider, by Overseer.
Invoice adjustments include cancelled invoices and any office payments (e.g. write offs,
collections, discounts) posted against an invoice. Payment adjustments include cancelled
and NSF payments, refunds and payment reallocations. Payment Reallocations are
credits that have been assigned to one provider when entered, then applied on a different date to a different provider's invoice.
Adjustments are grouped by type and information is provided under the following headings:
Date - the date the adjustment was entered
Trans Number - the number found in the upper right hand corner of a payment window (double click the payment to open the window)
Invoice Number - titled as a trans # under the invoice reversal heading
Team Member - records the login of the last team member to edit and/or save the adjustment
Patient Name - identifies patient involved
Name on Payment - defaults to patient's ''Responsible Family Member'' but can be edited on date of entry
Notes - notes written in the adjustment window (or the office note field for
reversed invoices) are displayed here
Amount - records amount of the adjustment
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Payment Reallocations are categorized under the initial provider (the person assigned to
the payment when it was initially entered); reallocation details are listed under the following
headings:
Applied Date - date payment was reallocated
Check Date - date payment was initially entered
Patient Name - identifies patient involved
Invoice Number - identifies which invoice the payment was reallocated to
Account ID - records the bank account selected when the payment was entered
Initial Allocation - the provider's name that had been assigned to the payment when it was first entered in the patient's ledger
Final Allocation - the provider's name that the payment has been reallocated to
The final allocation is assigned to the overseer of the invoice to which the payment has been
applied, except in situations where the invoice overseer is also the person initially assigned
to the payment, but is NOT the invoice provider. In these cases, the invoice provider is named as the recipient of the final allocation.
Example 1:
A payment assigned to Dr A is now applied to an invoice that has Hygienist X as provider and Dr B as overseer. Dr B is named in the report as the recipient of the Final Allocation.
A payment assigned to Dr A is now applied to an invoice that has Dr B as both provider and
overseer. Dr B is named in the report as the recipient of the Final Allocation.
Example 2:
A payment assigned to Dr A is now applied to an invoice that has Hygienist X as provider
and Dr A as overseer. Hygienist X is named in the report as the recipient of the Final Allocation
A payment assigned to Dr A is now applied to an invoice that has Dr A as both provider and overseer. There is nothing recorded as this is not a reallocation.
At the end of each individual category is a sum of the number of adjustments as well as
their total amount. Reallocations are grouped under the name of the provider initially
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assigned to the credit. Grand totals are displayed at the end of the report under the following headings:
Invoice Adjustments
Invoice Reversals
Payment Adjustments Payment Reallocations
Day End – Bank Deposit Report
This report is designed to function as a deposit slip for payments that must be taken to the
bank (e.g. cash, cheques); it displays the date the report was run, your practice name and phone number as well as the date range the report is set to cover.
It can be run for individual bank accounts or for the entire practice. Bank accounts, which
are created by your office staff, appear in a list when the drop arrow (found in the field
directly beside the report name) is used. When an account name is chosen, relevant
information (name, account number, transit number) appears on the report and it includes
only payments that have been assigned to that particular account. To run the report for the
practice as a whole leave the account field blank which will cause the individual bank
account information to be excluded.
Deposit information is grouped by payment type and details are shown under the following headings:
Payment Date
Check Number - if entered
Trans Number - the number LiveDDM assigns a payment when it is created
Name on Payment
Notes - as entered in the notes field of the payment
Amount
Each payment category is totalled and a grand total is displayed at the end of the
report. Below the grand total is an area that can be used to itemize the cash portion of your deposit.
The bank deposit is programmatically locked at midnight so any changes that are
made after that time are not reflected on the report. For this reason, it is highly
recommended all deposits be verified dailyand not left to the next day. For
example, the report is designed to exclude same day cancelled payments, so if an
error has been made regarding the amount, type of payment or date (e.g. post-
dated cheques) and corrected before midnight on the day the payment was entered, the
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report will produce accurate figures. If, however, the error is not discovered until the
following day, the program deems all information on the report to be correct and will not
reflect the change.
NOTE: If this report is run for a date range rather than just one day, payments cancelled
within that range are treated as same day cancellations.
Day End – Detailed Cash Report
This report tracks all payment activity including cancellations and refunds. It can be run for
individual bank accounts or for the entire practice. Bank accounts, which are created by
your office staff, appear in a list when the drop arrow (found in the field directly beside the
Bank Deposit report) is used. When an account name is chosen, relevant information
(name, account number, transit number) appears on the report; it includes only payments
that have been assigned to that particular account. To run the report for the practice as a
whole leave the account field blank which will cause the individual bank account information to be excluded.
Payments are grouped by type and details are shown under the following headings:
Trans Number - the number LiveDDM assigns a payment when it is created
Team Member - records the login of the last team member to edit and save the payment
Payment Name - name on Payment defaults to the patient's Responsible Family Member, but can be changed on entry
Patient Name - identifies patient involved
Note - displays text entered in the notes field of the payment
Total - amount of payment
Included in each section is the total number of payments and any ''same day'' payment
cancellations. These cancellations are also listed in the ''Void Payments'' section.
Cancellations done on a day outside of the range of the report are noted in the ''Void
Payment'' section only.
NOTE: If this report is run for a date range rather than just one day, payments cancelled within that range are treated as same day cancellations.
Following the payment types are summaries that give totals for:
Bulk and other payments entered as part of the bank deposit
Bulk and other payments entered as direct deposit Payments entered as ''Received After Deposit''
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Payment reversals, refunds and NSF cheques are itemized and totalled under their own
headings in the next segment of the report. All information is then gathered under two
headings:
Cash Summary - takes gross payments entered, subtracts payment reversals (which
includes NSF entries) and refunds to give a ''Net Payments'' total
Bank Summary - itemizes ''Total to Bank'' which is made up of manual bank deposits, direct deposits, manual deposit bulk payments and direct deposit bulk payments
If any bulk payments have been entered, a Bulk Payment Report is automatically provided at the end of the Detailed Cash Report. This gives information regarding the:
Trans number of the bulk (this number can also be found in the bulk payments
window just ahead of the payment name)
Date the cheque was entered
Cheque number (if entered) Total amount of the bulk payment
Below that information, the details of the bulk payments are itemized under the following headings:
Trans Number - each individual portion of the bulk payment is assigned its own trans
number
Patient Name Amount - portion of the bulk payment assigned to the above patients' names
Day End – Incomplete Invoices Report
This report gives a list of incomplete invoices; it can be run for all or for selected
providers. The report displays only invoices that are currently incomplete regardless of the set date range.
Information for each invoice is supplied under the following headings:
Invoice Number - identifies the invoice involved
Owner Doctor - refers to the preferred dentist selected in the patients' preferences tabs (patient window)
Provider - refers to the provider of the invoice
Overseer - refers to the overseer of the invoice
Patient Name - identifies the patient involved
Date - refers to the invoice date (the date the invoice displays when viewed in the patient ledger)
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Total - total of all codes within the invoice regardless of status (Complete or In Progress)
A summary is provided at the end of the report which gives:
Total Complete Status Treatment - the total of all codes marked as ''Complete''
within the invoices
Total In-Progress Status Treatment - the total of all codes marked as ''In
Progress'' within the invoices
Grand Total for all Incomplete Invoices - is derived from the sum of the two above items
NOTE:
1. Codes with ''Completed'' status are included in production and accounts receivable as
of the day the status was set, NOT when the invoice itself is completed
2. Codes with ''In Progress'' status are NOT included in production or accounts receivable until the status is changed to ''Complete''
Day End – Unapplied Payments Report
This report lists payments which are unapplied or partially applied. Items are displayed as
of the ''Ending Date'' chosen in the Day End window. It can be run for all or for selected
provider(s) and shows the date the report was run as well as the selected date range, along with your office's name and phone number.
The body of the report lists:
Name of the patient that the payment belongs to
Trans number of the payment -double click the payment to open; the trans
number is in the upper right hand corner of the payment window
Name of the Provider the payment has been assigned to
Date the payment was entered
Total amount of the payment
Credit balance of the payment
The total credit balance of all payments is displayed at the bottom of the report.
Day End – New Patients Report
This report lists new patients as of their signup date which is automatically assigned by
LiveDDM when they are entered into the system. It can be run for a single day, or a chosen
date range. Information is displayed under the following headings:
Preferred Dentist - as entered under ’’Providers’’ in the preferences tab of the patient window
Patient - when people have been entered for insurance purposes only (BHO), which stand for Benefit Holder Only, appears beside their name
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Date - refers to the date this patient was entered
Referral Type - as entered in the preferences tab of the patient window under ''Referral Information''
Referral Source - as entered in the preferences tab of the patient window under ''Referral Information''
Referring Dentist - as entered in the preferences tab of the patient window under
''Referral Information''
The total number of patients entered during the date range of the report is displayed at the end of the report.
NOTE: Persons designated as Benefit Holder Only (BHO) ARE included in the total number
of patients entered; deletion of a patient from your Patient List will NOT remove that
patient's name from this report. All people entered in your database during the time frame
set for the report are listed, regardless of whether or not they have actually booked an appointment.
If you wish to view only patients that have been in for an appointment, launch
the Advanced Search from the Patient window. In the General tab of the Advanced Search,
enter the ''Sign Up Date'' range you wish to track. Next, choose the Treatments tab; select
''And'' in the ''And/Or''column and ''Appointment'' in the ''Location'' column. Click the icon
that resembles a magnifying glass (found in the lower right corner of the search window) to execute your search; results are displayed in the Patient window.
Day End – EDI Transactions
This report lists all claims sent electronically to the insurance companies. It can be run for a
single day or for a selected date range and displays information under the following headings:
Date Posted - date transmission was sent
Patient - patient name
Type - identifies the transmission type (claim or predetermination)
Sent - indicates the transmission was sent out
Carrier# - lists the insurance company's Carrier ID number
Sequence# - is found in the claims tab of the patient window associated to each transaction under the heading ''Reference Number''
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Response Type - identifies the response type, either EOB (Explanation of Benefits) or Acknowledgement
Status - is either ''Accepted'' or ''Rejected''
A summary is provided at the end of the report which gives a count of the number of items
and their percentage of the total amount sent. This information is grouped under
the categories:
EOB
Acknowledgement Rejection
A grand total for number of transactions sent is given in the final line of the summary
Month End Reports
Select ‘Tools’, and ‘Reports’ (you can also select the icon)
Select ‘Day End Reports’ from the menu
Here you may select one or more reports to view or print
Select the providers you wish to view and the date range this report applies to
Select the to generate the report
Below you will find a brief description of each report in the Day End window
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Month End – Detailed Analysis Report
This report which can be grouped by Provider (as assigned to codes within the invoice)
delivers detailed information dealing with invoicing and payments. The report can be run for
all providers or for selected providers only; it can be run for a single day or a chosen date
range.
Options compatible with this report are by Provider, by Overseer, by Preferred Doctor and
by Date.
NOTE: Use of the ''By Allocated'' feature is not recommended or supported in LiveDDM
Version 6.
The invoicing portion of this report provides information for each code by displaying:
Both the entry and treatment dates
The patient's name and their preferred dentist
The provider and overseer of the invoice
The invoice number and code
The patient and/or insurance portions of the cost
The total cost of all codes associated with an invoice
If the patient's preferred dentist is not set, the report will substitute the invoice's overseer.
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Invoices that are cancelled within the date range of the report display as negative entries
and are calculated into the provider's total. Lab fees are totalled at the end of each
provider's section and a grand total is given for all selected providers at the end of the invoicing portion of the report.
Invoice adjustments (e.g. write off, discount, collections) are totalled at end of each
provider's section. The details of these adjustments are listed immediately below and provide:
The invoice number
The invoice date
The date the adjustment was applied
The adjustment type
The patient's name
The adjustment amount
A summary of the total amount billed by all selected providers (which is recorded at the end
of the invoicing portion of the report) lists and subtotals patient and insurance costs. It then subtracts the total of all invoice adjustments leaving the net total.
The payments portion is also grouped by provider as above and displays:
The transaction number of the payment
The patient
The payee name
The payment type
The assigned bank account id
The patient and insurance amounts
The payment total
Payment adjustments (e.g. cancelled payments, refunds, nsf cheques) that have been
entered within the date range of the report display as negative entries and are calculated into the provider's total.
The end of each provider's section displays:
Total patient and insurance amounts
Grand total of payments entered
Total payment adjustments
Payment reallocations are also summarized by provider. Reallocations are credits that
have been assigned to one provider when entered, then applied on a different date to a different provider's invoice. The details displayed under payment reallocations are:
The applied date and check date (the date the payment was entered)
The patient name
The invoice number
The assigned bank account id
The name of the dentist the payment was originally allocated to
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The name of the dentist the payment was reallocated to The amount reallocated
A reallocation appears on the report in the initially assigned provider's summary and in the
summary belonging to the provider of the invoice that the payment has now been attached
to. Although the transaction details appear in the invoice provider's summary, the 'final
allocation' is designated to the invoice's overseer, except for situations where the invoice
overseer is also the initial provider but not the invoice provider. In this case, the transaction
details appear on the invoice provider's summary AND the invoice provider's name is listed under the 'Final Allocation' heading.
Example 1:
A payment assigned to Dr.Y has been reallocated to an invoice that has Hygienist X as the
provider and Dr. Z as the overseer. The report displays the transaction under the heading
''Payment Reallocation by Hygienist X'' and names Dr. Z in the details under the heading
''Final Allocation''.
Example 2:
A payment assigned to Dr Y as initial provider has been reallocated to an invoice that has
Hygienist X as the provider and Dr. Y as the overseer. The report displays the transaction
under the heading ''Payment Reallocation by Hygienist X'' and also names Hygienist X in the details as the recipient of the final allocation.
Displayed at the end of each provider's reallocation section:
Total Reallocation Adjustments (the amount of money reallocated FROM this
provider)
Total Reallocation Payments (the amount of money reallocated TO this provider)
Net payments (total posted payments minus reallocation adjustments plus reallocation payments)
The next section of the report summarizes payment totals for all selected providers:
Payment adjustment total
Net new payments
Reallocation adjustments
Reallocation payments
Patient amount
Insurance amount Net Total
The report ends with an Account Summary which gives information on each bank account created. The information is broken down into:
Account ID
Account name
Payments total (for each account)
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A grand total is listed at the bottom of the summary
Month End – Summary Analysis Report
This report can be run for all providers or for selected providers only. It summarizes
invoicing and payment information and can be run for one day or for a date range. It
provides a summary for each provider individually followed by a Practice total for all chosen providers.
Options compatible with this report are 'By Provider'' and ''By Overseer''.
NOTE: use of the ''By Allocated'' feature is not recommended or supported in LiveDDM Version 6
The invoicing information is displayed under the following headings:
Entry date
Dental fees
Lab fees
Invoice adjustments Total fees
Invoices cancelled during the date range that has been selected for the report are
subtracted off that day's amount in the Dental fee column.
The payment information is displayed under the following headings:
Payments
Payment adjustments Payment totals
The opening balance for accounts receivable belonging to the selected providers is displayed
on the first line of the summary. A running total is kept for the selected date range and the
closing a/r balance is shown in the grand total.
The report includes a breakdown of both invoice adjustments and payment adjustments
under the following headings:
Adjustment name
Payment (adjustment) type
Adjustment description
Adjustment amount
Invoice adjustments include any items listed in the office payments window (e.g. write
off, discount, collections). Payment adjustments include NSF and cancelled payments as
well as refunds and reallocations. Reallocations are credits that have been assigned to one
provider when entered, then applied on a different date to a different provider's invoice. The
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report removes the amount of the reallocation from the original provider's payments and adds it to the recipient's payments.
The final portion of the report has two sections. The first summarizes total dental and lab
fees then provides a subtotal; it subtracts total write offs (which includes all invoice
adjustments) and finishes with total fees. The second section summarizes gross payments,
subtracts payment reversals, payment reallocations and refunds leaving the net payment amount.
Month End – Accounts Receivable Report
This report can be run for all providers or for selected providers only. It gives a breakdown
of the accounts receivable as of the ''Ending Date'' chosen when running the report. It is
made up of the balance owing on all invoices with completed codes (which includes
completed codes in incomplete invoices). Codes that are set as ''In Progress'' in incomplete invoices are NOT included.
Options compatible with this report are by Provider, by Overseer and by Preferred Doctor.
NOTE: Use of the ''By Allocated'' feature is not recommended or supported in LiveDDM Version 6.
Patients are listed alphabetically and the information pertaining to each is displayed under the following headings:
Balance
- derived from the sum of patient and insurance balances, minus any amount in that person's credit column
Patient
- total of all outstanding amounts posted to ''patient'' in an invoice
Insurance
- total of all outstanding amounts posted to ''insurance'' in an invoice
Credit
- any payment or portion thereof that has been entered on a patient's ledger, but not applied to an invoice
0-30
- total of outstanding invoices that are newly created to 30 days old
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31-60
- total of outstanding invoices that are 31 to 60 days old
61-90
- total of outstanding invoices that are 61 to 90 days old
> 90
- total of outstanding invoices that are over 90 days old
Post Dates
- total of post-dated payments that are attached to outstanding invoices
The report finishes by giving a grand total for each of the above columns
NOTE: If the amount of a patient's credit is greater than the total amount of owing
invoices, the balance column will display a negative amount
Under circumstances where a significant amount of time has lapsed between the completion
and cancellation of an invoice, the amount of the cancelled invoice will show as a negative
value in one and a positive value in another of the aged receivable columns (e.g. 0-30, 31-
60, 61-90, >90). This idiosyncrasy will resolve itself over time as can be demonstrated by advancing the date selection when running the AR report.
Month End – Production Report Summary
his report provides a summary of invoicing, payments and accounts receivable attached to
each provider as well as a quick overview of hygiene production as associated to overseer.
It cannot be run for specific providers only as is designed to give an overview of the office as a whole; it can be run for a specific day or a selected date range.
Invoicing information is listed for each provider under the following headings:
Dental - dental fees posted to each provider. Invoices cancelled during the selected date range have been subtracted off the amount in this column
Lab - fees are listed separately from the dental fees. Lab fees within invoices cancelled during the selected date range have been subtracted off this amount
Int. - Interest charges
Total - the sum of dental, lab and interest fees
W/O - amounts posted against invoices using any of the items listed in the ''Office
Payments'' window (e.g. write off, discount, collections)
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Net - balance left after subtracting amounts in W/O column from the total fees charged
Payment information is listed for each provider under the following headings:
Dental - payments posted against dental fees within invoices plus any unapplied payments entered during the selected date range
Labs - payments posted against invoices containing lab fees
Adjusts - any payment adjustments posted in the date range of the report (e.g. cancelled
payments, refunds, NSF cheques)
Net - derived from the sum of dental and lab payments minus adjustments
Grand totals are supplied for each of the above categories at the end of this section.
The Hygiene Production Report is comprised of the production posted to each
hygienist during the selected date range. This information is grouped according to the invoice Overseer and displayed under the following headings:
Production - total posted hygiene fees. Invoices cancelled during the selected date range have been subtracted off the amount in this column
Lab - lab fees that have been posted to the hygienist. Lab fees within invoices cancelled during the selected date range have been subtracted off this amount
Total - the sum of dental and lab fees
Total (%) - the percentage of total production posted to each hygienist under each
overseer
Production, lab and the sum of hygienists' totals are calculated in grand totals at the end of each overseer's summary.
The New A/R Summary Report provides the opening accounts receivable and the closing
accounts receivable amounts for each provider as of the report's 'ending date'. A grand total opening and closing a/r is given at the end of the summary.
Month End – Applied Payments Report
This report provides information on payments that have been applied to outstanding
invoices. It can be run for all or for selected providers and for a single day or a selected date range.
Options compatible with this report are by Provider, by Overseer.
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It does not include credits until the time that they are applied to invoices. Information is displayed under the following headings:
Type - refers to payment type used
Payment Date - the date the payment was entered
Applied On - the date the payment was applied to an invoice
Name on Payment - defaults to the patient's ''Responsible Family Member'' if a ''Patient'' payment
Invoice Number - the invoice involved
Amount - the amount applied. It also refers to the amount removed from the invoice due to a payment adjustment (e.g. cancelled payment, NSF payment, refunded payment)
Office payments such as write offs, discounts, collections etc are NOT tracked in this report.
Payment adjustments display as negative values and are calculated into the providers'
totals. Each provider's section subtotals the amount and the numer of items involved. A
grand total of the number of payment items and amount applied is provided at the end of the report
Month End – Adjustments
This report provides information on all invoice and payment adjustments. It can be run for
all providers or for selected providers only, for a single day or a selected date range.
Options compatible with this report are by Provider, by Overseer.
Invoice adjustments include cancelled invoices and any office payments (e.g. write offs,
collections, discounts) posted against an invoice. Payment adjustments include cancelled
and NSF payments, refunds and payment reallocations. Payment Reallocations are
credits that have been assigned to one provider when entered, then applied on a different date to a different provider's invoice.
Adjustments are grouped by type and information is provided under the following headings:
Date - the date the adjustment was entered
Trans Number - the number found in the upper right hand corner of a payment window (double click the payment to open the window)
Invoice Number - titled as a trans # under the invoice reversal heading
Team Member - records the login of the last team member to edit and/or save the adjustment
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Patient Name - identifies patient involved
Name on Payment - defaults to patient's ''Responsible Family Member'' but can be edited on date of entry
Notes - notes written in the adjustment window (or the office note field for reversed invoices) are displayed here
Amount - records amount of the adjustment
Payment Reallocations are categorized under the initial provider (the person assigned to the
payment when it was initially entered); reallocation details are listed under the following headings:
Applied Date - date payment was reallocated
Check Date - date payment was initially entered
Patient Name - identifies patient involved
Invoice Number - identifies which invoice the payment was reallocated to
Account ID - records the bank account selected when the payment was entered
Initial Allocation - the provider's name that had been assigned to the payment when it was first entered in the patient's ledger
Final Allocation - the provider's name that the payment has been reallocated to
The final allocation is assigned to the overseer of the invoice to which the payment has been
applied, except in situations where the invoice overseer is also the person initially assigned
to the payment, but is NOT the invoice provider. In these cases, the invoice provider is
named as the recipient of the final allocation.
Example 1:
A payment assigned to Dr A is now applied to an invoice that has Hygienist X as provider
and Dr B as overseer. Dr B is named in the report as the recipient of the Final Allocation.
A payment assigned to Dr A is now applied to an invoice that has Dr B as both provider and overseer. Dr B is named in the report as the recipient of the Final Allocation.
Example 2:
A payment assigned to Dr A is now applied to an invoice that has Hygienist X as provider
and Dr A as overseer. Hygienist X is named in the report as the recipient of the Final Allocation
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A payment assigned to Dr A is now applied to an invoice that has Dr A as both provider and overseer. There is nothing recorded as this is not a reallocation.
At the end of each individual category is a sum of the number of adjustments as well as
their total amount. Reallocations are grouped under the name of the provider initially
assigned to the credit. Grand totals are displayed at the end of the report under the following headings:
Invoice Adjustments
Invoice Reversals
Payment Adjustments Payment Reallocations
The Account Summary at the end of the Detailed Analysis report lists bank account name(s)
and their associated ID(s)
Month End – Cash Summary
This report summarizes all payments and payment adjustments entered for a specified
date range. It can be run for individual bank accounts or for the entire practice. Bank
accounts, which are created by your office staff, appear in a list when the drop arrow (found
in the field directly beside the report name) is used. When an account name is chosen,
relevant information (name, account number, transit number) appears on the report; it
includes only payments that have been assigned to that particular account. To run the
report for the practice as a whole leave the account field blank; bank account information is excluded.
Payment totals are listed on a daily basis under Direct and Bank (manual) Deposit
categories. These categories are then broken down to separate bulk from regular
payments. Adjustments are broken down on a daily basis also and categorized as NSF, Reversal, and Refund. The net total for each day is displayed in the final column.
Direct and Bank entries and adjustments are then subtotalled and a grand total is given for
each, followed by the net total for this section of the report. Payment re-entries (which
consist of any Received After Deposit payment types) entered within the date range are
totalled then subtracted from the previous net amount leaving ''Total Net Payments''.
In the next portion of the report, information is calculated to provide the daily net average,
the minimum daily net income and the maximum daily net income. This information is
followed by a list of the payment types used during the date range of the report; the total
amount of payments entered under each type and the percentage each comprises of the
total deposited.
NOTE: Any payments cancelled on the day that they were entered are assumed to have not been deposited and will NOT be displayed.
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Month End – Unapplied Payments Report
This report lists payments which are unapplied or partially applied. Items are displayed as of
the ''Ending Date'' chosen in the Month End window. It can be run for all or for selected
provider(s) and shows the date the report was run as well as the selected date range, along with your office's name and phone number.
The body of the report lists:
Name of the patient that the payment belongs to
Trans number of the payment -double click the payment to open; the trans
number is in the upper right hand corner of the payment window
Name of the Provider the payment has been assigned to
Date the payment was entered
Total amount of the payment Credit balance of the payment
The total credit balance of all payments is displayed at the bottom of the report.
Month End – Provider Summary
This report provides a summary of invoicing, payments and accounts receivable attached to
each provider as well as a quick overview of hygiene production as associated to overseer.
It cannot be run for specific providers only as is designed to give an overview of the office as a whole; it can be run for a specific day or a selected date range.
Invoicing information is listed for each provider under the following headings:
Dental - dental fees posted to each provider. Invoices cancelled during the selected date range have been subtracted off the amount in this column
Lab - fees are listed separately from the dental fees. Lab fees within invoices cancelled during the selected date range have been subtracted off this amount
Int. - Interest charges
Total - the sum of dental, lab and interest fees
W/O - amounts posted against invoices using any of the items listed in the ''Office Payments'' window (e.g. write off, discount, collections)
Net - balance left after subtracting amounts in W/O column from the total fees
charged
Payment information is listed for each provider under the following headings:
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Dental - payments posted against dental fees within invoices plus any unapplied payments entered during the selected date range
Labs - payments posted against invoices containing lab fees
Adjusts - any payment adjustments posted in the date range of the report (e.g. cancelled payments, refunds, NSF cheques)
Net - derived from the sum of dental and lab payments minus adjustments
Grand totals are supplied for each of the above categories at the end of of this section.
The Hygiene Production Report is comprised of the production posted to each
hygienist during the selected date range. This information is grouped according to the invoice Overseer and displayed under the following headings:
Production - total posted hygiene fees. Invoices cancelled during the selected date range have been subtracted off the amount in this column
Lab - lab fees that have been posted to the hygienist. Lab fees within invoices cancelled during the selected date range have been subtracted off this amount
Total - the sum of dental and lab fees
Total (%) - the percentage of total production posted to each hygienist under each overseer
Production, lab and the sum of hygienists' totals are calculated in grand totals at the end of
each overseer's summary.
The New A/R Summary Report provides the opening accounts receivable and the closing
accounts receivable amounts for each provider as of the report's 'ending date'. A grand total opening and closing a/r is given at the end of the summary.
Month End – Incomplete Invoices Report
This report gives a list of incomplete invoices; it can be run for all or for selected providers.
The report displays only invoices that are currently incomplete regardless of the set date range.
Information for each invoice is supplied under the following headings:
Invoice Number - identifies the invoice involved
Owner Doctor - refers to the preferred dentist selected in the patients' preferences tabs (patient window)
Provider - refers to the provider of the invoice
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Overseer - refers to the overseer of the invoice
Patient Name - identifies the patient involved
Date - refers to the invoice date (the date the invoice displays when viewed in the patient ledger)
Total -total of all codes within the invoice regardless of status (Complete or In Progress)
A summary is provided at the end of the report which gives:
Total Complete Status Treatment - the total of all codes marked as ''Complete''
within the invoices
Total In-Progress Status Treatment - the total of all codes marked as ''In
Progress'' within the invoices
Grand Total for all Incomplete Invoices - is derived from the sum of the two above items
NOTE:
1. Codes with ''Completed'' status are included in production and accounts receivable as
of the day the status was set, NOT when the invoice itself is completed
2. Codes with ''In Progress'' status are NOT included in production or accounts receivable until the status is changed to ''Complete''
Month End – Hygiene Company Report
Before using this report, you must specify the codes you wish to have included in your
Hygiene Company. To do this, go to Setup, choose Office Setup from the list and select the
''Hygiene Companies'' tab in the Office Setup window. Enter the code(s) or code range(s)
you wish to have included in the space provided. Once the codes have been saved in office
setup proceed to the Month End reports window, select the appropriate hygienist names and
dates, then run the report. This report can be run for one day or a selected date range, for all hygienists or for selected hygienists only.
The report begins by listing the opening AR (accounts receivable) belonging to the selected
hygienists followed by the opening AR for the Hygiene Company (which includes only AR
from hygiene company codes that have been assigned to the currently selected hygienists).
The body of the report lists each hygienist and gives information under the following headings:
Net Billing - refers to the full amount of the selected hygienists' invoices
Net Applied Pymts - refers to the full amount of the payments applied to the above invoices
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Hyg. Billing - refers to the amount billed as per codes listed in the hygiene company setup
Hyg. Applied Pymts - refers to the payments associated to hygiene company codes
Billing Diff. - refers to the difference between the amounts billed to hygiene company codes and non-hygiene company codes
Applied Pymts Diff. - refers to the difference between payments associated to hygiene
company codes and non hygiene company codes
This section finishes with grand totals for the above columns and is followed by closing AR
numbers. The first item shown encompasses total closing AR belonging to the selected
hygienists; the second figure includes the AR as dictated by the Hygiene Company setup for the currently selected hygienists.
The report finishes by displaying a breakdown of Hygiene applied payments
itemized according to their payment type(s) used during the set time frame.
NOTE: Office Payments (e.g. write offs, discounts, collections) are deducted from the Net Billing column
Month End – New Patient Report
This report lists new patients as of their signup date which is automatically assigned by
LiveDDM when they are entered into the system. It can be run for a single day, or a chosen date range. Information is displayed under the following headings:
Preferred Dentist - as entered under ''Providers'' in the preferences tab of the patient window
Patient - when people have been entered for insurance purposes only (BHO), which stand for Benefit Holder Only, appears beside their name
Date - refers to the date this patient was entered
Referral Type - as entered in the preferences tab of the patient window under ''Referral Information''
Referral Source - as entered in the preferences tab of the patient window under ''Referral
Information''
Referring Dentist - as entered in the preferences tab of the patient window under ''Referral Information''
The total number of patients entered during the date range of the report is displayed at the end of the report
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NOTE: Persons designated as Benefit Holder Only (BHO) ARE included in the total number
of patients entered; deletion of a patient from your Patient List will NOT remove that
patient's name from this report. All people entered in your database during the time frame
set for the report are listed, regardless of whether or not they have actually booked an appointment.
If you wish to view only patients that have been in for an appointment, launch
the Advanced Search from the Patient window. In the General tab of the Advanced Search,
enter the ''Sign Up Date'' range you wish to track. Next, choose the Treatments tab; select
''And'' in the ''And/Or ‘column and ''Appointment'' in the ''Location'' column. Click the icon
that resembles a magnifying glass (found in the lower right corner of the search window) to execute your search; results are displayed in the Patient window.
Appointment Reports
Select ‘Tools’, and ‘Reports’ (you can also select the icon)
Select ‘Appointment Reports’ from the menu
Here you may select one or more reports to view or print
Select the providers you wish to view and the date range this report applies to
Select the to generate the report
Below you will find a brief description of each report in the Appointments window
Appointment Reports – Appointments
This report can be run for one or for multiple providers and for one day or a selected date
range. It groups appointment information first by date, then by provider and arranges it under the following headings:
Time - refers to the appointment start time
Patient Name/Category - identifies patient involved and the appointment procedure category
Units - displays the number of units booked for the appointment
Home Phone#/Work Phone # - as entered in the general tab of the patient window
Confirmed - identifies confirmed appointments with the word ''Yes''; all others (e.g., left message) with ''No''
Estimate - totals the cost of codes entered in the body of each appointment. ''N/E'' is
displayed if codes are not entered or if the cost is $0.00
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Daily estimates are totalled at the end of each provider's segment of the report. The report
can be set to display individual procedure categories only by making a selection from the
drop down list at the bottom of the Appointment Reports window.
Appointment Reports – Appointment Reschedules
This report displays appointments for selected provider(s) that have been rescheduled to
days included in the chosen date range. It can be run for a single day or for a set date
range. Information is organized by date, then by patient and tracks the history of each
appointment in cases where there have been more than one reschedule.
The current date, time, number of units and estimated cost of the rescheduled appointment
is displayed along with the patient's name and phone numbers. The estimated cost of the
appointment is derived from the sum of all codes entered in the body of the
appointment. Directly beneath this information is the rescheduled appointment's history; it is arranged under the following headings:
Reschedule Date - the date on which the appointment was rebooked
Reschedule time - records the time in which the above reschedule took place
Reason - gives the provider's name, the date, and the time the appointment had been booked at prior to the reschedule
Note - records the reschedule reason (i.e., No Show, Short Notice, Cancelled/Rescheduled With Notice, Office Reschedule)
Employee - identifies the staff involved
Appointment Reports – Incomplete Appointments
This report groups all appointments that have not yet been completed first by date, then by
provider. As with most reports, it can be run for a single day or a set date range. Information is organized for each provider under the following headings:
Time - refers to the appointment start time
Patient Name/Category - identifies patient involved and the appointment procedure category
Units - displays the number of units booked for the appointment
Home Phone#/Work Phone # - as entered in the general tab of the patient window
Confirmed - identifies confirmed appointments with the word ''Yes''; all others (e.g., left message) with ''No''
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Estimate - totals the cost of codes entered in the body of each appointment. ''N/E'' is displayed if codes are not entered or if the cost is $0.00
Daily estimates are totalled at the end of each provider's segment of the report. If wanted,
the report can be set to display individual procedure categories only. Simply make a
selection from the drop down list at the bottom of the Appointment Reports window prior to running it.
NOTE: Appointments are completed by invoicing, or by double clicking the appointment to
open it and placing a check mark in the ''Complete'' box at the bottom of the window. The
latter is should not be used except in situations where the appointment is deemed not to
require an invoice.
Appointment Reports – Planned Appointments
This report tracks all planned appointments for the selected provider(s) with a Target Date
within the selected date range (which can be a single day or a set range). Information is provided under the following headings:
Schedule Date/Provider - lists the target date and provider of the planned appointment
Patient Name/Category - identifies the patient and procedure category
Units - set number of units within the planned appointment
Home Phone#/Work Phone# - patient's phone information
Estimate - totals the cost of codes entered in the body of each appointment. ''N/E'' is displayed if codes are not entered or if the cost is $0.00
The report can be set to display individual procedure categories only by making a selection from the drop down list at the bottom of the Appointment Reports window.
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Appointment Reports – Operatory Report
This report can be run for one or for multiple providers and for one day or a selected date
range. It groups appointment information first by date, then by provider and arranges it under the following headings:
Time - refers to the appointment start time
Patient Name (MCN)/Category - identifies the patient involved and gives their manual
chart number, if one has been entered. If there is no Manual Chart Number entered, the
report substitutes the Chart# as assigned by LiveDDM which can be found on the General
tab of the Patient window directly above the Responsible Family Member field. Category refers to the appointment procedure category
Units - displays the number of units booked for the appointment
Home Phone#/Work Phone # - as entered in the general tab of the patient window
Confirmed - identifies confirmed appointments with the word ''Yes''; all others (e.g., left message) with ''No''
Alerts and Notes - displays information entered in the Alerts section of the Patient window
(Critical Info tab) and also information entered in the Note field of the booked appointment
The report can be set to display individual procedure categories only by making a selection
from the drop down list at the bottom of the Appointment Reports window.
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Appointment Reports – Appointment Booking Diagnostics
This report runs for all team members (regardless of provider selection) and can be set to
run for a single day or a set date range. Data from the year previous to the set date range of the report is also gathered and shown in the columns labelled ''L/Y''.
The first section of the report which is titled Appointment Booking Diagnostics deals with
statistics relevant to the scheduling of all Providers. Information is organized under the following headings:
Provider - identifies the team member
Avail - shows the number of units available for each provider for the set range of the
report.
Booked - shows the number of booked units for each provider
Personal Percent - gives the percentage of units booked based on each provider's available units
Office Percent - gives the percentage of units booked based on the total available units for all providers
The next four columns in this segment of the report deal with ''Last Year'' values for each of
the above headings. Office totals for each column are given at the end of this portion of the
report.
The second section which is titled Team Booking Diagnostics reflects statistics related to
booking the above appointments:
Team Member- lists each team member that has booked an appointment either during the report's current date(s) or the corresponding ''Last Year'' date(s)
App.# - lists the number of appointments each team member has scheduled into days that are within the specified date range of the report
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Total % - gives the percentage of appointments each team member has booked based on the total number
Units - sums up the total number of units each team member has scheduled within the specified date range of the report
Est. Income$ - sums up the cost of codes entered in the body of each booked appointment
The next four columns in this segment of the report deal with ''Last Year'' values for each of
the above headings. Office totals for each column are given at the end of this portion of the report
Appointment Reports - Treatment Plan Report
This Report will generate a list of Treatment Plans created for selected Provider(s) within the given range.
This report can be run either By Provider or By Employee; information is displayed under
the same headings for either option with one exception. The former generates a list of
treatment plans created for one or more selected provider(s) within a chosen date range;
it lists the employee name(s) corresponding to the treatment plan(s) they have created for
that provider. The latter generates a list of treatment plans created by a selected employee
within a chosen date range; it displays a list of provider name(s) corresponding to the treatment plan(s) that have been created for them by that employee.
NOTE: The ''Date Posted'' field within the treatment plan determines when it will appear on
the report. This date defaults to the current day (on creation of the treatment plan), but
can be edited in treatment plans that have not been completed.
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Each treatment plan that has been created within the date range selected for the report is
grouped under the appropriate provider or employee name; information is displayed under
the following headings:
Date - records the date each treatment plan was posted
Patient Name - identifies which patient each treatment plan belongs to
Total ($) - sums up cost of all codes in the treatment plan
Appt - identifies treatment plans that contain at least one code associated to a booked
appointment by displaying a ''B'' in this column. If the report is run after that appointment has been invoiced, the ''B'' is no longer displayed
Outstanding ($) - sums up the cost of codes in treatment plans that have not yet been invoiced
Invoiced ($) - sums up the cost of codes in treatment plans that have been invoiced
Declined ($) - sums up the cost of codes in treatment plans that have been marked as declined
Totals are given for the appointment and dollar columns at the end of the treatment plans listed for each provider.
The next segment of the report gathers data for each provider and arranges it in
a Treatment Plan Summary as follows:
# of Treatment Plans entered in Range
Value of Pending Treatment Plan items
Value of Waiting Insurance Treatment Plan items
Value of Postponed Treatment Plan items
Value of Accepted Treatment Plan items
Total Outstanding Treatment entered in range
Total Invoiced Treatment entered in range
Total Declined Treatment entered in range
Total Invoiced in range (with treatment plan entry out of range)
Invoiced Acceptance = [Invoiced in Range] / [Entered in Range] * 100%
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Total Invoiced Acceptance = [Invoiced in Range] + [Entered previously] / [Entered in Range] * 100%
Booked Acceptance = [Booked] / [Entered] * 100%
Labels for ''Pending'' items and ''Waiting Insurance'' items are switched in the report.
Treatment that has been deleted from a treatment plan remains in the background and is
calculated into ''Declined'' amounts. Clients are unable to see the deleted treatment, but
can have tech support check for this information if needed.
Codes are counted as ''Invoiced'' regardless of their status (i.e., in progress or complete)
Payroll Reports
Select ‘Tools’, and ‘Reports’ (you can also select the icon)
Select ‘Payroll Reports’ from the menu
Select the report
Select the providers you wish to view and the date range this report applies to
Select the to generate the report
Below you will find a brief description of each report in the Payroll window
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This report interacts with both the Punch Clock and Dental Team features.
Payroll Calculated by the Punch Clock
For team members using the punch clock, no setup is required; information is
displayed under the following headings:
Date - a separate entry is logged for each 'Time In/Time Out''
Time In - logs the time an employee punches in
Time Out - logs the time an employee punches out; if anyone has forgotten to punch out,
the report automatically records ''Time Out'' as dictated in Office Setup for that day
Total - totals the hours and minutes between each Time In/Time Out
The Total Time Worked is then calculated for each individual depending on the date range
selected when running the report. A calculation of the gross amount payable is also provided if the hourly rate of the employee is entered in Dental Team -> Payroll/Billing tab.
NOTE: It is recommended that hourly rate or yearly salary NOT be entered in Dental Team
as some of the security settings for team members will include an ability to view this
sensitive information
Individual staff members who do not have access to the reports window can view
their information by launching the Punch Clock and selecting the printer icon located in the
lower left hand corner of the window. The report will display as above but does not give options for a date range; it displays information for the current month only.
Payroll for Associates
This report can also be utilized for Associate Dentist payroll. When set up, it calculates the
percentage to be paid on invoices in which the Associate is both provider and overseer as
well as a percentage or fixed amount for procedure codes within invoices they have
overseen.
To enter the percentage you wish to be paid on invoices in which the Associate is both
Provider and Overseer, launch the Dental Team (which is listed in the ''User'' menu). Select
the Payroll/Billing tab and under the heading ''Payroll Information'' enter the appropriate
figure in the field labelled ''Dental Fee Split Rate''. Each payment posted against this
provider's invoices (within the chosen date range) appears on the report under the following headings:
Invoice # - identifies which invoice the payment was posted to
Patient - identifies the patient involved
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Doctor - displays the ID of the patient's preferred Dentist; the ID for each team member can be found on the general tab of the Dental Team
Type - records the type of payment posted
Account - records the ID of the bank account selected in the payment window; the
bank account associated with each ID can be found at the end of the Detailed Analysis
Report
Payment Note - records notes entered in the payment window
Paid ($) - the total amount of each payment applied
The total amount of these payments is displayed at the end of this portion of the report.
To enter the codes you want included in the ''Work Overseen'' portion of the report, launch
the Dental Team and select the Payroll/Billing tab. You will find a field under the title ''Overseeing Rates'' with the following columns:
Starting Code - codes can be entered individually or as a range
Ending Code - if the entry is for a single code, the ending code will be the same
as the starting code; if it is for a range, the ending code is the last in the range (e.g. 01101 - 01103)
Reimbursement ($, %) - if a set fee, enter the amount with the $ BEFORE (i.e. $30.00);
if it is a percentage, enter the amount with the % FOLLOWING (i.e. 30%)
Production - If production for the corresponding code is to be assigned to the
Associate, select the check box provided; if it is to be on the payroll report only, leave the box empty
Click on the icon that represents a yellow folder with a green plus on it to make your
entries. If a correction is required, highlight the entry and using the red ''X'' icon, delete it.
If the Production column is not visible, slide the scroll bar at the bottom of the field to the right.
The Work Overseen section of the report displays information under the following headings:
Invoice # - identifies which invoice the payment was posted to
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Patient - identifies the patient involved
Doctor - displays the Employee ID of the patient's preferred Dentist; the Employee ID for each team member can be found on the general tab of the Dental Team
Date - indicates the Invoice date
Account - records the ID of the bank account selected in the payment window; the
bank account associated with each ID can be found at the end of the Detailed Analysis
Report
Total ($) - lists the total cost of the code
@ - indicates the method of calculation (e.g. @ 10% or @ $10.00)
Split Total ($) - the amount to be paid out per code
A total (which sums up the ''Split Total''amounts) is given at the end of Work Overseen portion of the report.
NOTE:
1. Overseen invoices do not appear on the report until such time as they are fully paid
2. The field labelled ''Non - Overseen Work'' in the Payroll/Billing tab of the Dental
Team is not supported or recommended for use
Following the Work Overseen section is an ''Adjustments'' section which records payment
adjustments that have been applied against the Associate's invoices within the date range of the report. Payment adjustments include cancelled payments, NSF cheques and refunds.
''Lab Fees/Additional Costs'' are recorded in the next portion of the report and are drawn
from invoices in which the Associate is both Provider and Overseer. These items are
automatically deducted from the Associate's pay at the time the invoice is completed. The
report includes all codes that start with ''99'' by default. If you wish to dictate which of
these codes will be considered in this section of the report, launch the Dental Team and go
to the Payroll/Billing tab. Beside the area used to enter ''Overseeing Rates'' you will see
another titled ''Deductions(Labs)''. Use the icon that represents a yellow folder with a green
plus to make your entries. If a correction is required, highlight the entry and using the red ''X'' icon, delete it. An entry of 100% is required in the ''Deductions'' column.
Following the total for Lab Fees/ Additional Costs is a summary which takes the Total
Paid (total of payments applied to invoices in which the Associate is both Provider and
Overseer), subtracts Total Adjustments (total cancelled payments, NSF cheques and
refunds), subtracts Total Deductions (total Lab Fees/Additional Costs) and provides a
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subtotal which is then multiplied by the ''Dental Fee Split Rate'' (as entered in the Dental
Team -> Payroll/Billing tab). That figure is then added to the ''Total from Overseen Work''
which gives the amount that is ''Payable to Dentist''.
Production Reports
Production Reports – Production by Provider
This report can be run by entry date or by treatment date and can be run for all providers at
once or for selected providers only. The ability to run this report for a single code or for a
range of codes is available and can be implemented by making use of the ''Start Code'' and ''End Code'' fields located in the ''Production Reports'' window.
Each code on the report is listed and grouped under the assigned provider's name using the following headings:
Entry date
Code
Patient name
Invoice number
Tooth number (if applicable)
Surface (if applicable) Fee
Codes from invoices cancelled in the chosen date range are listed as negative entries and calculated into that provider's total.
The report subtotals each day and gives a procedure count as well as total fees for each
provider. This is followed by a separation of the lab fees from the production total. The
report ends by displaying a production and lab total for all selected providers as well as the grand total.
Production Reports – Production by Overseer
This report can be run by entry date or by treatment date; it can be run for a single day or
for a set date range and groups each Overseer and Provider separately. The ability to run
this report for a single code or for a range of codes is available and can be implemented by
making use of the ''Start Code'' and ''End Code'' fields located in the ''Production Reports'' window.
Each grouping displays production under the following headings:
Code - includes codes with a ''Complete'' status; codes with status ''In Progress'' are not included
Patient - identifies patient involved
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Invoice # - identifies which invoice the code has been posted to
Entry Date/ Treatment Date - displays entry or treatment date according to selection made when running the report
Tooth # - identifies tooth number associated with code (if applicable)
Surface - identifies tooth surface(s) associated with tooth number (if applicable)
Fee - displays associated cost of each code
Codes from invoices cancelled in the chosen date range are listed as negative entries and calculated into that provider's total.
The report gives a subtotal for each day and a grand total with a procedure count at the end
of each overseer/provider segment. This information is followed by a breakdown of
production total and lab total. The report ends by displaying a production and lab total as well as the grand total for all selected overseers.
Production Report Summary
This report can be run by entry date or by treatment date and can be run for all providers at
once or for selected providers only; it can be run for a single day or a chosen date range.
The Information is summarized under the following headings for each selected provider and totalled for all providers at the end of the report:
Fee
Lab
Subtotal
Write offs Total
In this report, ''Write offs'' include all items used from the office payments window (e.g. write off, discount, collections).
Cancelled invoices are calculated into the associated provider's ''Fee'' column. If the total of
cancelled invoices is greater than the total of that provider's production, the ''Fee''
column will show a negative amount.
Production Report by Code
This report groups information by codes used during the date range of the report. As with
other production reports, it can be run for a single day or a set date range and can be run
by entry date or by treatment date. The ability to run this report for a single code or for a
range of codes is available and can be implemented by making use of the ''Start Code'' and ''End Code'' fields located in the ''Production Reports'' window.
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Codes are displayed individually along with their corresponding descriptions. Information relating to each code in the report is arranged under the following headings:
Provider - name(s) of provider(s) assigned to each code within the date range of the report
Patient - identifies the patient involved
Invoice # - identifies which invoice contains the code
Treatment Date - gives treatment date assigned to each code
Tooth # - records tooth number associated to the code (if applicable)
Surface - records the surface entered (if applicable)
Fee - records the price of each code listed
Each code group finishes with a procedure count and their total cost. The sum of all costs is given in a grand total at the end of the report.
Production Report by Category
This report groups information by category for each selected provider. It can be run for one
day or for a set date range, and can be run by entry date or by treatment date. Information is provided under the following headings:
Category Name - lists all categories
Codes - gives the range of codes associated with each category
Total # - gives total number of times codes within the range have been used
Income - displays the dollar value of codes within range for each category
% of Total - gives the percentage of income for every category based on each provider
The above information is combined in a summary for all selected providers at the end of the report.
Production Reports – Provider Analysis
Use of this report is not recommended or supported
Referral Reports
Select ‘Tools’, and ‘Reports’ (you can also select the icon)
Select ‘Referral Reports’ from the menu
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Here you may select one or more reports to view or print
Select the providers you wish to view and the date range this report applies to
Select the to generate the report
Below you will find a brief description of each report in the Referral window
Referral Reports – Dentist Referrals - Detailed
This report can be run By Preferred Doctor, By Referring Dentist, or By Number of Referred
Patients. It can be run for a single day or a set date range. The referring dentist is entered
in the Preferences tab of the Patient window.
NOTE: Information for this report is gathered as of the patient's sign up date which can be
found on the General tab of the Patient window
Running the report by Preferred Doctor organizes information according to the dentist
assigned to each patient in the Preferences tab of the Patient window. If a preferred dentist has not been set, the report will group those patients under ''Doctor Name Unspecified''
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Data is arranged under the following headings for each dentist:
Patient - identifies the patient referred
Date - patient's signup date which is assigned by LiveDDM when the patient is entered and can be found on the General tab of the Patient window
Category - refers to the patient category on the General tab of the Patient window
Referring Dentist - lists the referring dentist for each patient
Notes - displays notes that have been entered in the Preferences tab of the Patient window
Running the report by Referring Dentist or by Number of Referred Patients groups
information under each referring dentist's name using the above headings, with the
exception of ''Referring Dentist'' which is replaced by the patient's preferred dentist's name.
If a preferred dentist has not been set, ''Unspecified'' is displayed. When run by Number of
Referred Patients, the report organizes from highest number of referrals to lowest. Totals
for all dentists are listed below each individual's section and a grand total is given at the end of the report.
Referral Reports - Dentist Referrals – Summary
This report lists referring dentists and tracks the ledger activity of their assigned patients
within a set date range. Information for each referring dentist is broken down into two
sections titled Fees and Payments. Fees broken down under Dental, Lab, Interest, and
Write Off. Payments are broken down under Dental, Lab and Adjustments (i.e., cancelled
payments, refunds and NSF cheques). A net total is provided for both fees and payments.
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Referral Reports - Dentist Referrals by Total
This report can be run for all or for selected providers; it can be run for a single day or a set date
range. It groups information according to the patient's preferred dentist (as selected in the preferences
tab of the patient window) rather than according to the provider of the invoice(s). Referring dentists are
listed in descending order based on the total amount billed during the time frame set for the report.
Invoices posted to a patient that does not have a preferred dentist set will not appear on the report.
Closing Procedures
Printing a Day sheet In order to print out a copy of the daysheet, you MUST be on the By Day View in the appointment scheduler.
Select the ‘By Day View’ icon in scheduler
Bring up the desired day and providers
Select the Print Icon
Select ok and print
Bank Deposit
Select ‘ Tools’, then ‘Reports’, then select ‘Day End Reports’
Reports to be run at Day End are the individual choice of the Office. We do however recommend that you include the Bank Deposit Report and Detailed Cash Report
The Detailed Cash Report will show ALL payments entered in LiveDDM whereas the Bank Deposit will show only the payments that have been designated to appear. It is up to each office to determine which payments they would like to see listed on their Bank Deposit Report. The default does not include credit or debit cards
Be sure to balance your day’s total receipts to the Detailed Cash Report (or Bank Deposit report if appropriate) at the end of each day, as these reports lock at midnight and mistakes cannot be corrected properly by the next day
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If you have more than one bank account, select an account from the drop down list and run the report for each account
Make sure to select Provider(s) on the right hand side by placing a checkmark beside the name
The Starting Date and Ending Date default to ‘Today’
Select the GO wheel
You can view the print preview and print from there or say no to the preview and go straight to print
**NOTE**all other reports can be run when you are ready as there is no time restrictions on when the reports can be run
Point of Sale Machine
Run an inquiry on your point of sale machine to check balances for Credit Card and Debit Payments
When all balanced, don’t forget to close off the POS machine to deposit amounts into your bank account
Reconciling the Bank Deposit
It is very important that you verify the Cash-In Detailed report at the end of every day
The Cash Summary total all entries, and then subtracts all errors and reversals
The Bank Deposit totals all entries, both Bank and Direct that actually went to the bank that day. It does not include any adjustments such as Refunds or NSF cheques, and it does not include any payments entered and reversed on the same day
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Note:
Be sure to correct any same day mistakes as you will not be able to alter anything after midnight on the date of entry
Understanding the Cash-In Summary Report
The Deposit side is ‘Net’; it does not include any payments entered and reversed on the same day
Payments flagged as ‘Received After Deposit’ or ‘Payment Re-Entry’ are not included on the Deposit side
Payments are ‘bank’ or ‘direct’ depending on your database set up (If you have payments that are not set appropriately, contact Technical Support for assistance)
Adjustments include any payment reversals where the date of the reversal is after the date of the original payment
Normal adjustments to the bank include NSF’s and Refunds, and are recorded for bank reconciliation
Any amounts in the ‘Reversal’ column are reversed payments where the date of the reversal is after the date of the original payment, not including NSF’s or refunds. Normally, this includes payments reversed to adjust an invoice, and then re-entered as a Received After Deposit or Payment Re-Entry. They will cancel each other out, the Reversals equalling the Payment Re-Entry as shown in the example below
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Prepare Bank Deposit
Designate which is the Office Copy & which is the Bank Copy
Prepare deposit according to your bank’s requirements
Attach Visa, MC & Debit slips along with Deposit Tape from POS machine to Detailed Cash Report OR Office Copy of Bank Deposit Report
Resolve Appointment Book
Select the ‘To Do List’
Select
This list is designed to avoid any invoicing omissions and to make sure booked appointments have been properly dealt with. It should be empty at the end of each day
Resolve any appointments that remain on the list by billing accordingly or cancelling and making planned
It is recommended that you invoice N/C appointments with a $0 fee to record the visit in the patient’s treatment history. If your office prefers not to do so, the appointment can be removed from the ‘To Do List’ by double clicking on it to open and placing a checkmark in the ‘Complete’ field at the bottom of the window
Backup
Please consult with your hardware vendor in regards to the proper backup procedures for your office. Your hardware vendor is welcome to contact us to ensure all necessary data is being backed up. There are two different methods that LiveDDM uses to back up its database, depending on your scenario. There is a built-in backup system (SQL 2008 versions or older only) and a daily scheduled backup using a third-party software package known as SQLBackupAndFTP. If you are unsure of which backup method your office is using, please contact LiveDDM technical support. LiveDDM does store or archive any client backups. Backups are solely the responsibility of your office.
Built in backup:
Select ‘Tools’, and ‘Backup now’
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You will get the following message window pop up, be sure to read these before continuing
Once you say yes, your backup will run in a Backup Client window
This window will disappear once the backup is complete
Every office is set up according to its specific requirements. Most offices have a LiveDDMBackup folder shortcut on their desktop which is where the daily backups are stored. In this case, please follow the steps below
If your office is NOT set up this way and you backup directly to a removable device then once your backup window closes to indicate it is complete you are done (see **NOTES**)
Once your backup is complete, find your LiveDDMBackup folder and double click to open it up
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Your window will look similar to the one shown above
Be sure to check the date to ensure the backup was successful
Plug in the removable device to the computer you are working from
Right click and you will get a menu, select Send To, another menu will expand, select your Removable Device as shown
Once your backup has copied to the Removable Device, you can unplug it and take it home
**NOTE**please be sure to clear out old Backup files from your Removable Device regularly to ensure
you have enough space for the next backup
**NOTE**we always suggest checking Office Setup to make sure your backup shows as completed
successfully within LiveDDM. In your Office Setup you have a tab called ‘Backup and Restore Tools’. In
that tab you will see your backup path and either a or to tell you what date you had the last
successful or unsuccessful backup
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**NOTE** simply means your Backup is more than 48 hours old, see ‘Office Setup’ document for
more information
**NOTE*for automated backups please contact your Hardware Vendor
Wizards
Mail Merge Wizard This wizard allows you to print a letter for multiple patients’ in your office.
Left click on the wizard’s icon, select mail merge wizard
Choose the letter either from a Template in LiveDDM or browse to import one from your computer (be sure to enter a file name)
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Select the to move through the wizard
Select the patients from the list that you wish to send this letter to (highlighting and using the
to remove any off the list)
Once the list is accurate, select , this will start the process of the letter being created to the patients file (depending on how many patients you have chosen it may take a few minutes)f
Once complete you can preview it by clicking the view document icon
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**NOTE**you can find these documents by selecting View at the top of LiveDDM and selecting Documents from the list, as shown below
Mail Merge Export The new mail merge export allows you to filter your patient list, select fields (name, appointment times, appointment providers, etc) and then import that list into Microsoft Word in order to do a mail merge. Steps 1. Filter your patient list according to the criteria you would like. It may be patients with an appointment on a certain date or in a certain date range, or patients that have undergone a certain procedure and need following up. You can even filter by birth date for sending out birthday cards.
2. Go to wizardsMail Merge Export on the file menu, the welcome window will appear, select next.
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3. On the second screen, you will be presented with a variety of check boxes. Check all of the fields that will be used in your mail merge. If you pick a field that you do not use in your letter, don’t worry—it will be skipped. Click next when you have selected all of the fields you wish you to use.
4. On the following screen, you are given the opportunity to remove any individual names you may not
wish to be part of this mail merge export. To do so, highlight the patient’s name, then select the on the bottom right of the list (not the X at the very bottom right hand corner—that button cancels the wizard).
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5. Click the green check mark when finished. You will be presented with a login and password box. This function is password protected because the data you are exporting into a list is sensitive data. You will require an owner login and password or a user that has ‘can use own l/p’ for authorization’ checked off in Dental Team.
6. After entering a valid password, you will be asked for a location to place the file. It is recommended you use somewhere obvious, like the desktop.
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Your file is now ready for use by Microsoft Office. Minimize or Close LiveDDM. 7. Now launch Microsoft Office 2007 and open the template you created. If this is the first time you have worked with this template using this process, you will need to place all of the fields into the document that you would like pulled from the information you exported earlier. After you have done this once, you may save the document, and those fields will be saved with the document for future mail merges. 8. Once the document is open, click on the mailings tab on the ribbon, and then click the start mail merge button in the start mail merge section. Select ‘step-by-step mail merge wizard’ from the drop down.
9. On the right hand side, a wizard will appear. i) Select ‘Letters’ and click Next: Starting Document at the bottom ii) Select ‘Use the current document’ and click next: Select Recipients
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10. Select ‘Use an existing list’ then click browse. Browse to your desktop and select the file you created in LiveDDM.
A window will appear showing you all the patients you had selected in LiveDDM. You may deselect any to import at this point by unchecking their name. There are other options here such as filtering for duplicates that you may wish to make use of. Select OK to load the data into Microsoft word and click ‘next: write your letter’ on the bar on the right.
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11. Now we will add the tags to your word document. If you have already added the tags using this step, then there is no need to complete this step. Please note that the tags used in LiveDDM’s Mail Merge Wizard will not work here. You must add the tags using the method described here to your document before reusing it for future mail merges. Place your cursor on the document where you would like the field to go Select the link on the right ‘More items’
Select the field you would like to add and select ‘insert’ to insert the field.
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The fields will show up in your document as you insert them, like this: <<Title>>
These tags indicate that they will be auto-populated from the mail merge list you imported when you opened Microsoft word. When you have placed all of the tags in the appropriate location in your document (hint, you can easily drag & drop the tags around in the document after adding them), save your document to a save location. Then, click the link on the right bar ‘Next: Preview your letters’ and Microsoft Word will give you a single example your document. Click ‘Next: Complete the merge” to merge all of the data with your mail merge document. Microsoft word will not display all the letters unless you click ‘edit individual letters.’ This is to save resources on your PC in case there are literally thousands of records which in turn mean thousands of pages in Microsoft Word. You may now print the mail merge by clicking the print link on the right.
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Office Holiday Wizard Use this wizard to block off time for one or multiple providers. This wizard gives you the ability to block multiple days/times off seamlessly.
Select ‘Wizards’, and select ‘Office Holiday Wizard’
Select the providers you wish to create the holiday for, as shown below
Select the start and finish dates, and the time the holiday starts and finishes (if only one day leave the start and end date the same date). If blocking entire day there is no need to enter times
Select if this holiday is every day during this time frame or every other etc
Uncheck the days of the week the holiday does not include (leaving check marks in the days you want holidays for only)
Create a note in the description area if you choose, this will show on the Schedule and Daysheets
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Once complete, select , this will save your holiday and create blocked off time in the schedule
You will then get a prompt that your holiday has been created. If you wish to make another
holiday, simply start the steps again. If you are finished, select the to exit the wizard
**NOTE**to remove a holiday, you must go to Dental Team, select the provider and go to the
‘Holidays’ tab. Select the Holiday(s) and . This will delete the holiday for that provider only. You can remove more than one holiday at a time by selecting a holiday and dragging down
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Replace Staff Wizard This wizard will walk you through the process of moving patients between two providers. It will help you to easily manage your schedule without worrying that you may lose information.
Select ‘Wizards’, and select ‘Replace Staff Wizard’
**NOTE**before starting the wizard, please ensure that the new staff member has been properly set up in the Dental Team. They should have their availability set, as well as their primary chair selected and their user type defined. They will also need to be marked as active, with an activation date
If the new provider’s availability does not match the current providers availability there may be left-over appointments that need to be rescheduled depending on your settings in the replace staff wizard
Select the Starting Date (this is the date you want the new provider to start taking over appointments for the departing provider)
If the replacement is indefinite, leave the ending date blank
If the new provider is only covering for a defined amount of time, a maternity leave, for example, then enter the ending date so that only appointments up to and including that date will be moved
Any appointments after the ending date will remain with the current provider
If the new provider is only going to take on specific days in the week, and another provider is going to take the other days, you can select the specific days to transfer to this new provider by unchecking the days that are not applicable
Proceed to the next step by selecting
Select the Departing Staff member from the drop down list, and then select the Replacement Staff Member
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Once complete the wizard will show you a list of any appointments that it could not move due to the availability of the replacing staff member
You can move these appointments to planned, call the patients to reschedule them or print the list
You can export your list by selecting and save anywhere in your computer to refer to at any time
**NOTE**if an appointment cannot be rescheduled it WILL stay on the schedule under the departing staff members column. You will not lose the appointment, but you will have to move it from the departing staff members’ column before inactivating the provider.
When you have completed the Replace Staff Wizard you will see the following screen
Make sure that you out of this window to save changes
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Bulk Email Wizard This wizard allows you to confirm your upcoming appointments through emails.
Your first step is to left click on Setup at the top of LiveDDM, select Office Setup, and then select the Email/Claims tab, and fill in the appropriate information. Once done, you are ready to use the email wizard
Select ‘Wizards’, and select ‘Send Bulk Email’
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Select the to walk through the steps of this wizard. Ensure the bullet is placed in the email confirmation area as shown below
Select your start and end dates, you will then be prompted that this process may take a few minutes based on how many emails are to go out
Once done, there will be a list of patients that have received a confirmation email, select to complete
**NOTE**only patients with email addresses entered into the ‘Patient Widow’ will receive emails
**NOTE ** please call your internet service provider for the information required prior to using this wizard
Bulk Payments This feature is used when a cheque is required to be dispersed among multiple patients that are not necessarily linked by family relation.
Select ‘Wizards’ and select ‘Bulk Payments’ from the menu
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Select to start the wizard
Selecting on the will guide you through the wizard
Place a check mark in the insurance assignment box (the wizard will look for invoices marked as Assignment in the patients ledger)
Fill in the rest of the details accordingly
Select to continue once all information filled in correctly
Select on the following window to start selecting patients you wish to apply this payment to
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Select the invoice you wish to pay from the drop down list, and enter the amount you wish to apply to that invoice (only invoices available to pay will be in the drop down list)
Select the to add more patients until you have no money left to allocate
Select the appropriate information from the drop down list and select once finished **NOTE**if an invoice is not available in the drop down options, simply leave this area blank and move to the amount portion of this line. This will create a credit on the account that you can manually allocate within the patients ledger after you complete the bulk payment (you may need to swing a balance over from patient to insurance first) **NOTE**you should notice that the remaining window area is decreasing the more invoices you add. If entered correctly, the amount will be at 0.00 when all patients’ invoices/payments are entered
You should now see your light up and you can now complete your bulk payment
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**NOTE**If you have made an error in the allocations of the bulk cheque, they can be corrected by reversing them on the specific patient and re-entering it in the ledger as a RECEIVED AFTER DEPOSIT (RAD). However, if you entered the bulk payment as a wrong amount, you will need to contact Technical Support for assistance in correcting this.
Creating Custom Templates
LiveDDM allows you to create a template for regularly used letters and save those templates in the system. When you want to create a letter for a patient, it will be customized according to the patient fields in the template and saved in their file.
1. Refer to the list of Template Tags on the following pages. LiveDDM has a comprehensive list of Template Tags that can be used in your documents, and then replaced by the patient information when you print the letter. Items such as patient name, address, preferred doctor, and account balance, can be inserted.
2. Create your document in Microsoft Word. Open Word and type your letter, using < > to
surround the custom fields. To insert the patient name, for instance, type: <FirstName> <LastName> Save the letter in the folder of your choice, My Documents) for example. For Clients using Microsoft Office 2007, be sure to save as and the scroll down menu will give you different options, choose WORD 97-2003 Document, then save in My Documents folder, for example.
3. Create a new template. In LiveDDM, open Set Up, Office Categories, Templates. Click New and
browse for the letter you created. Click Open. You now have a new template in LiveDDM.
4. Print a Customized Letter for a patient. Go to the patient’s chart and click the Documents tab. Under Electronic Documents, click New. Click the arrow beside Document Based on Template, and click on the template you created. In the Document Name box type a name for the letter. Click Save.
5. Edit the letter if you wish. The letter will now open in minimized form in the taskbar at the
bottom of your screen. You will get the following message box asking you to select OK to save any changes:
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Do not click OK until you have finished editing the letter. When you are done, print and save the letter in Microsoft Word and close the window. Now click OK in the previously mentioned dialogue box. Your custom letter is now saved in the patients’ chart. It can also be printed and viewed at a later date.
6. Merge Treatment into a Document. Create a template, using the <Treatment> tag where you
want the treatment to display in the document. Open a Treatment Plan, select the ‘Merge’ icon, and select the desired template.
TEMPLATE TAGS
Substitution Fields:
Title <Title> First Name <FirstName> Last Name <LastName> Middle Initial <MiddleInitial> Full Name <FullName> Address <Address> Secondary Address <SecondaryAddress> SIN <SIN> Sign Up Date <SignUpDate> Birth Date <BirthDate> Home# <HomePhone> Cell <CelPhone> Other # <Pager> Home Ext <HomeExt> Business Ext <OtherExt> Other Ext <PagerExt> EmergencyContact <EmergencyContact> EmergencyPhone <EmergencyPhone> Language <Language> ReferredBy <RefferedBy> ReferralReason <ReferalReason> SchoolName <SchoolName> Relationship <Relationship> Sex <Sex> MedicalAlert <MedicalAlert> BestPhoneNumber <BestPhoneNumber> BestAppointmentTime <BestAppointmentTime> Email <Email> Notes <Notes> ManualChartNumber <ManualChartNumber> AccountBalance <AccountBalance> Family Account Balance <FamilyAccountBalance>
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Patient Balance <PatientBalance> FamilyPatientBalance <FamilyPatientBalance> PatientInsuranceBalance <PatientInsuranceBalance> FamilyInsuranceBalance <FamilyInsuranceBalance> Dentist <Dentist> Hygienist <Hygienist> PrimaryEmployer <PrimaryEmployer> SecondaryEmployer <SecondaryEmployer> ReferringDentistName <ReferringDentistName> ReferringDentistFirstName <ReferringDentistFirstName> ReferringDentistAddress <ReferringDentistAddress> LastAppointment <LastAppointment> Treatment <Treatment> Provider <ProviderID> Today’sDate <Date> Recall Date <RecallTargetDate> NextAppointmentDate <NextAppointmentDate> NextAppointmentTime <NextAppointmentTime>
Downloading a New Fee Guide(s)
This Fee Guide FAQ is designed to prepare your office for the easy and straightforward process of updating your default fee guide to the coming year’s guide.
Instructions for installing the fee guide:
IMPORTANT:
1. Make a backup of your database (toolsbackup now). If you have an automated backup,
please contact your hardware vendor for instructions on how to run a manual backup prior
before continuing.
2. Please ensure that LiveDDM is NOT running on any computers in your office before running the
Live Fee Guide Updater
3. Uninstall the Live Fee Guide Updater if already installed using programs and features in control
panel
4. If you do not see the Live Fee Guide Updater icon on your server's desktop, install the Live Fee
Guide Updater using this link: http://www.liveddm.com/livefeeguideservice/client/setup.exe
5. Start the Live Fee Guide Updater by double clicking the icon on the desktop.
Is there any cost to obtaining fee guides from LiveDDM?
No, the cost for these is covered by your monthly payment. Please note, the ODA requires
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those using their fee guides to be a member of their organization prior to downloading their copyrighted fee guides.
When will the new fee guides be available?
The exact day varies year to year. The ODA fee guides are typically available by Friday December 14th for the next year. For most provinces, they are available mid-December. For BC, the first or second week of January. Please do not call technical support to ask the exact date. Instead, please subscribe to our Twitter and Facebook feeds via our Website to be notified the instant your province’s fee guides are available. You may also visit the main page of our website to see which fee guides have been released.
Should I download the new fee guide once it is available in advance of our intended switchover date?
Yes! Avoid the last-minute rush. Once your fee guide is available, download it at your convenience. It does not take effect until you change the default office fee guide in LiveDDM.
How do I download the new fee guide?
Please use the Live Fee Guide Updater, located on your server’s desktop. If your server is inaccessible, please use the same computer you used last year to download the fee guides. Make sure LiveDDM is NOT running on any of the workstations prior to running the Live Fee Guide Updater.
Note: Ontario dentists using ODA fee guides
When selecting an Ontario fee guide, you will be prompted for your ODA Membership ID and password. You would have received this information from the ODA. After entering in your credentials click “VALIDATE”, you’ll then be returned to the fee guide selection screen with your fee guide still selected. Click ‘download selected fee guides’ to complete the process.
Q: I don’t see the Live Fee Guide Updater on my desktop! A: If you do not see the Live Fee Guide Updater on your desktop, please install it using the link on our website: http://www.liveddm.com/livefeeguideservice/client/setup.exe
Q: How long does it take to download a fee guide?
A: The entire process should take you under ten minutes. Each selected fee guide takes only a few seconds to download.
Q: Ok, I’ve downloaded the fee guide I need. How do I switch my office over to it in LiveDDM when I am ready to use it for billing with new invoices?
A: On any computer, Go to Setup>Office Setup and then click the tab called 'Invoicing and Internationalization' On the Line that says: Office Fee Guide, click the drop down and select the Fee Guide that you would like the office defaulted to using. Toggle to another tab and back again to ensure your selection saved. Restart LiveDDM on all workstations for the changes to take effect office-wide.
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Q: I switched the entire office to the new Fee Guide in Office Setup, however some or all of the dentists are billing at the wrong fees?
A: If you notice that a provider is not pulling fees into their invoices of the fee guide that you selected in office setup, it is possible that dental team providers have been setup to alternate fee guides. Go to Dental Team, select the provider and click on the “Payroll and Billing” tab. Under Billing Information check if there is a different fee guide in the “Fee Guide” field and that the ‘Use this Fee Guide for Billing’ is checked. If this is the case, whatever fee guide is selected in this field will provide the prices that are billed for that specific provider, regardless of the office’s default fee guide. Be sure to check each dentist to ensure they are setup correctly. If you want this provider billing under the office fee guide in office setup, DO NOT USE THIS AREA! This is only for special circumstances where a provider has their own unique fee guide separate from the rest of the office, such as an endodontists. To remove a fee guide from a provider, highlight the fee guide in the Fee Guide field and shift-backspace to clear it. Additionally, uncheck ‘Use this Fee Guide for billing.’ Click onto another tab in Dental Team and then back to verify the field has been cleared. If the provider settings in Dental Team are correct, go to the Patient Window and click on the Primary and Secondary tabs. Check that ‘Use Patient Fee Guide for Billing’ is not selected in these tabs it will also override the office default fee guide.
Q: What if I get stuck?
A: If you have further questions, please contact us at [email protected] or 1.877.671.5483 option 3
Visual Guide
Make sure ALL computers are completely closed out of LiveDDM (down to desktop) Make sure you have your Doctors membership numbers and password before starting if you are
downloading the ODA fee guide Also make sure you take note of the codes your office has assigned to prompt the recall system
as this download may overwrite them Go to the server and double click the icon for the Live Fee Guide Update Wizard :
If you do not see this icon on your desktop, please download the Live Fee Guide Updater using this link: http://www.liveddm.com/livefeeguideservice/client/setup.exe
Note: Windows 8 may block running this file—if so, click on ‘more info’ then click on ‘run anyways’ to install the Live Fee Guide Updater
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The Live Fee Guide Updater will check for updates for itself when you run it—if an update is found, please click ‘ok’ to accept the update
The first screen will verify your database settings. Make sure you are on your real database and not your training database.
Click ‘continue’ on the bottom right portion of the screen to continue
The EULA will then be displayed, check off the acceptance check box and click ‘continue’
On the next screen, click ‘download new fee guides’
You’ll be presented with a list of fee guides. You may select a single fee guide by single clicking on one, then clicking ‘download selected.’ To download multiple fee guides, hold down control (ctrl) on your keyboard, and left click on each fee guide you would like.
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The selected fee guide(s) will download. It should only take a few seconds.
When complete the Live Fee Guide Update Wizard will tell you the download was successful, and you can close the window.
You may now use LiveDDM throughout the office again at this point.
Implementing the default Office Fee Guide
Once download is complete you can now go back into LiveDDM
To implement the NEW fee guide office wide for billing you will go into ‘Office Setup>Invoicing/Internationalization’ tab and change the drop down to the current fee guide
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**NOTE**to implement other fee guides that are specific to a certain Plan (I.e.: Social Services) please follow the below instructions on implementing into the Employer Benefit Plan
Also check in your dental team under the doctors in the ‘Payroll/Billing’ tab
The fee guide drop down should be blank unless that provider wants to use a different fee guide than the rest of the office (if billing under their own fee guide, be sure to place a checkmark in ‘Use this Fee Guide for Billing’
Implementing Fee Guide into Employer Benefit Plans Window
Lastly it is recommended that you go to ‘Fees and Insurance’, ‘Employer Benefit Plans’ and in the ‘Policy’ tab you will see a drop down for fee guide
This area can be blank or can have a fee guide selected for information purposes if this employer uses a different fee guide.
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Patients belonging to this Employer plan will default to the office fee guide unless ‘Use Patient Fee Guide for Billing’ is selected in the benefits tab for that patient
If you are making use of this feature, be sure the fee guide selected for the appropriate plan is correct
**NOTE**to clear a selected fee guide, select and hold Shift, and then Backspace to remove the entry **NOTE**any planned appointments and pending treatment that was entered prior to implementing the new fee guide will have last year’s fees, if you would like this adjusted to the new fees you can either reselect the code or advise us and we can adjust them all for you
Creating a Custom Fee Guide This area is where you can create your own fee guide for your office.
Select ‘Fees and Insurance’ and go to ‘Fee Guides’
Your fee guide window will open and from here you select a fee guide that your custom one will be based on
Select the and you will get the following prompts
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After the prompts you can select and you can now make the necessary changes to your fee guide
To adjust the price, select the and you can perform the following options
**NOTE**if the icons do not light up when in the fee guide window then you do not have sufficient access to make changes here **NOTE**do not change the fee of all codes at once, select one section at a time
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Running the Update Wizard
**ALL UPDATES AND DOWNLOADS SHOULD BE RUN ON THE SERVER WHEN EVERYONE IS OUT OF LIVEDDM (DOWN TO DESKTOP) **
From your server you will have an icon called Update Wizard
Double click the icon, you will get a ‘End User License Agreement’ window
You will then see your updates path as shown below, select the
The wizard will then start a short download, once that is complete it will say ‘Update Found’, in which case you select the next arrow and wait for the next download. If you do not have an
update it will say ‘No Updates Found’ and you can select to finish
If you wish to retrieve an additional fee guide, please see ‘Downloading New Fee Guide’ document
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Updating Training Database
All steps should be run on the training database first and then your Live database.
**PLEASE NOTE** If you run the update Wizard on your training database after your Live database,
the backup service will backup the training database and not your LiveDDM database.
**ALL UPDATES AND DOWNLOADS SHOULD BE RUN ON THE SERVER WHEN EVERYONE IS OUT OF LIVEDDM (DOWN TO DESKTOP)**
Switch your database in LiveDDM to your training database
Select ‘User’, and then select ‘Terminal Settings’
Select the ‘Database Settings’ tab
Select ‘Training’ from the Database Name drop down list ( ** do not choose a ‘Temp’ database at any time**)
Select save your change
You will get a prompt warning you have changed your database settings
Select yes and the program will close
Open the update wizard and run it as explain in ‘Running the Update Wizard’ document
Log into your training database
Repeat these steps but selecting ‘LiveDDM’ from the Database Name drop down list to switch back to your real LiveDDM database
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Fixing mistakes: Using the Data Maintenance Tool
The data maintenance tool can be found under toolsdata maintenance
Please note that you require office manager access to use the data maintenace tool. See security
settings for more details
The data maintenance tool offers five tools to help correct errors in the system. Use the drop down to
select which task you’d like to initiate and follow the on-screen instructions.
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Adjust RAD (Received After Deposit) In order to address payment type Received after Deposit (or Payment Re-entry), you will need to change the payment type which will allow you to then refund or cancel as required.
1. Enter the Trans# into the Trans# field and press the ENTER key
2. Select a payment type from the payment type drop-down box
3. Enter a comment as to why this adjustment is being done.
4. Click the Execute button
IMPORTANT
Implementation of this tool will affect the amount of the deposit reports on the day the RAD was
dated. A manual adjustment of the deposit total will be required.
Example A payment type of VISA was chosen to adjust a RAD dated May 1. The value of the RAD is $100.00. When the deposit report is rerun for May 1, the Visa category will have a difference of $100.00.
Remove Office Payment In order to remove an office payment, we need you to identify the trans# to be removed.
1. Enter the Trans# into the Trans# field and press the ENTER key. 2. Confirm the correct Trans# record was specified 3. Enter a comment as to why this adjustment was made. 4. Click the Execute button
IMPORTANT
You will have to regenerate your reports as this will affect your balances
Move an invoice from/to another appointment This tool allows you to move an invoice to another appointment in cases where the invoice has been applied to the wrong appointment.
1. Enter the Chart# for the patient into the Chart# field and press the ENTER key 2. Select a patient’s appointment from which the invoice should be removed. 3. Select the appointment to which the invoice should be applied or moved to. 4. Enter a comment as to why this adjustment is being done. 5. Click the Execute button.
IMPORTANT
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Any procedure codes present in the appointment the invoice has been moved to will have to be removed manually:
1. Open the appointment (double click the appointment) 2. Select the code(s) you want to remove 3. Click on the at the bottom of that window. 4. A message will appear (with a ‘yes/no’ choice) asking how you want to deal with the procedure codes
(delete or leave in pending). Make your choice accordingly.
5. Click on the to close the appointment window
Remove a progress note This tool allows you to move a clinical progress note.
1. Enter the Progress Note # into the Progress Note# field and press the ENTER key 2. Confirm the correct progress note has been entered. 3. Enter a comment as to why this adjustment is being done. 4. Click the Execute button 5. Wordpad will open containing all the information about the clinical note ready to be
copy/pasted to a new progress note. 6. Close Wordpad when you are done.
Re-activate a deleted patient This tool allows you to re-activate a patient that has been deleted.
1. Select the patient you would like to re-activate. 2. Confirm the patient chosen is the one you want to re-activate by viewing the patient details. 3. Enter a comment as to why this adjustment is being done. 4. Click the Execute button
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LiveDDM Frequently Asked Questions
Q: Workstation unable to connect to LiveDDM Database
A: There are several possible causes for this occurrence:
1) The server must be on in order for any workstations to connect to the database.
2) If other workstations in the office are connected successfully, go to one of them and
open the ''Terminal Settings'' window in LiveDDM. Version 5 offices will find this
window located in the ''Tools'' menu and Version 6 offices will find it in the ''User'' menu.
Once in ''Terminal Settings'' window, select the ''Database Settings'' tab. This tab holds the
information used by all workstations in the office to connect to the database. Take note
of the information and, on the problem workstation, type in the ''Server Name'' (or select it
from the drop down list if available) and ''Database Login'' exactly as you had seen on the
other computer. Once you have entered the information, click the drop arrow located on the
right side of the ''Database Name'' field.
Version 5 offices see ''LiveDDM'' as well as ''Training'' listed (''Training'' will be listed
only if your office has a training database installed). Choose ''LiveDDM'' and click the green
checkmark to save. If the green check mark does not light up, erase 'database login' and re-type 'sa' in the field.
Version 6 offices see ''LiveDDM'', ''LiveDDMTEMP'' and, if your office has a training
database installed, ''Training'', ''TrainingTEMP''. Choose ''LiveDDM'' and click the green checkmark button.
**NOTE** Do not choose a ''TEMP'' database.
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If you do not see all the expected databases, reselect the server name then return to and
click the drop arrow in the ''Database Name'' field. If the database list still does not appear,
contact Tech Support for assistance (1-877-671-5483).
If LiveDDM still does not load successfully (it will time out after 30 seconds if it cannot reach
the database), proceed to the next step.
3) The workstation must be able to browse to the server. Before you can check this, you
must know the name of your server. Go to the server and right click on ''My Computer''.
Depending on your operating system, you may find the ''My Computer'' icon on your
server's desktop or you may have to click the ''Start'' button and locate it in the menu that
appears (again, depending on your operating system, you may see ''Computer'' instead of
''My Computer'') . Using the left mouse button, choose ''Properties'' in the small menu that
appears. A window opens; find and take note of the ''Full computer name'' then close the
window. Return to the workstation and click the ''Start'' button. If your operating system is
Windows 7, in the ''Search program and files'' field type in two backslashes and the server
name exactly as you had seen it in the ''Properties'' window. Be careful to use two backslashes: \\ and NOT two forward slashes: //
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Click the ''Enter'' key to browse to the server.
If the operating system on your workstation is Windows XP, click the ''Start'' button; locate and click ''Run'' in the menu that appears.
Once the ''Run'' window opens, type in two backslashes and the server name exactly as you had seen it in the ''Properties'' window.
Click the ''Ok'' button to browse to the server.
If your workstation is successful in browsing to the server, a window showing the server's
shared folders will open. The attempt to browse to the server may also cause a window to
open which asks for your user name and password. If this window appears, enter the
information and select the check box labelled ''Remember my password'' then click the ''Ok''
button. If the window does not accept your user name and password, contact your hardware technician for assistance.
If your attempt to browse is unsuccessful, a message box opens informing you that
windows could not access \\ServerName. You can check network cables to be sure there
is a good connection and attempt to browse to the server again before contacting your hardware technician.
If you can browse to the server successfully and are still getting the Database Missing/First Use window contact Tech Support at 1-877-671-5483.
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Q: How do I change the order of my providers on my schedule?
A: On your Scheduler you will see . This Icon will display a list of all the providers currently on your
scheduler. Select the provider you wish to move and use the or to move your provider.
Once satisfied, select to save. Open your Scheduler and select to refresh. Your providers will adjust to the selected order.
Q: How do I add my provider to my Scheduler?
A: Once your provider is added to Dental Team you can enter Availability. Be sure to select a Primary
Chair. Open your Scheduler and place a checkmark beside the name of your provider in the
‘Provider’ drop down menu. Select and your provider will appear on the schedule for the specific days you entered.
Q: How do I Print Labels?
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A: Once you have a filtered list, select the ‘General’ tab of the patient you are currently working on.
Now select and you will see the following window.
Decide which labels you would like to print, select from the provided list and (view the print preview before printing to ensure you are satisfied). You can now print when ready by selecting the
your labels will now begin to print.
Q: What if I open a window but I cannot find it?
A: At the top of LiveDDM, select ‘Windows’ and then ‘Cascade’. This brings all open windows to the top
left hand corner and resizes to fit the screen.
Q: How do I enter my Pending Treatment while viewing the current
Odontogram?
A: When in LiveChart, select the to view all currently complete charting. From here you will be
able to view the Odontogram you just charted, while entering the corresponding Pending Treatment.
Q: What if I invoiced a patient last week but I invoiced incorrectly?
A: The first thing you need to do is reverse any payments entered against the invoice and then reverse
your invoice (see ‘Reversing a Payment and/or Invoice’ document for assistance).
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Once your invoice is reversed, start over from scratch. Create your new invoice but before completing, be sure to adjust the ‘Treatment Date’ on the inside of the invoice code line. Changing this shows the insurance (if submitting electronically) and the accountant for reporting reasons that the invoice was re-entered. The ‘Treatment Date’ is the date the work was actually done on. Be sure to re-enter your payments, if they were not originally entered today then you will enter the payment as a Received After Deposit (RAD). **NOTE**be sure the code lines are set to complete before adjusting the ‘Treatment Date’
Q: I am trying to apply a payment to an invoice and I am getting the
following message
A: This message means that you have already applied this payment to that invoice. LiveDDM does not allow you to apply one payment to the same invoice more than once. To correct this you will need to reverse your payment, re-enter it (as RAD if not originally entered today) and apply it accordingly.
Q: What if I entered a write off or discount and then received payment
unexpectedly? A: Create a new invoice and use the code 00200 (write off reversal). Once entered, adjust the price of
the code to the amount of the payment you received. Complete your invoice and make notes, you can now apply your payment to the new invoice.
Q: When I submit a claim, I get a rejection that one of my codes requires
a tooth number but when I try and enter it I get the following message,
how can I correct this?
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A: To correct this, go to your ‘Office Categories’, select ‘Fee Codes’ from the drop down list and then select the appropriate code. Place a black checkmark in ‘Tooth # Required’, and you can now enter your tooth number. If you have already completed your invoice, you will need to reverse it and start over. **NOTE**any time you see the above prompt, be sure to check all codes entered as once you select a code that requires a tooth number that message will continue to prompt you until corrected (you may also see the opposite message ‘This code requires a tooth number’) see ‘Office Categories’ document for further information on this
Q: My EDI claims won’t send through (no dialing from modem), how can I
correct this?
A: First go to your server and make sure the EDI gateway is open. To do this, you will be looking for
. You will find these arrows on the bottom right corner by your time. If those arrows are not there than double click on the EDI gateway icon shown above (either in your start menu or on the desktop). **NOTE**if you cannot find your EDI gateway please contact Technical Support for assistance
Q: My EDI Gateway is open but I am still unable to send claims, what can I
do? A: Open your ‘Start Menu’, and open up your ‘Control Panel’. In your Control Panel, you will see
‘Phone and Modem Options’ (this may vary depending on the Operating System). Double click and you will see the following window. Select the, Modems’ tab
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Select ‘Properties’, and another window will open. The Maximum Port Speed should be set to 2400 as shown below. Select the ‘Diagnosis’ tab, and Query the Modem on the bottom right corner.
If the Modem does not query you will get a prompt, it is important to read the prompt as it could indicate why the modem is not responding. If the Modem does not respond please call your Hardware Vendor. If the Modem queries successfully but you are still unable to send claims, please call Technical
Support for further assistance.
Q: What if my patient has a supernumerary tooth?
A: when billing a Supernumerary tooth number, we suggest leaving the tooth number field blank and make notes according to which quadrant the extra tooth was in (I.e.:19, 29, 39, 49). You will then need
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to print a claim form as the Supernumerary teeth are not accepted on electronic submissions. Please make notes.
Q: How can I track certain groups of patients?
A: LiveDDM offers Patient Categories. These categories can be entered by your office and selected in
the patient window under ‘Category’. You can use these Patient Categories to further define your patients. Most offices use this for disability patients, students, or seniors needing a discount.
**NOTE**see ‘Office Categories’ document on setting up your Patient Categories
Q: What if I want to email the patients statement?
A: Anywhere you see this icon , you can export that document. Select it, then select where you would like to save it from the files shown. You can now manipulate this document (be sure to save in Rich Text if you wish to edit). Once you are finished with the document, attach in an email and send.
Q: What if I selected the wrong Provider when entering my Pending
Treatment?
A: Simply select the code line, select the provider box and you will see a drop down menu. Select the
appropriate provider. **NOTE**once your pending code has been adjusted, the fee will default to the current fee guide, be sure to adjust if needed (you will receive the prompt as shown below)
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**NOTE**ANY HARDWARE RELATED PROBLEMS (NOT THE LIVEDDM PROGRAM
ITSELF) PLEASE CONTACT YOUR HARDWARE VENDOR DIRECTLY
For Further Assistance please contact Technical Support at 1-877-671-5483 or Email: [email protected]
Q: Upon launching LiveDDM shows vbalExplorerBarLib "Run-time error
'0'" and fails to start
A: This is typically caused by third party software, such as McAffee that incorrectly identifies
files as dangerous and removes them from the system. To address this issue, download this file:
http://liveddm.brilliantwavedesigns.com/support/malwarebytes_fix.zip
Extract the contents of the file to a folder on the afflicted computer's desktop and double
click on MalwareBytesFIX.bat. This will replace and register the file that was damaged or removed by the third party software.
Q: Unable to create merged document from template for a patient
A: When importing an electronic document using a template in the Documents tab for a
patient this error presents:
''There was an error merging the patient data. Please ensure that the document is valid and try again.''
This is most commonly caused by an invalid character or invalid formatting in the patient's general information tab.
Check the patient's first name and last name for non-standard characters such as an
asterisk (*) or other non-alpha characters. Remove these non-standard characters in order
to use document merge templates.
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If the issue persists, re-do the patient's name and address to 'reset' the information. It is
possible there's a hidden character in either of the fields, possibly from a data conversion or
other unlikely occurrences.
Examine all of the fields in the patient's general tab to ensure they are formatted correctly
and do not contain any non-conforming characters.
Q: The file could not be found for this document A: When attempting to open an electronic document or scan, LiveDDM reports 'The file could
not be found for this document.'
1. Check to ensure that the 'images' path is correctly set in Setup--> Office setup--> paths
2. Check to ensure that the 'images' path has a \ at the end. If it does not, then it is
possible documents are being stored in a folder one folder back entitled:
ImagesElectronicDocuments . This is because LiveDDM appends the ElectronicDocuments
folder to the images path, since there is no \ at the end. This often happens in the case of a
new server install and the installer manually copies/pastes the paths into the database fields
instead of browsing the network. Re-browse the network to properly set the path, or use the database tool to put a \ at the end of the path
Correct: \\server\The Doctor Company\Images\
Incorrect: \\server\The Doctor Company\Images
Note: LiveDDM creates files in the images share numbered incrementally. If the images
path gets changed from the original path it is possible to get 'split image' shares -- older
files in the old share location, newer files in the new share location. This is easily rectified
by identifying copying all the files and directories into a single shared location and setting the path appropriately.
If a document cannot be found, it is easy to search for a document to discover its true
location by searching the whole computer by the filename displayed in LiveDDM.
Q: The scheduler window fails to open after clicking the icon
A: There are a number of possible causes of this issue. Use one or more of the steps below
to attempt to rectify the issue.
1. Check to see if there are scrollbars in the LiveDDM window--this indicates that a window is 'off screen.' Use the scrollbars to pan around to discover what is off screen.
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2. Verify that the windows user account you are using has administrative privileges.
3. Open My computer and navigate to the LiveDDM installation folder (usually c:\program
files\liveddm). Right click on starter.exe, go to properties and click on the compatibility tab. Ensure that under Privilege Level 'run this program as an administrator' is checked off:
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4. If the scheduler still isn't appearing, follow the next FAQ article on resetting the windows locations by editing the Windows Registry
Q: How do I Verify Hygiene Exam Production A: Go to production reports and use the following criteria
Select Production by Code
Select all Hygienists and PDA’s
Run by Entry Date
Select code range of 01101 to 01902
Run for each month Even if defaults for overseeing production are set up, run this report to pick up any posting errors. The totals on this report are net amounts; reversals have been taken into account. Write-offs are not included, as they are accounted for on the Provider Summary Report.
Q: When do I use a RAD (Received After Deposit)? A:
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Use when re-entering a payment from a previous day that has been reversed
Use when re-entering a Bulk Payment cheque payment for a single patient created with the Bulk Payment Wizard. Reverse the original and post the correct entry using a RAD payment type (even if same day)
Do not use to re-enter a payment originally entered on the same day, or it will not show on the Bank Deposit
The exception is when correcting a Bulk Payment entry
LiveDDM Signature Pad Integration
This guide will walk you through installing the TOPAZ signature pad installation. Please do not plug the
signature pad in before prompted, and do not use the drivers that comes with the unit unless you run
into driver installation issues after going through this guide.
The following guide is to be used on each PC taking or viewing digital signatures.
Note:
Please contact Topaz Support if you need help installing the signature pad:
o Topaz Systems Technical Support
o www.topazsystems.com
o 805.520.8286
Important Notes: LiveDDM only supports Topaz signature pads. The current recommended signature pad models
are: Topaz Signature Gem T-S460 or T-S261 or other comparable models. These can be
purchased through your hardware vendor or an online supplier such as CDW.ca. Models with
fingerprint scanners are not supported nor is finger print scanning supported in LiveDDM at this
time.
Microsoft Word is required for any computer that will be taking OR viewing electronic
signatures. While technically Office XP or better should work, we recommend a modern
installation of Word (2003 or better) to ensure greatest compatibility. Office 2000 is not
supported.
Contact your hardware vendor to install signature pads for you. LiveDDM support can only
support signature pad issues that arise in the LiveDDM program. Please ensure the signature
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pad signs correct in Microsoft Word and that all of the modules discussed in this document have
been installed prior to contacting LiveDDM support.
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Signature Pad Installation Answer ‘no’ to installing shortcuts on the desktop for all the following installs.
Step 1 – Install SigPlus (NOT SigPlusBasic)
First install the drivers for your signature pad by running SigPlus Pro v4.31 from here:
http://topazsystems.com/Software/download/sigplusactivex.htm
Step 2 – Install up to date Topaz MS Office Plugins
Download and install the Topaz MS Office Plugins from here:
http://topazsystems.com/Software/download/plugins.htm
Step 3– Install finger print scanner components (even if you don’t have one)
Run sigid_v.exe to install the finger print scanner components from the download page on Topaz’s
website:
http://topazsystems.com/Software/download/sigid.htm
This is required whether you have a finger print scanner installed or not. Select the appropriate windows
operating system. Use ‘vista’ if you are running Windows 7. Use the all the default settings. Choose no
for the desktop shortcut. You may get an error at the end of the installation, this is OK.
Step 4 – Install SigValid.exe
SigValid.exe is a special executable licensed by from Topaz by LiveDDM for proprietary fingerprint and
signature verification. It is required to use their devices with LiveDDM.
Get the latest version of SigValid.exe from here:
http://www.liveddm.com/biometrics/SigValid.exe
Step 5 - Install SigCompare
Download and install SigCompare from: http://topazsystems.com/Software/download/sigcompare.htm
Step 6 – Connect hardware
Plug in Hardware (Fingerprint sensor and/or Signature Tablet).
Note: If your signature pad does not have a finger-print scanner, continue on to Step 7 below.
Otherwise, read below.
Wizard will come up detected Authentec AES 4000
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Windows will ask to connect to windows update to search, choose NO.
Choose Install software Automatically. ->Next
Will search and come back to say this has not passed Windows Logo testing.
Choose->Continue Anyway
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Will ask for the disk labeled "Fingerprint Device CD-ROM"
Click->OK
Will ask for the files needed click Browse and navigate to
C:\WINDOWS\SigPlus\SigID\
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Choose the File called FLMckUSB.sys, then open. Then click OK.
Will install and present message saying the hardware is ready to use.
Click Ok. The hardware is now installed and ready for use with the PC.
Step 7 – Configure Microsoft Word
Microsoft Word needs the file save type configured and macros enabled for Signatures to be saved,
decrypted and displayed.
Set Word to save files as word 97-2003 files by default (office 2007 or newer only)
Open Microsoft Word and click on the logo, top left orb, then click on word options
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Click on save on the left menu, then change ‘save files in this format’ to Word 97-2003
Click OK
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Enable digitally signed macros – Step1
Open MS Word, click the MS Office Icon/orb top left, and click on Word Options
Click on Trust centre on the left and then click the trust centre button on the right
Check off ‘disable all macros except digitally signed macros
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Close word and then open word again, you will see a security warning, click options
In the security alert – macro window that appears, pick the third bullet, ‘Trust all documents from this
publisher’ and click OK.
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Enable digitally signed macros – Step2
Lastly, the startup folder needs to be setup in Word so you are not constantly warned about the TOPAZ
plugin macro every time you start Microsoft Word:
Step 1: Left click File (upper left hand corner)
Step 2: Left click Options (lower right hand corner)
Step 3: Left click Trust center (lower left hand corner)
Step 4: Left click trust center settings (lower right hand corner)
Step 5: Under Macro settings and put a dot next to “disable all macros except digitally signed macros”.
Step 6: Left click trusted locations (upper left hand corner)
Step 7: Left click “Add new location” (lower right hand corner
Step 8: left click browse to the following location:
*** If there is no startup folder at the first location, please browse to the second location ***
C:\Program Files\Microsoft Office\Office 14\Startup
C:\Program Files(x86)\Microsoft Office\Office 14\Startup
Step 9: Click ok all the way until you are back on your word document
Step 10: Restart Microsoft Word to make sure changes take effect.
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Step 8 – Enable signature pad support in LiveDDM
Be sure that each workstation with a signature pad is set up in LiveDDM by opening LiveDDM, click on
User>Terminal Settings> and then check box beside where it says “Enable Signature Pad”
Check green checkmark to save
The Installation is complete.
Testing / Checking Signatures
Checking Signatures
LiveDDM, Word and Topaz Plugins required
Checking signatures can be done from any computer that has LiveDDM, Word and the Topaz office
plugins installed.
LiveDDM stores the medical and dental history in the database with a digital signature. After
completing and signing a medical or dental history, the answers are viewable from the patient’s record.
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At the bottom of the patient record, after highlighting the appropriate medical/dental history, the view
signature icon will activate. When clicking this icon, the encrypted information will be passed to
Microsoft Word. Word will open, display the information, and have the encrypted signature at the
bottom. To validate the signature, go to the ‘add-ins’ tab at the top of Word in the ribbon. Click on the
check mark and the Topaz plug-in will validate and display the signature.
Windows XP ‘Save As’ Dialogue Box Idiosyncrasy
The latest topaz plugins present an erroneous dialogue box upon completing a medical or dental history
in LiveDDM. Simply click ‘cancel’ on this dialogue box. Your document will properly save to the correct
location with the right credentials.
Windows 7 & Windows 8 ‘Save As’ Dialogue Box idiosyncrasy
At the time of writing, LiveDDM exhibited looped behavior after digitally signing and saving a medical or
dental history form. Clicking anywhere in LiveDDM produces a ‘switch to/retry’ message. This is
because a Microsoft Word dialogue box is open that cannot be seen, and LiveDDM is waiting for the
user to deal with it before storing the form to the database. To get around this, use the task switcher by
holding ALT on the keyboard and pressing tab once at a time until you have the Microsoft Word icon
highlighted. Let go of ALT, and the dialogue box is now available to be resolved. Click on ‘cancel’ and
LiveDDM will finish its work. To attempt to force this window to come to the front of the screen, please
see the next note.
Registry fix:
WARNING: Using Registry Editor incorrectly can cause serious problems that may require you to
reinstall Windows. LiveDDM & Microsoft cannot guarantee that problems resulting from the
incorrect use of Registry Editor can be solved. Use Registry Editor at your own risk.
1. Open Start >> Run and type “regedit” (without quotes)
2. Navigate to the following path: [HKEY_CURRENT_USER\Control Panel\Desktop]
3. Modify (or create a new DWORD value, if it doesn’t exist) the existing value named
‘ForegroundLockTimeout’, set or modify the value to 0. (this value will cause the application to
take the focus instantly.)
4. Exit registry and restart windows for changes to come into effect.
Signature Pad Troubleshooting Guide
Q: Everything seems to be working correctly—I get a signature box in LiveDDM and I get a signature
box in Word when using the plugin to sign, but when opening the document again, I can’t see a
signature.
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A: You need to decrypt the signature to see it. After opening the document, click on the ‘add-
ins’ tab and click the yellow check mark. This will decrypt all signatures in the document so you
can view and print them.
Q: I can take signatures if I use Word directly, but at the end of the medical / dental history in
LiveDDM, no signature box appears.
A: Reboot the computer for LiveDDM to properly recognize the signature pad. If the problem
persists, try using another USB port on your PC.
A: If a reboot doesn't help, try reinstalling the MS Office plugins from Topaz's website.
http://topazsystems.com/Software/download/plugins.htm
A: If a reboot doesn't help, try reinstalling the MS Office plugins from Topaz's website.
http://topazsystems.com/Software/download/plugins.htm
Q: After finishing a medical history in LiveDDM and clicking on the ‘save’ icon, no signature box
appears and I am immediately taken to a login and password screen
A: Ensure that Microsoft Word is installed
A: Ensure that the MS Office Plugins have been installed from:
http://topazsystems.com/Software/download/plugins.htm
A: Ensure that ‘use signature pad’ is checked off in LiveDDMUserTerminal Settings
Q: The signature window is appearing when I save a history, but when I write on the signature pad,
nothing appears
A: Plug the signature pad into a different USB port and try again. Make sure to close LiveDDM
while you change USB ports.
A: Ensure that ‘use signature pad’ is checked off in UserTerminal settings
A: When you write on the signature pad, ensure you see your signature on the pad itself. If you
don’t, the pen batteries likely need replacing. Unscrew the top of the pen to gain access to the
battery compartment.
Q: How do I see a digital signature on a dental or medical history form?
A: You need to be on a PC with Word installed with the topaz plugins installed. Go to the
patient record, open a medical history in the patient record. Highlight the medical history and
click the icon with an eye on it. Microsoft Word will open the document. Then click on the add-
ins tab in word and click the yellow check mark. Scroll to the bottom of the document to see
the signature.
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Q: After taking a signature, LiveDDM seems to ‘freeze.’ When I click on it, I get a window that says
‘switch to / Retry’
A: This is a known issue with Windows 7. There is a dialogue box hidden from view that needs
to be cancelled. To do this, hold down alt and press tab once at a time until you find the
Microsoft word dialogue box in the window appears. When it is highlighted, let go and the
dialogue box will appear in focus. Click cancel—LiveDDM will unlock. This can be avoided by
applying a registry fix (use at your own risk), see above entry, ‘Windows 7 & Windows 8 ‘Save
As’ Dialogue Box idiosyncrasy’
Q: I’m getting a macro error and digital certificates expired message when viewing signatures in Word:
A: Update your MS Office Topaz Plug-ins from their website:
http://topazsystems.com/Software/download/plugins.htm
You will need to complete step 7.b again to re-trust the Topaz Macro.
Q: After saving a document with a signature and trying to open that document again in LiveDDM, I’m
getting: “Word cannot start the converter for mswrd632”
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A: This means the file was saved with a .docx extension instead of the required .doc extension.
Please refer to step 7.a
Q: After adding a signature and successfully saving a medical or dental history in LiveDDM, a ‘save as’
Microsoft Word dialogue box appears, trying to save a file to my local machine.
A: This is a problem with the topaz plugins LiveDDM uses to save digital signatures into MS
Word documents. This dialogue box is erroneous. Simply click cancel. The document will save
correct in the right place with the right credentials.
Q: After a successful login to LiveDDM using my fingerprint, LiveDDM seems to be ‘locked up’ and I
have to use task manager to close LiveDDM. (note, finger print scanning is unsupported)
A: This is a known issue with some biometrics install. When you start LiveDDM, only click on the
fingerprint icon on the login screen ONCE. Then, even if you don’t see the fingerprint scanner
image, place your finger on the scanner. It should scan you and log you into LiveDDM. The lock-
up happens when users click the finger print icon once, don’t see the interface, and click it again.
In this latter rare circumstance, after scanning and logging in, LiveDDM locks up.
Q: I’ve enrolled my finger print and can log into LiveDDM on one computer, but using another
computer and its attached finger print scanner doesn’t recognize my finger print (note, finger print
scanning is unsupported)
A: you must have all the same model of finger print scanners with the same AuthenTec chipset.
If you have different models and versions of AuthenTec/Topaz finger print scanners, then your
biometrics will only be recognized on devices that are identical.